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Home My WebLink About993082 a fEmoRAnDum ��. All Department Heads Te "& Elected Officials Date April 2, 1979 COLORADO F;om Don Warden, Director of Finance & Administration Weld County Administrative Manual As discussed with'youu -in meetings in February, the beginnings of ,the,Weld = `" County Administrative' Manual have been developed by staff- departments , and • we are nowyforwarding you the portions that are complete. ,Asyo recall; the purpose .of the Administrative Manual is to be-able to develop,iover time, policies :and,procedures for the various administrative .functtons: in the County.,.-and toLput. them into a formalizc manual that cen .be, used as a reference...for empl..oyees involved with these functions. We are confident that the policies-and procedures will permit the various staff;departments to provide better services to the -using departments of the County,.aas;well as provide,a clear understanding of what the policies and procedures in ; . Weld County are.. as they relate to the various functions in: the: Co nty. As. sections areldeveloped, we will be soliciting input from departments , and at least annually, we will 'be having formal meetings to review the �' . existing policies:& procedures in an attempt to improve uponr..them;and refinea them�so that they can better meet the needs of the depa-rtrr nts > of Weld County,: ..However, during the course of the year if at any time you . glik have suggestions -for us as far as improved methods or procedures that are unclear, please,.do:_not hesitate to contact me directly, and we will 'study the amendments and, if appropriate, make the amendments and forward them to all departments. The first sections we have developed are in the areas of Purchasing; Supply, and printing. The Purchasing policies and procedures are-:those that were discussed in, the February meetings with all the departments:A. We feel the policy and procedure manual, for purchasing is a comprehensive one that . outlines exactly how the purchasing process works. in Weld County. The second section that we have prepared.is,"for the supply area. The l979 list of items in;.supply will allow using departments to be aware of what is available in Weld County Supply, and what the cost is , so that you can choose the items that are most economical to meet your needs. ,Hopefully 'this- will assist you.in budgeting your limited resources that you have in this area. The;third area that we have developed is overall printing policies and procedures. `. We have-provided industrial standards that are applicable to 'Weld County,as -far as -meeting your printing needs. It is important that the person in.your department that does ordering and handles printing. for you read the -various standards and suggestions in order to maximize your printing dollar. The standards.provide guidelines for which paper, for example,-is the most,:economical for the purpose that you intend to use it. We have also, within the,lp,rint shop, standardized the paper types, ink types , and availa- bility of.,tfe supplies that are most economical . The various rates for the services-pro,:yided in the print shop are available, so again before you order • a fob, you.>ran see what the cost will be and determine whether or not it is `the most economical way to economize within your budgeted resources. 993oga 4 The final section completed at this time, is the Grant Management Program that was developed in December and January with the assistance of various • departments that are involved with grants. This specifies the grant appli- cation procedures and the review process , and also provides a glossary of terms commonly used for various grant programs for those users that may not be totally versed with grants. During the remainder of 1979, other sections will be developed and distri- buted to you for insertion into the Administrative Manual . It is anticipated that the next section will be a comprehensive budget manual to assist depart- ments in preparation of the 1980 budget. We are in the process , also, of developing an accounting manual which will specify accounting policies and procedures and also a chart of account for each department so that they can . better understand the accounting function in the County. The goal is , by July, to have a safety and management or insurance section developed which . will specify the safety program, the insurance program, and the risk manage- ment program to minimize loss to the County and economize in the area of risk and insurance costs. We are distributing only one copy to most departments , larger departments will be receiving additional copies as needed. Our goal is to provide enough copies that employees that work with these areas have access , but we are sug- gesting that the Administrative Manual be placed centrally in your department, so that all employees can have access to it on an as needed basis. We are rot, because of the printing cost, attempting to have numerous copies throughout departments or one for each employee. We feel , through this sharing process at a central - location, all employees that have need for this information will have access to it but yet at a very low cost to the County. As updates occur they will be forwarded to you on a timely basis and they will be the purple or violet color, so that you will know that they go into the policies and procedures manual . For that reason we did not use white paper that could not have been as easily identified as being a part of the policies and procedures manual . You can expect updates on a regular basis throughout the year as we improve upon the policies and procedures or add to them. If any department head or elected official or employee that is involved with the various policies and procedures has questions or needs clarification regarding any of the policies and procedures specified in the Administrative Manual , please do not hesitate to contact me or the department, such as Purchasing, that is directly involved. • WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Table of Contents Latest Revision Date: April 19, 1999 Page BOARD OF COMMISSIONERS - GENERAL PROCEDURES: Board Procedures 4 Work Sessions 9 Designation of Departments for Commissioner Coordinator 10 Board and Commission Appointments 11 Authorizations 13 Delegation of Authority to Sign Certain Documents 14 Procedure for Charter Petition 17 Expediting the First Reading of Ordinances 18 . Notification Procedure for Emergency Incidents 19 BOARD OF COMMISSIONERS - GENERAL POLICIES: Press Release Policy 20 Lobbying Policy 21 Contracts and Ordinances 23 Legal Opinions 26 Publication of Annual Reports 27 Revision of Ordinances, Policies, or Manuals Which are Published by Department 28 Dimension Standards for Letter Size Mail 29 County Property 31 Mineral Leasing Policy 36 Mineral Leasing Policy Concerning Extensions 37 Suspension of Operations on Uneconomical Oil and Gas Wells 38 Industrial Revenue Bonds 39 Permits, Regulations, Fees 44 Use of Conservation (rust Funds 47 Regulating Activities in Parks Owned by Weld County 48 Regulating Activities on Trails Owned and/or Operated by Weld County 53.1 Official Recognition and Proclamations of Special Events, Causes, and Celebrations 54 Policy for Accepting Individuals Sentenced from Other Jurisdictions Into the Weld County Jail Work Release Program 55 • WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Table of Contents Latest Revision Date: April 19, 1999 Page BOARD OF COMMISSIONERS - GENERAL POLICIES (Continued): Policy Concerning Election Charges 57 Policy Concerning Recycling 58 Creation of Weld County Ballot Issue Title Board and Adoption of Procedures for Setting Title on Local Ballot Issues 59 Local Emergency Operation Plan for Major Winter Storms 60 PLANNING/ZONING MATTERS: Applications for Land-Use Matters for Property Previously Denied 69 Quasi-Judicial Hearings with Less than Full Board Present 71 Policy on Collateral for Improvements 72 Procedure for Requesting Pre-Advertising on Land Use Applications 77 Land Use Packets 79 Record of Land Use Hearings 80 Issuance of Building and Electrical Permits for Correctional Facilities 81 Policy for Zoning Property Deannexed from a Municipality 81.1 Supporting Intergovernmental Cooperation Related to Regional Planning 81.2 Department of Planning Services Case Files for Staff-Approved Actions 81.3 HEARINGS - GENERAL: Appeals Process 82 Guidelines for the Refusal to Renew A Liquor License 83 Policy on 45-Day Waiver Pursuant to the Colorado Beer and Liquor Code 85 Procedure for Probable Cause Hearings 86 General Procedures for Adjudicatory-Type Hearings 88 Procedure for Hearing of Petitions for Tax Refund or Abatement 94 Assessment Arbitration Rules and Procedures 95 2 WELD COUNTY ADMINISTRATIVE MANUAL r GENERAL ADMINISTRATION Table of Contents Latest Revision Date: April 19, 1999 Page EMPLOYEE/BENEFIT MATTERS: AIDS Policy 99 Employee Car Pooling 104 Collect Calls by Employees to Centennial Center 105 Reimbursement Policy for Damage Incurred During Emergency, Disaster, or Search and Rescue Situations 106 Compensation to Individuals for Losses Associated with Animals and Equipment while in Volunteer Capacity 107 Emergency Closing Procedure 108 • Smoking in Buildings and Vehicles Under the Control of Weld County 109 Service Awards 110 Cellular Phones 111 ROAD AND BRIDGE POLICIES: Road and Bridge Policies 112 Policy Regarding Temporary Closure of Weld County Roads for Periods of 72 Hours or Less 113 • WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 CONDUCT OF MEETINGS 1. The Board of County Commissioners shall conduct two weekly board meetings, on Monday and Wednesday of each week to commence at 9:00 A.M. A. A regular meeting may be canceled, however, by resolution of the board passed and publicly announced at least ten (10) days prior to the canceled meeting date. B. Special meetings shall be called by the Clerk to the Board upon the written request of the Chair or of any three (3) members of the board. Each member of the board shall be ' provided at least twenty-four hours written notice of such meeting, served personally or left at each members usual place of residence. However, a special meeting called as herein provided may be held on shorter notice if all members of the board are present and have waived notice thereof in writing. A copy of the notice of a special meeting shall be posted in a conspicuous place in the office of the board at the time such notice is given to members of the board. No business shall be transacted at a special meeting unless the same has been stated in the notice of such meeting. C. In the event that a legal holiday should fall on a Monday or Wednesday, there shall be no need to declare a cancellation of said meeting. 2. The Board of County Commissioners shall convene each Monday and Wednesday immediately following the regular Board meeting as the Board of Social Services, in order to meet the requirement of Section 26-1-116(3) CRS, as amended, to keep the Board of Social Services business separate and distinct from other county business. 3. On the fourth Monday of the month immediately following the Social Services Board meeting, the board shall convene as the Weld County Housing Authority. 4. Agenda Items. A. Due to the requirements of the Colorado Open Meetings Act, the deadlines for listing items of business on an agenda are as follows: 10:30 a.m. on Friday for Monday's agenda and 10:30 a.m. on Monday for Wednesday's agenda. In the event of a Monday holiday, the deadline for that week's Wednesday agenda is 10:30 a.m. on the previous Friday. 4 WELD COUNTY ADMINISTRATIVE MANUAL r � GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 B. Agenda items will not be accepted by phone. The original document, along with any pertinent backup material MUST be in the Clerk to the Board's office by the deadline in order to be listed on the Monday or Wednesday agenda. C. Only the Clerk to the Board or the Chair may authorize the addition of an item to the agenda if there are no objections from another member of the board. If there are objections to the addition, a motion must be made, seconded and passed by a 2/3 majority vote to allow the addition. D. Reports, correspondence, and informational items on matters to be included on board meeting agendas should be sent to the Clerk to the Board. . E. On February 25, 1993, the board approved the addition of an area on regular meeting agendas (both Monday and Wednesday) for public input. The following statement is now on each agenda: "(Each individual is allowed a three minute period of time in which to address the Board of County Commissioners on topics which are not on the board's agenda. Please be aware that the board may not be able to address your topic today. If the board is unable to do so, the matter will either be referred to staff or scheduled for a work session. If you wish to speak regarding issues which are likely to be heard by the board in a public hearing, such as a land use or violation hearing, you will be asked to give your testimony at that hearing, either in person or in writing. Public input on any topic shall be limited to 15 minutes.)" F. Copies of the agenda and minutes of the regularly scheduled board meetings are available upon request from the Clerk to the Board's Office . They are also available on the county Web page at http://www.com.co.weld.co.us. 1. Effective January 19, 1998, the Clerk to the Board was directed to distribute copies of the minutes and agendas to staff members through E-Mail, as appropriate, instead of using paper copies. • WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 B. Contracts, agreements, leases, etc. needing the signature of a second or third party will not be accepted prior to that signature being obtained. When presented to the Board of County Commissioners, the contract should have SIGNATURES OF ALL OTHER PARTIES. Departmental personnel should obtain the signature of the second party BEFORE sending to the Clerk to the Board's Office, since those not being properly signed will be returned to the concerned department via interoffice mail, thus delaying approval of the contract for several days. EXCEPTIONS TO THIS ARE THE STATE OF COLORADO, CITY OF GREELEY, OR OTHER GOVERNMENTAL ENTITIES. C. Contracts with the State of Colorado or other governmental units: The resolution authorizing the Chair to sign will be listed on the Consent Agenda on the date immediately following approval. They do not require signature of the second party prior to being presented to the board. D. Contracts resulting from bid approvals: Contracts resulting from bid approvals which need to have signatures do not need separate approval or authorization. They will, however, be listed on the Consent Agenda showing the date they were signed. E. Emergency Bid. Approval of any bid prior to the ten-day waiting period shall be done by resolution. F. Attestation Block: The signature block for the Chair or the five Commissioners MUST be followed by an attestation block for the Clerk to the Board attestation. This block should ALWAYS BE DIRECTLY UNDERNEATH OR TO THE LEFT OF THE CHAIR'S SIGNATURE. There should not be any signatures or verbiage between the attestation block and the signature block. Following are examples of each way it may be done: **************************************************************_*******_********** ATTEST: BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Weld County Clerk to the Board BY: By: (Name), Chair Deputy Clerk to the Board ********************************************************************************** 7 • WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 ***********************************************************.__._.******************* OTHER BOARD OF COUNTY COMMISSIONERS SIGNATURES WELD COUNTY, COLORADO SUCH AS DEPARTMENT HEAD BY: (Name), Chair ATTEST: Weld County Clerk to the Board BY: Deputy Clerk to the Board Please note, "Deputy Clerk to the Board" NOT"Deputy County Clerk". If this is not properly completed, it could result in documents being returned for correction,which will delay approval. 7. Commissioners' board meetings shall be conducted by Roberts Rules of Order. DISPOSITION OF ELECTRONIC TAPES 1. On March 24, 1992, the Board of County Commissioners approved the following procedure for disposition of electronically taped recordings of meetings and hearings. State record retention regulations require that taped recordings of board meetings and hearings be retained one year plus the current year. A. At the end of each year, the Clerk to the Board will send a memo to the County Attorney's Office and the Director of Planning Services to identify tapes which are scheduled for disposition. B. The County Attorney's Office and Department of Planning Services will identify any specific • tapes or hearings which should be permanently retained due to pending or possible litigation. 8.0 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 C. Tapes to be retained will be pulled by Clerk to the Board staff, and a list compiled. D. A work order will be submitted to Building and Grounds for tapes to be destroyed. REFERRAL/RESPONSE TO CORRESPONDENCE On June 1, 1998, the Board of County Commissioners established the following procedure to handle correspondence received by the Clerk to the Board's office. Elected officials will be given a copy of all correspondence regarding concerns or complaints pertaining to their departments, and are asked to simply provide the board with a copy of each response to complete the official file. Department heads are directed to draft a response to be written over the signature of Chair of the Board. All complaints or requests from citizens received in the Commissioner's Office shall be handled as follows: 1111 1. A copy of each complaint/request received, along with a Response form, will immediately be sent to the appropriate department. This copy will be marked to the attention of the Elected Official or Department Head. A copy of the complaint/request will be placed in the Commissioner's "Pass Around"file for their information, with "Referred to Department Name " note attached. 2. Clerk to the Board will keep original letter in a suspense file in order to verify final responses are sent within a reasonable time limit. 3. Elected Officials are asked to submit a copy of their response to the Clerk to the Board for the Commissioners' information. 4. The Department Head will be asked to respond within three days or, if unable to do so, to send an E-Mail to CTB Group, stating the time required for further research or review. Upon receipt of the E-Mail, Clerk to the Board's Office will send a form letter, over the Chair's signature, to the citizen stating the matter is being reviewed and giving the timeframe for the response to be mailed. A copy of the letter will be placed in the suspense file with the original letter. 5. After investigation of the complaint/request, the Department Head or designee will make his recommendation to the Board, marking the correct response, as listed below. The complete form (green sheet) and any supporting documents will then be returned to the Clerk to the Board. 8.1 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Board Procedures Latest Revision Date: April 19, 1999 • A. Board action -- means some official action is required from the Board, such as needing to be placed on the agenda for a policy decision or resolution. If Board agrees, Clerk to the Board will place on the next agenda. B. Work Session--means the Department Head or Elected Official wish to discuss the matter with the Board in a work session. No further action is necessary to schedule the work session; if the Board agrees, Vicky will schedule the work session and notify all appropriate parties. C. Letter(attached)--means a response has been drafted to the individual making the complaint or request. All letters will be drafted for the Chair's signature by the • Department Head and returned with the response form. To expedite the process, the letter should also be E-mailed or sent on Diskette to the Clerk to the Board's Office. E-mail CTB group. D. No response -- means no response was made by the Department. Please explain to the Board why no response is required. E. Telephone--means a telephone call was made to the individual by the Department Head or Elected Official. In the narrative section, please give date, who made the call, and the name of the individual receiving the call. 6. The Clerk to the Board will "Pass around" to the Commissioners requesting approval or recommendation, or other desire of the Board. A. The Chair will sign the letter. If it is not approved by the other Commissioner's, Vicky will pull it for the Clerk to the Board's office to make changes. 7. The Clerk to the Board will verify the action required, and mail any approved correspondence, sending a copy back to the department. It will either be placed on the agenda as new business, or list as correspondence on the Consent Agenda, depending on the action required. E-MAIL MESSAGES RECEIVED BY BOARD • 1. On April 5, 1999, the Board determined that E-Mail messages received by individual board members will be treated as personal correspondence and will not be listed on the consent agenda. Any official correspondence should be directed to the Clerk to the Board. 8.2 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Work Sessions Latest Revision Date: May 6, 1996 The Board of County Commissioners will hold weekly work sessions each Monday morning, beginning at 10:00 A.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, the following alternatives should be used: A. 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. B. 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 if warranted. C. 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. The board will review requests 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. An Elected Officials' meeting will be held on the second Monday of every other month at 10:00 A.M. At 10:00 a.m. on the third Monday of the month, the board will hold a work session as the Weld County Housing Authority. 9 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Designation of Departments for Commissioner Coordinator Latest Revision Date: April 19, 1999 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 Chair 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 Personnel Division Finance Division Accounting Division General Services • County-wide Communications Contract Services 3. Department of Health Services Health Department Hospital Extension Services Ambulance Service 4. Department of Planning Services Planning and Zoning Department Building Inspection 5. Department of Public Works Road and Bridge Engineering Pest and Weeds 6. Department of Human Services Human Resources . Social Services 10 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Board and Commission Appointments Latest Revision Date: April 19, 1999 1. Procedures for appointments of members to any appointive agency, board or commission shall be effected by compliance with the appropriate provisions of the Weld County Home Rule Charter. A. The term of office for a member of any appointive agency, board or commission shall be three years. B. No member of an agency, board or commission shall serve more than two consecutive terms on any one appointive agency, board or commission. C. No one who has served as an elective officer of Weld County shall be appointed to an appointive agency, board or commission until at least one year after leaving office. D. No county officer, employee or member of an appointive board, agency or commission shall have any pecuniary interest in any entity doing business with Weld County if such interest could interfere with the unbiased discharge of his duty to the general public or interfere with his ability to act in the best interest of Weld County. This restriction shall not apply in the instance where the officer, employee's department or member of an appointive agency, board or commission has no direct contact nor any business transactions with such entity. E. Pursuant to the Home Rule Charter of Weld County, the Board of County Commissioners shall determine six geographic areas from which members of boards shall be appointed. 11 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Board and Commission Appointments Latest Revision Date: April 19, 1999 2. The Board of County Commissioners, utilizing school district boundaries, designated by a resolution dated March 27, 1985, the following six districts, which may be altered at the discretion of the board, if deemed necessary: District 1: RE-9 Ault, Pierce RE-12 Grover, Hereford RE-11J Raymer, Buckingham District 2: RE-4 Eaton, Galeton RE-2 Windsor RE-10 Briggsdale • District 3: RE-6 Evans, Greeley, West of 14th Avenue District 4: RE-6 Evans, Greeley, East of 14th Avenue RE-7 Kersey, Gill, Barnesville District 5: RE-5J Johnstown, Milliken RE-1 Gilcrest, Platteville, LaSalle RE-1J Longmont (Erie, Frederick, Firestone, Dacono) RE-2J Berthoud District 6: RE-3J Roggen, Keenesburg, Hudson RE-50J Masters, Deerfield RE-8 Ft. Lupton RE-27J Brighton RE-20J Weldona 4111 12 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Authorizations Latest Revision Date: May 6, 1996 1. The Chair 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 Chair of the Board, attested by the Clerk to the Board. The Clerk to the Board shall be the custodian of the Weld County Seal and affix said seal to documents as required. 2. The Clerk to the Board of Weld County, Colorado, and the Chair of the Board of County Commissioners of Weld County, Colorado, are designated as persons authorized to sign all county warrants. 3. The Chair of the Board of County Commissioners has standing authority and is authorized and directed to sign personal service contracts under $5,000, as well as all equipment maintenance, equipment lease, computer equipment and software purchase agreements. 4. The Board of County Commissioners of Weld County authorized, by resolution dated December 19, 1984, the Director of Finance and Administration to prepare routine payroll warrants for the actual hours worked; and authorized the Clerk to the Board to sign and release said warrants, with the understanding that the routine warrants will be presented at the next formal board meeting for approval by the Board of County Commissioners. The Board of County Commissioners directed that any controversial or unusual items for payment be delayed in processing until formal action by the board. • 13 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Delegation of Authority to Sign Certain Documents Latest Revision Date: April 19, 1999 Pursuant to Section 30-11-107(1)(aa), CRS, which authorizes the Board of County Commissioners to establish policies and procedures regarding entering into contracts binding on the county, and to delegate its powers to enter into such contracts pursuant to such policies and procedures,the following Resolutions were adopted by Weld County. A. AUTHORIZE CHAIR OF THE BOARD TO SIGN CERTAIN CONTRACTS AND AGREEMENTS. By Resolution #950198 dated February 22, 1995, the Board of County Commissioners delegated authority to the Chair of the Board to sign certain personal service contracts and maintenance agreements. Pursuant to said Resolution, Board action is not required for approval, the contract will not be listed on the Consent Agenda, nor will it become a record of the Clerk to the Board's Office. The Chair of the Board of County Commissioners is authorized to enter into and sign contracts and agreements as follows: 1. All contracts on behalf of Weld County for personal service contracts under $5,000. 2. All change orders to contracts for construction projects of up to five percent (5%) of the original contract amount, not to exceed $5,000. 3. All contracts on behalf of Weld County for all equipment maintenance contracts. 4. All related contracts and license agreements for computer hardware and software operating in Weld County. 5. All computer related agreements and documents to acquire and maintain computer systems pursuant to the policy adopted by Resolution dated March 16, 1994, for the purpose of acquisition of information services systems. B. ACQUISITION OF INFORMATION SERVICES SYSTEMS. Pursuant to the policy decision made in October 1993 to transition off the IBM mainframe computer to a client/server computer environment under contract with SCT Corporation, and realizing that all existent computer systems in the county must be migrated to the new environment, either by redesign or acquisition of new systems, by Resolution #940249 approved March 16, 1994, the Board of County Commissioners adopted the following process for acquisition of information services systems: 1. The user and SCT staff will develop a Request for Information (RFI) detailing system hardware and software requirements. 14 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Delegation of Authority to Sign Certain Documents Latest Revision Date: April 19, 1999 2. The RFI will then be sent to all known vendors soliciting responses. 3. The responding vendors' proposals will then be evaluated and demonstrations reviewed by SCT Corporation and the user department to select a proposal for recommendation. 4. The recommended proposal will then be submitted for review by the Information Services Governance Committee, who will, in turn, make a recommendation to the Board of County Commissioners. 5. The Board of County Commissioners will then either accept or reject the final recommendation. If the recommendation is rejected, a reason will be given and the proposal will be sent back through the process for a revised or new recommendation. If the recommendation is approved, the Board shall sign the Information Services System Approval Form,thereby authorizing the acquisition of the appropriate system hardware and software. 6. After a system is approved, the Chair of the Board of County Commissioners shall have the authority to sign all necessary agreements and documents to execute the acquisition and maintenance of said system. C. DELEGATION OF AUTHORITY TO CHAIR TO APPROVE AND SIGN ALL OIL AND GAS DIVISION ORDERS AND AUTHORIZATIONS TO RECEIVE OIL OR GAS PAYMENT. 1. By Resolution #950074 approved January 23, 1995, the Board of County Commissioners determined all Division Orders and Authorizations to Receive Oil or Gas Payment Forms are reviewed by the County Attorney's Office for correctness of ownership interest, form, and legal description before being presented to the Board for approval;therefore, the Board delegated authority to approve and sign all Oil and Gas Division Orders and Authorizations to Receive Oil or Gas Payment to the Chair of the Board, after review by the County Attorney's Office and without having been on an agenda of the Board of County Commissioners. I 15 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Delegation of Authority to Sign Certain Documents Latest Revision Date: April 19, 1999 D. DELEGATION OF AUTHORITY TO SHERIFF. 1. By Resolution #900766 approved August 22, 1990, the Board of County Commissioners specifically delegated to the Weld County Sheriff the authority to enter into agreements that are binding upon the County for personal services related to criminal investigations. 2. By Resolution #940780 approved August 22, 1994, the Board of County Commissioners delegated to the Weld County Sheriff the authority to enter into those law enforcement special duty agreements which are estimated to require 72 or fewer hours of Sheriff deputies'time. The Board of County Commissioners retained the authority to enter into all law enforcement special duty agreements which are estimated to require more than 72 • hours of Sheriff deputies' time. E. DELEGATION OF AUTHORITY TO ASSESSOR. 1. As stated on page 94, the Board of County Commissioners authorized the Assessor to review Petitions for Abatement or Refund and to settle, by written mutual agreement, any such Petition for Abatement or Refund of Taxes in an amount of $1,000 or less per tract, parcel, or lot of land, or per schedule of personal property. F. DELEGATION OF AUTHORITY.TO CHAIR TO SIGN IGA AGREEMENTS FOR CRIMINAL JUSTICE SYSTEM 1. By Resolution#950197 approved February 13, 1995, the Board of County Commissioners approved the form of certain IGA agreements concerning the Criminal Justice System and delegated to the Chair of the Board the authority to sign the contracts with other entities as listed below: A. Intergovernmental Agreement for Criminal Justice Records Management Services and Use of Communications Records and Criminal Justice Information Systems. B. Criminal Justice Records Management Services Agreement. 411 16.0 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Delegation of Authority to Sign Certain Documents Latest Revision Date: April 19, 1999 G. DELEGATION OF AUTHORITY CONCERNING CHEMICAL WEED CONTROL COST SHARE AGREEMENT 1. By Resolution #980778 approved May 6, 1998, the Board of County Commissioners approved the form of the Weld County Chemical Weed Control Cost Share Agreement and authorized Ron Broda, Department of Public Works, authority to sign said agreements with various landowners meeting the criteria. H. DELEGATION OF AUTHORITY CONCERNING AGREEMENTS FOR CONTINUATION OF HEALTH INSURANCE FOR FORMER WELD COUNTY EMPLOYEES OR ELECTED OFFICIALS 1. By Resolution#982317 approved November 30, 1998,the Board of County Commissioners I approved the program allowing continuation of health insurance coverage, including the dental and vision plan, for eligible former Weld County employees and elected officials drawing benefits from the Weld County Retirement Plan. 2. Said Resolution#982317 did also grant standing authority to the Chair to sign the individual agreements entitled "Agreement for Continuation of Health Insurance for Former Weld County Employee or Elected Official Who is Now Drawing Benefits From the Weld County Retirement Plan." 16.1 WET ,T) COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Procedure for Charter Petition Latest Revision Date: May 6, 1996 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 Clerk and Recorder on behalf of 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 contains 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. 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. S 17 ELI BOUNTY ADMINISTRATIVE UAL GENERAL ADMINISTRATION Expediting the First Reading of Ordinances Latest Revision Date: May 6, 1996 By resolution on May 11, 1992, the Board of County Commissioners adopted the following procedure for expediting the first reading of Ordinances. Pursuant to Section 3-14 of the Weld County Home Rule Charter, upon the introduction of an ordinance it must be read in its entirety. Because the first reading of ordinances often takes significant amounts of time at the regular meetings of the Board of County Commissioners, by resolution on May 11, 1992, the Board of County Commissioners adopted the procedures set forth below in order to provide a mechanism by which the first reading of ordinances will be expedited, while at the same time providing the requisite record of notice to the public, and complying with the requirements of Section 3-14 of the Weld County Home Rule Charter. 1. Upon the majority vote of the Board of County Commissioners and solely at its discretion, an ordinance may be read for the first reading by the playing of a tape recording of the ordinance as it is presented for first reading. The playing of the tape recording shall satisfy the first reading requirements set forth in Section 3-14 of the Weld County Home Rule Charter. 2. Any reading of an ordinance for the first time by the playing of a tape recording will be conducted in the board's assembly room or in a room immediately adjacent thereto. The Chair of the Board of County Commissioners shall read into the record that the first reading will be accomplished by the playing of a tape recording and will announce where the tape recording will be played. 3. The department which is recommending the adoption of the ordinance, the Clerk to the Board of County Commissioners, or the board's designee, shall be the readers of the proposed ordinance on the tape recording. All such readings and tape recordings must take place in the Clerk to the Board's Office on tape approved for such use by the Clerk. Tapes of ordinances must be prepared and delivered to the Clerk to the Board no later than 5:00 p.m. on the day prior to the meeting at which the ordinance is formally introduced. 4. All tape recordings of the first readings of ordinances shall be on tapes provided by and kept in the custody of the Clerk to the Board of County Commissioners. 18 . WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Notification Procedure for Emergency Incidents Latest Revision Date: May 6, 1996 CLASS 1: ROUTINE INCIDENT: No injuries No request for resources Responder handles ACTION: Incident report filed next day. CLASS 2: Incident with injuries No request for assistance • Responder handles ACTION: Normal duty hours, brief up After hours, incident report CLASS 3: Incident with injuries or potential of injury Involvement of county employees or resources Responder needs or requests assistance to include HAZMAT TEAM Any evacuation ACTION: Normal duty hours, brief up After hours, contact Commissioners CLASS 4: MAJOR: Imminent loss of life and property Major damage/disaster County resources dedicated EOC activated ACTION: Activate EOC, brief everyone S 19 WELD COUNT " ADMINISTRATIVEDUAL GENERAL ADMINISTRATION Press Release Policy Latest Revision Date: May 6, 1996 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 Sheriff, 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. 20 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Lobbying Policy Latest Revision Date: May 6, 1996 Lobbying per state law (Section 24-6-302, CRS, as amended) is defined as communicating directly, or soliciting others to communicate, with a covered official for the purpose of aiding in or influencing: 1. The drafting, introduction, sponsorship, consideration, debate, amendment, passage, defeat, approval, or veto by any covered official on: A. Any bill, resolution, amendment, nomination, appointment, or report, whether or not in writing, pending or proposed for consideration by either house of the general assembly or committee thereof, whether or not the general assembly is in session. B. Any other matter pending or proposed in writing by any covered official for consideration by either house of the general assembly or a committee thereof, Iswhether or not the general assembly is in session. 2. Repealed by laws 1984, H.B. 1329, Section 22. 3. The convening of a special session of the general assembly or the specification of business to be transacted at such special session. 4. The drafting, consideration, amendment, adoption, or defeat of any rule, standard, or rate of any state agency having rule-making authority. In order to coordinate and control the legislative program of Weld County, the Board of County Commissioners requires that all lobbying efforts by county personnel (other than independently elected officials) be sanctioned by the board. Requests to lobby by department personnel should be directed to the respective Commissioner Coordinator, who will seek board consensus on the issue and, if appropriate, board authority sanctioning lobbying efforts in the best interest of Weld County. In accordance with federal rules and regulations, no federal funds, including Revenue Sharing, can be used for lobbying activities in any way: A. To attempt to influence in any manner a member of Congress to favor or oppose any legislation or appropriation by Congress. 21 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Lobbying Policy Latest Revision Date: May 6, 1996 B. To attempt to influence in any manner state or local legislators to favor or oppose any legislation or appropriation by such legislators. Communications and consultation with state and local legislators for purposes of providing information such as on matters necessary to provide compliance with the federal laws or regulations shall not be considered lobbying. Therefore, no county employee or official shall use federal funds for lobbying activities. Any county employee or official lobbying on behalf of Weld County shall comply with the state regulation of lobbyists (Sections 24-6-301 and 24-6-308, CRS, as amended). In the event any county funds are expended for lobbying activities, a copy of such expenditure claim form(s) shall be sent to the Director of Finance and Administration specifying the date, lobby activity, purpose of expense, and name of the official or group lobbied. In the event the sum total of expended funds requires a filing with the Secretary of State, the Director of Finance and Administration and county employee or official involved will insure proper filings to the Secretary of State are made. • 22 WELD BOUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Contracts and Ordinances Latest Revision Date: May 6, 1996 Ordinance#42, which became effective January 23, 1979, specifies the procedures concerning contracts for Weld County. A. Contracts: Since the definition of contracts for the purpose of acting by ordinance is not specifically enumerated in the Charter and inasmuch as Article II, Section 2-5 provides that the Charter shall be liberally construed when particular powers are not mentioned or enumerated and further provides that the county shall have the powers necessary and convenient for the conduct of its affairs, the following definitions of contracts and rules governing ordinances and contracts shall be in effect. 1. It is the intent of the Board of County Commissioners that an annual appropriation ordinance is the ordinance by which the board acts during each ' fiscal year in matters of all contracts that involve the expenditure of money for any of the purposes which are covered by the monies appropriated by the annual appropriation ordinance. 2. It is the intent of the Board of County Commissioners that the annual appropriation ordinance is the ordinance by which the board acts during each fiscal year in matters of all contracts that involve revenue sources from intergovernmental agreements or for any of the purposes which are covered by monies appropriated by the annual appropriation ordinance. 3. The Board of County Commissioners shall act by resolution in agreements with other governmental units for the joint use of buildings, equipment and facilities and for furnishing and receiving commodities or services if approved by the board. 4. It is the intent of the Board of County Commissioners that the annual appropriation ordinance is the ordinance by which the board acts during each fiscal year in matters of all contracts involving discretionary grant programs which are covered by monies appropriated by the annual appropriation ordinance, and any funding level determinations, administrative amendments, or other administrative actions required by the Board of County Commissioners shall be by resolution of said board. 5 23 WELD COUNT" ADMINISTRATIVE MANUAL S GENERAL ADMINISTRATION Contracts and Ordinances Latest Revision Date: May 6, 1996 5. In cases in which specific programs in Weld County are mandated by the laws of the State of Colorado or the United States of America or by the courts of the State of Colorado and the United States of America that any administrative action required by the board in such instances shall be by resolution of the board. 6. The Board of County Commissioners of Weld County, Colorado shall act by resolution in situations involving letters of agreement with other governmental units which are purely administrative in nature. 7. Any contract involving a new program that has not been considered by the board during the annual public budget hearings and in the event that monies for the purpose of funding said programs are not covered by the monies 41appropriated by the annual appropriation ordinance, then, in such cases, the Board of County Commissioners shall act only by ordinance in considering said matter. 8. The Board of County Commissioners shall act only by ordinance in any matter concerning a contract that involves debt financing. 9. The Board of County Commissioners may, in the conduct of the county's affairs, act by ordinance on any policy issue involving administrative matters that said board feels necessary. B. Ordinances: The procedural rules governing ordinances are as follows: 1. An ordinance must be read in full at the time it is first introduced. The ordinance may be read by title only at the second and third readings provided there is a waiver by a four-fifths vote of the Board of County Commissioners and no public objection is voiced in the proceedings. The first reading of an ordinance may be by playing of a taped recording, as described on page 18. 2. Except for the correction of typographical or clerical errors, when ordinances, other than emergency ordinances, are altered after the first introduction, all such alterations shall be recorded and published. 24 WELD COUNTY • ADMINISTRATIVE MANUAL - GENERAL ADMINISTRATION Contracts and Ordinances Latest Revision Date: May 6, 1996 3. Any exhibit or attachments relevant to the ordinance shall be referred to in the body of the ordinance, but will not be published as part of the official notice of the ordinance. Every ordinance shall state that copies referenced exhibits or attachments are available for inspection at the office of the Clerk to the Board of County Commissioners of Weld County, Colorado. 4. See page 28 for procedure regarding revisions of ordinances. • 25 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Legal Opinions Latest Revision Date: May 6, 1996 1. It shall be the policy of the Department of Law, under Article V of the Home Rule Charter for Weld County, Colorado, that all requests for opinions issued by the Department of Law under Section 5-3(2) and (3), shall be directed to the Weld County Attorney for review. 2. In the first instance, ail opinions on questions of law issued by the office of the County Attorney to the Board of County Commissioners and the other departments and divisions of county government of Weld County, shall be deemed informal and shall be designated "MEMORANDUM OF LAW." 3. All formal written opinions to be maintained by the county as public documents, pursuant to Article V, Section 5-3(3) of the Home Rule Charter of Weld County, Colorado, shall be issued by the office of the County Attorney only after an informal Memorandum of Law on that subject shall first have been written, and only upon written request and personal interview by the party requesting the formal written opinion with the County Attomey. All such opinions shall be designated "FORMAL OPINION." . 26 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Publication of Annual Reports Latest Revision Date: May 6, 1996 The following is the board policy for the publication of annual reports for activities under the Board of County Commissioners: 1. A statement justifying the need and purpose(s) of the report with the proposed distribution of the report and estimated cost of development should be submitted for approval by the board prior to proceeding in developing the report. 2. Estimated cost for the annual report should include the preparation cost, staff time, typing, art work, and printing costs for the proposed number of copies to be distributed. 3. Once justification for need and costs are approved by the board, development of the report can proceed. 4. Draft copies of an authorized report should be submitted to the board for comments and approval prior to publication and any distribution. • 27 wE L DO N'T _ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Revision of Ordinances, Policies, or Manuals Which are Published by Department Latest Revision Date: May 6, 1996 The following procedure, effective April 24, 1996, is to be used for revision and publication of policy manuals by departments. 1. This procedure is effective for any manual containing policy which is adopted by the Board of County Commissioners by Ordinance, but is published separately from this Administrative Manual by an individual department. Examples are: The Zoning Ordinance, Septic Regulations, or Public Works Policy Manual. 2. If questions arise concerning the authenticity of the publication, the Clerk to the Board will verify, from the original Ordinance and its amendments, what policy is in effect at that specific time. 3. The Clerk to the Board will maintain the electronic file of the manual to be printed. Upon receipt of a request from the department, the Clerk to the Board will send the electronic file of the manual to be revised to the department. 411 A. Department personnel will determine what changes are to be submitted for Board approval. B. Any changes being requested are to be deleted from or added to the document, using the Redline/Strikeout option available on Word Perfect. If staff has not previously used this option, contact the Clerk to the Board's office for training. Once redline/strikeout characters have been added to a document DO NOT SEND THE DOCUMENT THROUGH THE E-MAIL SYSTEM AS AN ATTACHMENT. IT CAN ONLY BE TRANSFERRED BY DISKETTE. The E-mail process removes the redline characters and changes are no longer highlighted. C. Instruct staff NOT TO MAKE FORMATTING CHANGES of any kind to the document. If formatting changes are requested, please contact the Office Manager in the Clerk to the Board's office, who will consider the request. However, please be aware that in most cases, the formatting will NOT BE CHANGED from the formatting used in the Ordinance itself. D. A printed copy of the revision (with redline/strikeout still showing) will be presented to the Clerk to the Board, along with the electronic file. E. Clerk to the Board will schedule the dates for the reading of the amendments to the Ordinance and be responsible for any wording changes which occur at the direction of the Board of County Commissioners. In cases where the wording is technical or staff is asked to rewrite, the Clerk will work with departmental staff to be sure all changes are made. F. Upon adoption of the final Ordinance, the Clerk will remove the redline/strikeout characters from the policy manual and make the revised electronic file available to the department for addition of cover page and printing. 28 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Dimension Standards for Letter Size Mail Latest Revision Date: April 19, 1999 Effective July 15, 1979, the Postal Services' Board of Governors has adopted a recommended seven-cent surcharge for oversized and odd shaped pieces of mail. A. The Board of Governor's action defines that after July 15, 1979, pieces will be non-mailable if they are less than either of the following measurements: 3-1/2 inches high, 5 inches long, or 7 thousandths (.007) of an inch thick. 1. Items subject to the seven-cent surcharge will be first class mail weighing 1 ounce or less, and single piece third class of 2 ounces or less that exceeds any of these dimensions: 6- 1/8 inches high, 11-1/2 inches long, or 1/4 inch thick. 2. Also subject to the surcharge are odd shaped pieces within the weight units noted above. The acceptable size ratio for such pieces is: the length must be between 1.3 times and 2.5 . times the height. B. The U.S. Postal Service has provided a form entitled "Dimension Standards for Letter Size Mail". All offices of Weld County are directed to adhere to the dimension standards for letter size mail as enumerated above and as outlined on the "Dimension Standards for Letter Size Mail", to avoid all seven-cent surcharge on non-standardized letter size mail, and further, that the Director of Purchasing is hereby directed to insure that all specifications for bids and quotes for county purchases involving envelopes or cards adhere to the "Dimension Standards for Letter Size Mail". All outgoing county mail will be sent out through Printing and Supplies and will be metered in that office. Offices are not to use stamps, stamped mail or their own postage meters. Social Services shall have authority to process their own mail due to the volume and funding of Social Services activities. All mail must be received in the Print Shop by 3:00 p.m. Monday through Thursday and by 2:30 p.m. on Friday. All departments are directed to use the following standards, taken from the U.S. Postal Services printout, Addressing for the "Computer Eye": 1. Use upper case characters. 2. Omit punctuation such as periods and commas. 3. Use U.S. Postal Service standard address and state abbreviations (listed below). 4. All addresses must have a correct ZIP Code, or ZIP+4 Code. • 5. Use an OCR-Readable Type Style (listed below). 29 WELD COUNTY ADMINISTRATIVE MANUAL 1 GENERAL ADMINISTRATION Dimension Standards for Letter Size Mail Latest Revision Date: April 19, 1999 Verified type styles are as follows: Centry Light Schoolbook IBM 1428 Optima Elite Koronna Regular Pica Fritz Quadrata Manifold 72 Standard Typewriter Futura Medium Megaron Bold Stymie Medium Helios Megaron medium Triumverate Helios Light News Gothic Triumverate Bold Helvetica Trade Gothic Triumverate Regular Helvetica Light Nextext Regular, Univers Helvetica Regular Condensed Univers 5 Honeywell H200 OCR A Univers Medium IBM 1403 OCR B Universal Departments are responsible for the following: 1. Registered or Certified mail must be separate from all other mail. 2. Prepaid mail must be separate from all other mail. 3. Personal mail must be separate from county mail and is to be sorted for local and out of town and marked accordingly. It must have postage affixed, no personal mail will be metered. 4. All mail must be labeled --showing the department's name so proper postage charges can be made. 5. All first class mail must be labeled"Priority". Any mail not properly labeled will be assumed to be Presort. 6. Any mail that is to be delivered to inner county offices should be put into department's mail boxes in Accounting. Do not include in outgoing mail. 7. Do not overstuff envelopes. If an envelope cannot be easily sealed, use a larger one. The General Services Agency is now providing two courier runs to the north administrative buildings for internal mail. Pickup and delivery times are 9:45 a.m. and 1:15 p.m. 30.0 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Dimension Standards for Letter Size Mail Latest Revision Date: April 19, 1999 STANDARD ABBREVIATIONS States and Territories Alabama AL Kentucky KY Ohio OH Alaska AK Louisiana LA Oklahoma OK Arizona AZ Maine ME Oregon OR Arkansas AR Maryland MD Pennsylvania PA California CA Massachusetts MA Puerto Rico PR • Colorado CO Michigan MI Rhode Island RI Connecticut CT Minnesota MN South Carolina SC Delaware DE Mississippi MS South Dakota SD District of Columbia DC Missouri MO Tennessee TN Florida FL Montana MT Texas TX Georgia GA Nebraska NE Utah UT Guam GU Nevada NV Vermont VT Hawaii HI New Hampshire NH Virginia VA Idaho ID New Jersey NJ Virgin Islands VI Illinois IL New Mexico NM Washington WA Indiana IN New York NY West Virginia WV Iowa IA North Carolina NC Wisconsin WI Kansas KS North Dakota ND Wyoming WY • 30.1 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINI STRATION Dimension Standards for Letter Size Mail Latest Revision Date: April 19, 1999 STANDARD ABBREVIATIONS Common Address Abbreviations Apartment APT Lane LN Rural R Attention ATTN Meadows MDWS Shore SH Avenue AVE North N South S East E Palms PLMS Square SQ Expressway EXPY Park PK Station ST Heights HTS Parkway PKWY Terrace TER qi Hospital HOSP Plaza PLZ Turnpike TPKE Institute INST Ridge RDG Union UN Junction JCT Road RD View VW Lake LK Room RM Village VLG Lakes LKS Route RT West W I 30.2 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION County Property Latest Revision Date: May 6, 1996 1. The county cannot acquire real or personal property as a speculation or an investment; its authority is to purchase and hold real and personal property for the use of the county, and lands acquired by Treasurer's Deed for non-payment of taxes, as provided by law. 2. Any property owned by the county through rights-of-way or through easements may be disposed of only through and in accordance with the provisions of Title 43, Article 2, Part 3 of Colorado Revised Statutes. 3. All sales of real property owned by Weld County, Colorado, subsequent to June 6, 1977, shall include any mineral rights held by Weld County in connection with said property sold, to the extent that said mineral rights are owned by Weld County. 4. Real estate conveyed to the county for non-payment of taxes under Section 39-11-142, C.R.S. 1973, shall be administered as provided in Section 39-11-143, C.R.S. 1973, which states, in part: A. The Board of County Commissioners has the power to rent, lease or sell such property so acquired as provided in this section. B. Whenever such real estate is leased by the Board of County Commissioners of such county, it shall be leased for the best cash rental obtainable considering the condition and location of such real estate, at the discretion of the Board of County Commissioners; but no lease shall be for a period exceeding five years. C. Any such real estate so conveyed to the county may be sold at public sale by the Board of County Commissioners. Prior to offering such property for sale, the Board of County Commissioners shall obtain from the assessor a certificate as to the current actual value and the valuation for assessment of the same. A notice of such sale shall be posted in a public place in the county courthouse at least thirty days before the date of sale, and such notice of sale shall also be advertised in two issues of a newspaper of general circulation in the county in which the property is situated, said newspaper notices to appear one week apart and within the thirty days as above provided. Such notice shall reserve the right upon the part of the Board of County Commissioners to reject any or all bids which are less than the value determined by the assessor. • 31 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION County Property Latest Revision Date: May 6, 1996 D. Such real estate may be sold at public sale when and if the Board of County Commissioners receives a bid for any lots or parcels which, at the discretion of the Board of County Commissioners, is a sufficient purchase price. Such real estate may be sold in such lots or parcels and upon such terms of payment as the Board of County Commissioners deem acceptable, but no deed shall be issued until the purchaser has made payment in full. Upon written application of any person, the Board of County Commissioners shall offer for sale the property requested by such person to be sold: except that no parcel shall be divided for the purpose of such requested sale unless the Board of County Commissioners specifically permits such division. The Board of County Commissioners, at its discretion, may decline and refuse to offer for sale any lots or parcels as it may determine to be useful or necessary for present or future public projects to be defined in Section 30-20-301, C.R.S. 1973. The Board of County Commissioners may, prior to the sale of any lot or parcel, reserve or grant • streets, alleys, or roads or utilities or other easements, public or private, under such terms and conditions as it may deem advisable and may rent or lease any lot or parcel retained for present or future public projects to any person, political subdivision, or quasi-municipal corporation. 5. Gravel obtained from county gravel easements and sites shall not be sold or used for other than governmental purposes except by specific authorization of the Board of Weld County Commissioners. 6. The Board of Weld County Commissioners authorizes and directs the Chair of the Board to file a criminal complaint on behalf of the county against any and all persons caught or accused of removing and/or destroying county owned property or having such county owned property in his possession illegally. A reward of$500 shall be paid to anyone for information leading to the arrest and conviction of any person or persons found to be guilty of removing and/or destroying county owned property or of possessing such county owned property illegally. 7. When the county accepts gravel easements, abatements will not be given on property taxes due therefrom. 8. By resolution dated February 1, 1993, and pursuant to provisions of the Unclaimed Property Act, including §38-13-134, the board voted to confirm, ratify, and codify county policy for the handling and disposition of unclaimed property, as follows: 32 . WELD COUNTY • _ ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION County Property Latest Revision Date: May 6, 1996 A. All county officials and employees having custody of unclaimed property, as defined in the Unclaimed Property Act, CRS, §38-13-101, et. seq., are directed to continue in effect the current practices of various departments related to the handling and disposition of unclaimed property. 1. Weld County Clerk and Recorder procedures. (Refund escrow account#810-0806) a. Daily 1) Enter refund on computer. 2) Take money from cashier drawer. Send daily to Treasurer's Office. 3) Type refund request. • 4) Recount money. Send deposit to Treasurer's Office. When check comes back from Treasurer's Office, record in refund ledger and mail to customers. b. Monthly 1) Balance refund ledger and Treasurer's report 2) List outstanding checks c. Yearly 1) Request Treasurer's Office to transfer total of outstanding checks from previous year to unclaimed funds account. Attach to this request a list of each outstanding check by name, check number, date, and amount. 2) Copies of the above procedure are kept on file in the Accounting Department of the Weld County Clerk and Recorder for approximately ten years. • 33 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION County Property Latest Revision Date: May 6, 1996 2. The procedure for transferring of unclaimed funds by the County Treasurer's Office is as follows: a. Every six months checks that are older than six months are cancelled on the Treasurer's bookkeeping system and the total amount is put into the Unclaimed Funds account. The money that is in Unclaimed Funds is then transferred to the county general fund once a year, with the understanding that if a stale dated check is presented for payment, it will be paid out of the county general account. 3. The general county policy with respect to voiding of county warrants, which was adopted by the Board of County Commissioners on February 28, 1979, stated: a. County warrants shall have the following printed on the face of the warrant: • "VOID IF NOT CASHED IN SIXTY DAYS". b. Any county warrant not presented to the County Treasurer within six months of the date of issue shall formally be declared void. c. The Director of Finance will notify the County Treasurer of all warrants formally declared void. d. After a warrant is formally declared void it can be reissued out of the general fund by board action should it be presented after six months from the date of issue by the payee. 4. Disposition of unclaimed property by the Sheriff shall be pursuant to Ordinance #28 or its amendments. B. After following the existing procedures for holding and advertising such unclaimed property, all non-cash proceeds of the sale shall be sold at the periodic county auctions, and the proceeds of the sale deposited in the county general fund. All cash or cash-equivalent unclaimed property shall be liquidated, collected, and deposited in the county general fund. 34 • WELD COUNTY • ADMINISTR.ATNE MANUAL GENERAL ADMINISTRATION County Property Latest Revision Date: May 6, 1996 C. Unclaimed property held by the county shall be held for disposition by the county, and shall not be turned over to the State of Colorado. No unclaimed property shall be disposed of except pursuant to approved regulations and plans. 9. By resolution dated January 20, 1993, the Board of County Commissioners established the Weld County Task Force Committee on Disposition of Forfeited Property, comprised of three members: 1)The District Attorney of the 19th Judicial District, or a designee thereof; 2) The Chairman of the Weld County Task Force, or a designee thereof; and 3) One representative selected from the local govemmental entities participating in the Weld County Task Force. The local government member of the committee shall be changed every two years. Selection of a new committee member shall be made from nominees submitted by the participating local governmental entities which do not currently have representation on the committee. • Any local government that is a funding agency for law enforcement offices and/or departments which is are members of the Weld County Task Force may recommend to the Committee on Disposition of Forfeited Property any individual for service on said committee. Said recommendation shall be made no later than 60 days prior to the termination of each two-year term. • 35 LLD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Mineral Leasing Policy Latest Revision Date: May 6, 1996 Weld County owns mineral rights for approximately 40,000 acres. On November 19, 1986, 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 twelve and one-half percent (12.5%)when bidding is waived on small parcels under five acres with a minimum of a $200.00 royalty bonus for the parcel. 36 . WELD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Mineral Leasing Policy Concerning Extensions Latest Revision Date: May 6, 1996 On August 29, 1985, the Board of County Commissioners adopted the following policy for extending the terms of all mineral leases. The board will extend the terms of all mineral leases in which it is the Lessor according to the following conditions: 1. No lease term will be extended for more than six (6) months from the original expiration date as contained in the mineral lease. 2. That the Lessee shall pay to the Lessor the sum of one-third of the original bonus, with a minimum bonus of Ten Dollars ($10.00) per acre. 3. The Lessee must pay to the Lessor the sum of One Dollar ($1.00) per acre leased as delayed rental for the term of the extension. 4. That the royalty will remain the same as in the original lease. • 37 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Suspension of Operations on Uneconomical Oil and Gas Wells Latest Revision Date: May 6, 1996 By resolution on November 19, 1986, it shall be the policy of the Board of County Commissioners of Weld County that the Board may grant the operators of oil and gas wells on Weld County leaseholds the opportunity to temporarily suspend operation on those wells that are, in the operator's opinion, uneconomical to produce. The suspension may be granted by the board on receipt of a proper request for the same. The board will, however, review such request on a case-by-case basis and will grant or deny the request as warranted. The suspension will be granted for a term of one year from the next anniversary date of said oil and gas lease, subject to renewal if appropriate. The request for suspension of production shall include the following: 1. The production costs associated with the well(s) and the current production and revenues • received for the production and other reasons justifying the request for suspension. 2. A listing of all working interest parties in the leasehold (attach Division Order if applicable). 3. A plat showing the amount of production from the well(s) and current production from other producing wells of non-county ownership in the reservoir (identify operator of non-county production). 4. Proposal of lessee, if required, to protect county mineral lands from drainage by adjoining wells located on non-county lands. The Board of County Commissioners of the County of Weld will not entertain a waiver of the shut-in royalty or per-acre lease rental provisions of its oil and gas leases. 38 . WELD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Industrial Revenue Bonds Latest Revision Date: May 6, 1996 Ordinance#69-A, effective October 22, 1980, specifies the industrial development revenue bond policy for Weld County. 1. DECLARATION OF POLICY: The policy of the Board of County Commissioners is to encourage the location, relocation, or expansion of manufacturing, industrial or commercial enterprises within the corporate limits of the county, and to that end to issue development revenue bonds pursuant to the 1967 County and Municipality Development Revenue Bond Act, as set forth in Section 29-3-101, et seq., C.R.S. 1973, as amended. This policy is adopted in furtherance of the primary objectives to mitigate the serious threat of extensive unemployment, to secure and maintain a balanced and stable economy, to ameliorate pollution and other environmental problems and to provide for the public welfare. All such action provided under this policy shall be taken only when the same is exercised for the benefit of the inhabitants of Weld County and for the promotion of their safety, ' welfare, convenience and prosperity. In furtherance of said policy, the board declares that: 1.1 The Board of County Commissioners will make all necessary determinations of the desirability of projects and will not delegate this determination to any agency, contractor or employee of the county. 1.2 The county will not employ the provisions of the 1967 County and Municipality Development Revenue Bond Act to industries presently located in other parts of the State of Colorado if the result of such act is to induce removal of these industries from their present location. 1.3 The county declares its intention to require payments in lieu of ad valorem real estate taxes on any project in the same amount and manner as if the ownership of the real estate remained in private hands rather than in the ownership of the county. 1.4 The county will require information and proof of such matters necessary to establish the bona fide purposes of the applicant, while not unnecessarily divulging information to the competitive disadvantage of the applicant. 1.5 The county will, in performing its duties, seek to protect and enlarge the good fiscal reputation of the county. 1.6 Material supplied to meet the requirements of said policy shall become the property of the Weld County Government and shall be public records. • 39 LLD COUNT " ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Industrial Revenue Bonds Latest Revision Date: May 6, 1996 2. COUNTY PLANNING CRITERIA 2.1 All proposed projects shall be in accordance with and shall meet the goals, concepts and objectives for development as set forth in the county's Comprehensive Master Plan, and the comprehensive plan of any incorporated Town or City if such project will be located therein or within three (3) miles of the corporate limits of such Town or City. 2.2 The property on which any such project is to be located must be within the corporate boundaries of Weld County and such property must have affixed thereto a zoning district classification of the county or of an incorporated City or Town which permits the proposed project use. 2.3 The plans for the proposed project shall be in strict compliance with appropriate zoning and . subdivision regulations of Weld County and of any incorporated City or Town, if such project will be located within the corporate limits of such City or Town. 2.4 The county, in consultation with municipalities and districts, will review and determine the adequacy of water and sewer services prior to approval by the Board of County Commissioners. 2.5 The proposed project plans shall be reviewed and analyzed by the county to determine necessary off-site capital improvements including, but not limited to, streets, curbs, gutters, sidewalks, utility easements,water and sewer lines and traffic control devices. Such review shall include analysis and comments offered by any incorporated City, Town and School District which may be affected by the project. Such analysis is for the purpose of reporting to the Board of County Commissioners the impact of such development upon other municipal services and facilities. The determination of which parties shall bear the cost of any required off-site improvements shall be set forth in an agreement between all parties in interest prior to the consideration by the Board of County Commissioners of a resolution of intent to issue bonds for the project. 3. APPLICATION REQUIREMENTS. In order to properly process and consider applications to issue bonds for projects set forth herein, certain criteria, procedures, guidelines and requirements shall be followed and submitted by the applicants as set forth below: 40 . • WELD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Industrial Revenue Bonds Latest Revision Date: May 6, 1996 3.1 A written legal opinion directed to the Board of County Commissioners from an attorney who is a qualified municipal bond counsel, stating that the applicant's proposal falls within the intent and meaning of the Economic Development Revenue Bond Act. Bond counsel shall be selected by the applicant with the final approval of the Board of County Commissioners. 3.2 Evidence that the proposed bond issue can be sold through an acceptable underwriter or to an experienced investor or group of investors. 3.3 A written application containing the following information, to-wit: A. A history of the applicant, including a description of its operations. • B. Historical financial statistics of applicant for the last five (5) years or for the entire time it has conducted business. If the applicant is proposing co-signers or guarantors of the bond issue, this same historical financial data must be supplied for the co-signers or guarantors. C. A written report from the applicant's principal banker concerning the applicant's financial position and ability to meet the expense of the proposed bond issue. The applicant should also provide a Dunn and Bradstreet Report or other equivalent national rating of its financial position. D. Major customers of applicant and the annual sales to each for the preceding two (2) years. E. A resume of principals and key employees of applicant, including directors and officers, if applicant is a corporation. F. Applicant's pro forma balance sheets, income statements and cash flow projections for the next five (5) years, reflecting the proposed bond issue. G. Applicant's prepared financial statements dated within sixty (60) days of the application date. H. Copies of the applicant's financial statements, either audited or otherwise satisfactory to the county, for the preceding five (5) years or the entire time during which the applicant has conducted business. i 41 LLD COUNTY" ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Industrial Revenue Bonds Latest Revision Date: May 6, 1996 I. Complete list of assets to be purchased or constructed and expenses incidental to the acquisition, including costs of the sale of the revenue bonds. J. A payment schedule or formula for retirement of the bonds and payment in lieu of taxes and cost of maintaining project in good repair and properly insured. 3.4 An initial application fee of$500.00 to defray the costs of the county analysis of the proposal as set forth in Section 4 of this policy shall be tendered with the application. 3.5 Other information specifically desired by the board not set forth above. 3.6 The board, by majority vote, may waive specific information required in the written application ill new concerns that have not been in operation for the last five (5) years. The board, however, may request additional information in lieu of the information waived. 4. COUNTY REVIEW OF APPLICATION. At such time as the applicant has provided all of the required information and met all of the above stated requirements, the county shall conduct an analysis of the information and the suitability of the proposal for implementation under this policy. 4.1 A county review team shall be responsible for analyzing the application and making recommendations to the Board of County Commissioners concerning the advisability of proceeding with the proposed bond issue. The review team shall consist of the county finance officer, the county planner, and the County Attorney. In addition, the review team may engage outside counsel for the purpose of rendering opinions and doing research on the proposed bond issue. 4.2 The recommendation of the review team shall include an analysis of the impact of the development upon the county, and upon any other interested municipal governments. The form of agreement for any required off-site improvements shall also be recommended by the review team to the Board of County Commissioners. The review team may recommend that certain conditions be placed upon the applicant to further insure the repayment of the bonds, and may recommend that the applicant provide guaranteed construction contract or a completion bond prior to undertaking the proposed project. 42 • WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Industrial Revenue Bonds Latest Revision Date: May 6, 1996 4.3 At such time that the review team has presented its recommendation, impact analysis, and off-site improvement agreement to the board and to the applicant, the board shall schedule a public hearing for the purpose of discussing the application and considering public comment on the proposed bond issue. At the close of such public hearing, the board may determine whether or not to proceed to issue the bonds and shall adopt a resolution formally declaring its intent. 4.4 If the Board of County Commissioners has considered the application and the report from the review team, has conducted a public hearing on the application, and has adopted a resolution of intent to issue the proposed bonds, it shall direct the review team to prepare the bond issue. The review team will work with the applicant and with an investment banker and bond counsel suitable to the applicant and to the county. • 5. ADDITIONAL FEES UPON ADOPTION OF RESOLUTION OF INTENT TO ISSUE. 5.1 Upon adoption of the resolution of intent to issue the bonds, a fee in addition to the fee provided in Section 3.4 shall be assessed in the amount of one half of one percent ('/z%) of the total face amount of the bond issue. Such fee shall be paid to the Weld County Government within thirty (30) days of the date of such resolution to defray the cost of processing of the bond issuance, legal counsel, etc. 5.2 The minimum charge pursuant to the above shall be $2,500.00 and the maximum charge shall be the sum of$10,000.00, and such fees shall be assessed regardless of whether or not such bonds are ever issued or sold. 5.3 If the Board of County Commissioners desires to engage a bond counsel in addition to the one engaged by the applicant, for the purpose of reviewing any documents, the fee of such bond counsel shall be payable by the applicant. 5.4 The Board of County Commissioners may engage other outside experts for purposes of reviewing the application. The applicant shall be responsible for paying any fees charged by such outside experts for their services. • 43 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Permits, Regulations, Fees Latest Revision Date: April 19, 1999 The following permits, fees, and regulations are determined by the Board of County Commissioners: 1. Ordinance#6 and subsequent alpha designations: Liquor License Fees --administered by the Clerk to the Board of County Commissioners. 2. Ordinance #57 and subsequent alpha designations: Fees for Service of Civil Process by the Weld County Sheriff. 3. Ordinance #88 and subsequent alpha designations: Regulating the Running at Large of Dogs, providing for seizure, impounding, and other disposition thereof -- administered by the Sheriffs Department. 4. Permits and fees concerning land use applications -- Administered by the Weld County Department of Planning Services. 5. Permits and fees for processing and reviewing building and electrical permit applications -- Administered by the Weld County Department of Planning Services. 6. Sanitary Landfill Fees -- In accordance with Ordinance #164 and subsequent alpha designations, administered by all private landfills with a Certificate of Designation, with 10% surcharge paid to Weld County and deposited in the Solid Waste Fund. 7. County Road Maps -- available through the Clerk to the Board's office. 8. County Assessor's Maps -- contact the Assessor's Office for map number; make payment to the County Treasurer. 9. Fees for Planning Commission Transcripts. It is the policy of this Board that: A. The Director of Planning shall record on electronic tape, hearings of the Planning Commission. B. At times determined by the Director of Planning to be reasonable, the Director of Planning shall allow the applicants to listen to a tape recording of a hearing. 44 WELD COUNTY ADMINISTRATIVE MANUAL r GENERAL ADMINISTRATION Permits, Regulations, Fees Latest Revision Date: April 19, 1999 C. Recording and playback equipment shall be operated only by the Director of Planning or by the Planning Department staff. D. The Director of Planning shall charge a reasonable fee based on the costs of staffs time for operating playback equipment for persons who wish to listen, record, or transcribe from a tape. E. Anyone transcribing from a tape shall furnish the Director of Planning one copy of the transcription without charge. F. The Director of Planning may have staff prepare a transcript from a tape. • G. Transcriptions shall be sold for a fee based on (I) cost of the staffs time preparing the transcript, and (2) all direct costs of preparing copies. 10. Ordinance #69A -- Application and issuance fee for industrial development bonds -- administered by the Finance Department. 11. Ordinance #84 and subsequent alpha designation specify fees for: A. Commercial Rental Schedule B. Ambulance Services C. Missile Site Park Fees D. Miscellaneous fees for various departments E. Rates for Clerk to the Board 12. Ordinance #82 and subsequent alpha designation specify fees for health services administered by the Health Department. 13. 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. 14. Fees for permit for temporary assemblages was established by resolution in accordance with Ordinance #85 at $100. • 45 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Permits, Regulations, Fees Latest Revision Date: April 19, 1999 15. In accordance with a resolution adopted November 7, 1988, a finance charge of 18% per annum will be assessed on all accounts receivable 61 days in arrears, except Medicaid and Medicare accounts. 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. 46 • WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Use of Conservation Trust Funds Latest Revision Date: April 19, 1999 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. 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. • 47 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 Ordinance #170, effective November 3, 1992, was approved by the Board of County Commissioners to establish the following policy to regulate activities in parks owned and operated by Weld County: APPLICATION; JURISDICTION; PROCEDURE: These regulations shall apply to and be enforceable within all parks owned and operated by the County of Weld, State of Colorado, by and through the Board of County Commissioners of the County of Weld, State of Colorado. It shall be the duty of the Weld County Sheriff to enforce the regulations. The Weld County Court shall have jurisdiction in prosecutions of violations of the regulations. Simplified County Court Procedures as set forth in Sections 16-2-101, et. seq., CRS, shall be applicable to prosecutions of violations of these regulations. Any summons and complaint brought in the Weld County Court for violation of any of the regulations set forth herein shall be filed in the name of the County of Weld, by and on behalf of the People of the State of Colorado, with all process issued from the Weld County Court likewise denominated. The Weld County Attorney shall be empowered to enforce the regulations and to appear and prosecute for the County of Weld by and in the name of the People of the State of Colorado, in any proceeding in the Weld County Court involving a violation of these regulations. II. PROHIBITED ACTS GENERALLY: The following conduct and acts are prohibited. If any of the regulations set forth within this Section conflict with any other applicable law or regulation, the more stringent requirement shall control. A. DEFINITIONS: Unless specifically stated otherwise,the following words have the following definitions in this policy: 1. "Designated areas" means those portions of the park facilities which have been designated for a specific purpose as set forth in posted signs. 2. "Litter" means all rubbish, waste material, refuse, garbage, trash, debris, or other foreign substances, solid or liquid, of every form, size, kind, and in description. 3. "Park facilities" means the entire real property located within the boundaries of the designated park owned and operated by the County of Weld, State of Colorado, including all improvements located thereon. 4. "Public property" means all property, real and/or personal, which is zoned, controlled, or in the possession of the County of Weld, State of Colorado. S 48 WELD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 5. "Overnight camping" means the temporary use of the park facility for the purpose of overnight occupancy without a permanently fixed structure. 6. "Vehicle"means any device in, upon, or by which, any person or property is, or may be, transported, including any frame, chassis, or body of any motor vehicle, except devices used exclusively upon stationary rails or tracks. B. OVERNIGHT CAMPING 1. To camp overnight in non-designated areas. 2. To camp overnight without paying a $5.00 camper fee per night by 11:00 p.m. • 3. To camp ovemight during any thirty (30) consecutive day period in the park facilities for more than five (5) nights. C. CURFEW 1. To use the park facilities in any manner after 11:00 p.m., other than overnight camping. D. VEHICLES 1. To operate vehicles in areas other than on designated roadways. 2. To operate vehicles at speeds of greater than 10 miles per hour. 3. To operate, or allow the operation of, unregistered vehicles, or to operate any vehicle without a valid driver's license. 4. To park vehicles in areas posted "no parking". 5. To abandon vehicles, boats, campers, trailers, or other large items. S 49 VELD CO wry. ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 E. FIREARMS 1. To discharge any firearms or weapons of any kind, including, but not limited to, rifles, handguns, shotguns, BB guns, pellet guns, long bows, cross bows, or other deadly weapons or firearms as defined by Section 18-1-901(3)(e) and (h), CRS, as amended. F. FIREWORKS 1. To discharge any types of fireworks, sparklers, or explosive or incendiary devices as defined by Section 18-12-109(1)(a), CRS, as amended. G. SANITATION . 1. To leave human waste, waste water, cans, bottles, plastic or paper cartons, or other litter of any type on park lands or in park waters, other than in designated trash and waste containers and/or receptacles. 2. To use trash containers and/or receptacles provided for public use for dumping household and/or commercial trash brought from outside the park lands to which these regulations apply. 3. To clean clothing or other household articles, or to do personal washing at drinking water fountains or hydrants. H. DOGS AND OTHER ANIMALS 1. To bring or allow dogs or other animals not under physical control on lands to which these regulations apply. "Physical control" specifically does not mean merely eye or voice command control. Where a leash is used, such leash shall not exceed ten feet in length. 2. To allow dogs and other animals to create a nuisance, noise or disturbance. 3. To knowingly or negligently allow or direct a dog which one owns or which is under one's control to harass wild life, whether or not such wild life is injured by such dog. 50 WELD COUNTY ADMNISTRAT: E MANUAL • GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 I. 'DESTRUCTION OF PUBLIC PROPERTY 1. To remove, destroy, mutilate, modify, or deface any building, structure, water control device, fence, gate, sign, notice, survey or section marker, tree, shrub, or other plant vegetation, or any other item of public property. J. DISORDERLY CONDUCT 1. To knowingly or recklessly, and in public, make a coarse and obvious offensive utterance, gesture, or display of abuse, or threaten a person in an obviously offensive manner, or make an unreasonable noise, or fight with another, or discharge a firearm, or display a deadly weapon in a manner calculated to alarm. K. COMMERCIAL USE 1. To use park lands or park waters for any commercial purpose whatsoever without the express written consent of the Board of County Commissioners of the County of Weld, State of Colorado. L. USE RESTRICTION 1. To occupy areas that are designated by the Board of County Commissioners of the County of Weld or its Director of General Services as day use only at times other than as specified. (Areas designated for day use only will be posted as such and hours of use, unless otherwise posted, shall be from 6:00 a.m. until sunset.) 2. To enter, use, or occupy any areas to which these regulations apply which are posted against such use. M. CAMPFIRES 1. To burn fires in other than designated areas. • 51 LLD COUNTY ADMNISTRA.TNE MANUAL GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 III. VIOLATIONS AND PENALTIES: Any violation of this policy is a Class II Petty Offense punishable, upon conviction, by mandatory fine of not less than $25.00 nor more than $50.00 upon a first conviction, by mandatory fine not less than $50.00 nor more than $100.00 upon a second conviction, and by mandatory fine of not less than $100.00 nor more than $300.00 upon a third or subsequent conviction. It is at the discretion of the Court, upon the conviction of any person and the imposition of fine under this section, to suspend any or all of the fine in excess of the mandatory minimum fine upon the condition that the convicted person perform community service work at a time and in a manner prescribed by and at a place within the jurisdiction of the Court, for not less than eight hours upon a first conviction or for not less than 16 hours upon a second or subsequent conviction. IV. PENALTY ASSESSMENT AND SCHEDULE: Notwithstanding the provisions of the section entitled ip "Violations and Penalties"above, the person charge with one or more of the violations of this policy shall have the option of paying the below specified penalty assessment(s) therefore to the Weld County Treasurer in lieu of further proceedings or defense(s) of such violation in Court or of appearing in Court to defend such charge(s). If such person elects to appear in Court, said person should be proceeded against as otherwise provided by law for the violation(s) charged and shall be subject to the penalties provided in the section entitled "Ill. Violations and Penalties" above, if found guilty of such charge(s). In the event a person wants to pay the prescribed penalty assessment as permitted herein, such payment shall constitute an acknowledgment of guilt by such person of the offense charged and shall be deemed a complete satisfaction for such violation and upon accepting the prescribed penalty assessment, the Weld County Treasurer shall issue a receipt to the violator acknowledging payment thereof. The penalty assessment which may be accepted and paid by the violator under the privileges of this section shall be as follows: Offense Number Fine Imposed First Offense $ 25.00 Second Offense 50.00 Third Offense 100.00 Four or More Offenses The penalty assessment shall not apply and the violator shall be prosecuted under the provisions of the section entitled "Ill. Violations and Penalties" above, upon the issuance of a Summons to Appear. 52 • WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Regulating Activities in Parks Owned by Weld County Latest Revision Date: May 6, 1996 V. TEMPORARY CLOSURE: The Board of County Commissioners may, by resolution, order the temporary closure of any park subject to the board's ownership and/or control. Said closure may be for any reason. VI. NON-LIABILITY: The Weld County Sheriff, the Board of County Commissioners of the County of Weld, State of Colorado, their assistants and employees, and any person enforcing the provisions of this policy, shall not be held responsible for any accident, injury, or subsequent disease, of whatever kind or character, which may occur in connection with the administration of this policy. No portion of this policy shall be deemed to constitute a waiver of any immunities which the Weld County Sheriff,the Board of County Commissioners of the County of Weld, State of Colorado, their assistants and employees may possess, nor shall any portion of this policy be deemed to have • created a duty of care with respect to any person(s). • 53 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 Ordinance#203, effective December 14, 1998, approved by the Board of County Commissioners pursuant to Section 29-7-101(2), C.R.S., as amended, to promulgate rules and regulations to control the activities by the public on rights-of-way for conveyance by non-motorized vehicles and pedestrians, commonly known as "trails". The following prohibitions shall apply to activities by the public in park facilities owned by the County of Weld, State of Colorado: APPLICATION; JURISDICTION; PROCEDURE: These regulations shall apply to and be enforceable on all trails owned and operated by the County of Weld, State of Colorado, by and through the Board of County Commissioners of the County of Weld, State of Colorado. It shall be the duty of the Weld County Sheriff to enforce the regulations. The Weld County Court shall have jurisdiction in prosecutions of violations of the regulations. Simplified County Court Procedures as set forth in Section 16-2-101, C.R.S., as amended, et. seq., shall be applicable to prosecutions of violations of these regulations. Any summons and complaint brought in the Weld County Court for violation of any of the regulations set forth herein shall be filed in the name of the County of Weld, by and on behalf of the People of the State of Colorado, with all process issued from the Weld County Court likewise denominated. The Weld County Attorney shall be empowered to enforce the regulations and to appear and prosecute for the County of Weld by and in the name of the People of the State of Colorado, in any proceeding in the Weld County Court involving a violation of these regulations. II. PROHIBITED ACTS GENERALLY: A. DEFINITIONS: Unless specifically stated otherwise, the following words have the following definitions in this Ordinance. 1. "Designated parking areas" means those areas adjacent to a trail which have been designated for the parking of motor vehicles, as set forth in posted signs. 2. "Litter" means all rubbish, waste material, refuse, garbage, trash, debris, or other foreign substances, solid or liquid, of every form, size, kind, and description. 3. "Motorized Vehicle" means any self-propelled vehicle which is generally and commonly used to transport persons and property. The term shall include, but is not limited to, any self-propelled vehicle which is designed to travel on wheels or tracks in contact with the ground, which is designed primarily for use off of the public highways, and which is generally and commonly used to transport persons for recreational purposes. The term does not include the following: authorized emergency vehicles, as defined by Section 42-1-102(6), C.R.S., as amended; authorized service vehicles, as defined by Section 42-1-102(7), C.R.S., as 53.1 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 • amended; wheelchairs, as defined by Section 42-1-102(113), C.R.S., as amended; or vehicles moved solely by human power. 4. "Overnight camping" means the use of a trail for the purpose of overnight occupancy without a permanently fixed structure. 5. "Public property" means all property, real and/or personal, which is owned, controlled, or in the possession of the County of Weld, State of Colorado. 6. "Trail" means the entire real property located within the boundaries of the designated trail owned and operated by the County of Weld, State of Colorado, including all improvements located thereon. • The following conduct and acts are prohibited. If any of the regulations set forth within this Section conflict with any other applicable law or regulation, the more stringent requirement shall control. B. OVERNIGHT CAMPING 1. To overnight camp on a trail or on properties adjacent to and within twenty (20) feet thereof. C. CURFEW 1. To use a trail in any manner from one-half hour ('/z) after dusk to one-half(''A) hour before dawn. D. VEHICLES 1. To operate any motorized vehicle on a trail. 2. While using a trail, to park any motorized vehicle in other than a designated parking area. E. FIREARMS 1. To discharge any firearm or weapon of any kind, including, but not limited to, rifles, • handguns, shotguns, BB guns, pellet guns, longbows, cross bows, or other deadly weapons or firearms as defined by Section 18-1-901(3)(e), C.R.S., as amended, and (h), from, on, or across any trail or designated parking area. 53.2 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 F. FIREWORKS 1. To discharge any types of fireworks, sparklers, or explosive or incendiary devices as defined by Section 18-12-109(0(a), C.R.S., as amended, from, on, or across any trail or designated parking area. G. SANITATION 1. To leave human or animal waste, waste water, cans, bottles, plastic or paper cartons, or other litter of any type on a trail or on adjacent lands, other than in designated trash and waste containers and/or receptacles. 2. To use trash containers and/or receptacles provided for public use for dumping household and/or commercial trash brought from outside a trail. H. DOGS AND OTHER ANIMALS 1. To bring or allow dogs or other animals not under physical control onto a trail. "Physical control" means the use of a leash, which may not exceed five (5) feet in length. As used in this Section II.H., the term "other animals" does not include horses. 2. To allow dogs and other animals to create a nuisance, noise or disturbance. 3. To knowingly or negligently allow or direct a dog which one owns or which is under one's control to harass people or other animals, whether or not such person(s) or animals are injured by such dog. 4. To bring or allow horses onto a trail, except those areas posted for use by horses, and except for mounted police and posse. DESTRUCTION OF PUBLIC PROPERTY 1. To remove, destroy, mutilate, modify, or deface any building, structure, water control device, fence, gate, sign, notice, survey or section marker, tree, shrub, or other plant vegetation, or any other item of public property on a trail or a designated parking area. 53.3 WELD COUNTY ADMINISTRATIVE MANUAL r GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 J. DISORDERLY CONDUCT 1. To knowingly or recklessly, on a trail or a designated parking area, make a coarse and obvious offensive utterance, gesture, or display of abuse, or threaten a person in an obviously offensive manner, or make an unreasonable noise, or fight with another, or discharge a firearm, or display a deadly weapon in a manner calculated to alarm. K. COMMERCIAL USE 1. To use a trail for any commercial purpose whatsoever without the express written consent of the Board of County Commissioners of the County of Weld, State of Colorado. • L. USE RESTRICTIONS 1. To enter, use, or occupy a trail which is posted against such entry, use, or occupancy. 2. To use any portion of a trail for other than its intended purposes. This prohibition includes, without limitation, walking, sitting on, or jumping or fishing from, bridge guardrails. 3. To deliberately disobey regulatory signs on a trail. 4. To loiter on a trail or a designated parking area, as that term is defined in Section 18-9-112, C.R.S., as amended. M. FIRES 1. To burn fires on a trail without the express written consent of the Board of County Commissioners of the County of Weld, State of Colorado. N. ALCOHOL 1. To consume alcoholic beverages on a trail or designated parking area. • • 53.4 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 O. MISCELLANEOUS 1. To collect seeds, plants, or cuttings of trees, shrubs, vines, grasses, wildflowers, or other plants from a trail or adjacent properties. 2. To fly a model airplane over or launch a model rocket from a trail. 3. To drive, hit, or throw golf balls onto or from a trail. 4. To post a notice, including fastening or showing cards, posters, or other materials. 5. To knowingly or negligently allow or direct a minor child to engage in conduct or acts which are prohibited herein. III. VIOLATIONS AND PENALTIES: Any violation of this ordinance is a Class 2 Petty Offense punishable, upon conviction, by mandatory fine of not less than$25.00 nor more than $50.00 upon a first conviction, by mandatory fine not less than $50.00 nor more than $100.00 upon a second conviction, and by mandatory fine of not less than $100.00 nor more than $300.00 upon a third or subsequent conviction. It is at the discretion of the Court, upon the conviction of any person and the imposition of fine under this section, to suspend any or all of the fine in excess of the mandatory minimum fine upon the condition that the convicted person perform community service work at a time and in a manner prescribed by and at a place within the jurisdiction of the Court, for not less than eight hours upon a first conviction or for not less than 16 hours upon a second or subsequent conviction. IV. PENALTY ASSESSMENT AND SCHEDULE: Notwithstanding the provisions of the Section of this Ordinance entitled: "Ill. Violations and Penalties," above, the person charged with one or more of the violations of this Ordinance shall have the option of paying the below specified penalty assessments therefore to the Weld County Treasurer in lieu of further proceedings or defense(s) of such violation in Court or of appearing in Court to defend such charge(s). If such person elects to appear in Court, said person should be proceeded against as otherwise provided by law for the violations charged and shall be subject to the penalties provided in the section entitled: "III. Violations and Penalties," above, if found guilty of such charge(s). In the event a person wants to pay the prescribed penalty assessment as permitted herein, such payment shall constitute an acknowledgment of guilt by such person of the offense charged and shall be deemed a complete satisfaction for such violation and upon accepting the prescribed penalty assessment, the Weld County Treasurer shall issue a receipt to the violator acknowledging payment thereof. The penalty assessment which may be accepted and paid by the violator under the privileges of this section shall be as follows: 53.5 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Regulating Activities on Trails Owned and/or Operated by Weld County Latest Revision Date: April 19, 1999 Offense Number Fine Imposed First Offense $ 25.00 Second Offense $50.00 Third Offense $100.00 Four or More Offenses The penalty assessment shall not apply and the violator shall be prosecuted under the provisions of the section entitled "Ill. Violations and Penalties," above, upon the issuance of a Summons to Appear. • V. TEMPORARY CLOSURE: The Board of County Commissioners may, by Resolution, order the temporary closure of a trail subject to the Board's ownership and/or control. Said closure shall be strictly at the discretion of the Board. The Board may also, by Resolution, delegate to a Department Director of Weld County and/or the Weld County Sheriff the discretion to close a trail for reasons such as emergency, public safety, or maintenance, for periods of time up to 72 hours in length, without obtaining the prior approval of the Board. VI. NON-LIABILITY: The Weld County Sheriff, the Board of County Commissioners of the County of Weld, State of Colorado, their assistants, attorneys, and employees, and any person enforcing the provisions of this Ordinance as designated by the Board of County Commissioners, shall not be held responsible for any accident, injury, or subsequent disease, of whatever kind or character, which may occur in connection with the administration of this Ordinance. No portion of this Ordinance shall be deemed to constitute a waiver of any immunities which the Weld County Sheriff, the Board of County Commissioners of the County of Weld, State of Colorado, their assistants and employees may possess, nor shall any portion of this Ordinance be deemed to have created a duty of care with respect to any person(s). • 53.6 • WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Official Recognition and Proclamations of Special Events, Causes, and Celebrations Latest Revision Date: May 6, 1996 By resolution on September 15, 1986, it shall be the policy of the Board of County Commissioners of Weld County that they will only issue special proclamations and resolutions for recognition of events, causes, and periods of celebration for subjects specifically and directly affecting Weld County government. q r 54 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Accepting Individuals Sentenced from Other Jurisdictions Into the Weld County Jail Work Release Program Latest Revision Date: May 6, 1996 As a general practice, accepting individuals into the Work Release Program sentenced from other jurisdictions is discouraged. However, in order to promote positive relationships with other law enforcement agencies and the community, these individuals can be accepted at the Work Release Supervisor's discretion and only under the following conditions: 1. Travel to the place of business from the Weld County Sheriffs Office must not exceed 60 miles and this distance must be equal to or less than half the distance that the individual would be required to travel if he were traveling from the jail at the other jurisdiction. (NOTE: This will preclude a situation where WCSO accepts a person from Colorado Springs who works in Denver. Since the distance to the job site from either jail is the same, there would be no advantage to this arrangement. • 2. Space must be available in the Work Release Program. 3. The sentencing Judge and the Sheriffs Office at the other jurisdiction involved must agree that if the individual is removed from the program because of an infraction or failure to pay fees, the individual will be transported to the jail in the original jurisdiction to finish his mittimus. This condition must be stated on the mittimus before the individual will be accepted into the program. A. The Work Release Supervisor will be responsible for coordinating this aspect of the agreement with the court and the other law enforcement agency. 4. In order to recover the cost of housing an inmate from another jurisdiction, Work Release fees will be $100.00 per week, to be paid as follows: $200.00 on day of entry into the program (of which $100.00 applies to first week and $100.00 applies to last week of program), and $100.00 every week thereafter until total fees are paid up. Failure to pay fees will result in removal from the program. 55 • LLD COUNTY" ADMINISTRATIVE UAL • GENERAL ADMINISTRATION Accepting Individuals Sentenced from Other Jurisdictions Into the Weld County Jail Work Release Program Latest Revision Date: May 6, 1996 A. Adhering to a payment schedule such as this will ensure that an individual always has Work Release fees paid up to a minimum of one week in advance. If an individual is removed from the program due to a rule infraction or failure to pay fees, py money that has been mill in advance will not be refunded. Instead, money paid in advance will be used to defray the cost of transporting the individual back to the Sheriffs Office at the original jurisdiction. 5. In order to limit supervision problems, individuals who have employment that requires frequent travel, irregular hours, or no established place of business where supervisor or the individual can be contacted, will not be accepted. 6. Individuals accepted must comply with all other WCSO regulations as described in the I. inmate handbook and the Work Release rules. 56 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Policy Concerning Election Charges Latest Revision Date: June 3, 1996 The Colorado Election Code was changed in 1991 requiring the County Clerk and Recorder to conduct coordinated elections beginning in 1993 for school districts, special districts, ballot issues, municipal elections conducted as part of a coordinated election, and other authorized elections; with the provision for the reimbursement of the cost of conducting such elections. By resolution dated March 15, 1993, the Board of County Commissioners approved the following policy regarding the reimbursement for costs of elections. Election Charges to an Entity Other Than Weld County • A. When an election is held for any entity other than Weld County that is concurrent with a county or state election, only those additional out-of-pocket costs specifically incurred to conduct the entity's election above and beyond the normal cost of the county or state election, e.g. ballots, etc. will be charged to said entity. B. If an election is conducted at a time when a county or state election is not required, the entire cost of the election shall be borne by the entity(ies) requiring the election on a pro- rata basis that is based upon the number of registered voters in the respective entity(ies). Election Charges dealing with siting of correctional facilities. iails and prisons In response to the passage of an amendment to the Weld County Home Rule Charter on June 13, 1995, dealing with the location and siting of correctional facilities, jails and prisons in Weld County, The County Attorney was directed to prepare the necessary ordinance or resolution establishing a fee equal to the cost of a special election for any applicant for the siting of a facility covered by Weld County Home Rule Charter, Article XV, Section 15-5 that chooses the option of requesting a special election for the siting of such a facility other than at a regularly scheduled countywide election in November of any given year. Consequently, the following was adopted by Resolution on June 3, 1996: • 57 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy Concerning Election Charges Latest Revision Date: June 3, 1996 A. The proponent of such a facility may chose whether the election will occur during a November county-wide election or by special election by virtue of the timing of the submittal of the request to the Board of County Commissioners to place an issue on the ballot. B. The cost of such a special election regarding a single facility is found to be an expense which should not be borne by the taxpayers of Weld County when the issues could be decided at a November election at a nominally incremental cost. C. The actual costs of any special election held on the issue of siting a facility pursuant to the Weld County Home Rule Charter, Article XV, Section 15-5 shall be assessed to the proponents of such a facility and an accounting of the actual costs provided the proponents. • D. The proponents of any such facility shall provide collateral in the form of cash, letter of credit, or a bond to cover the estimated costs of such a special election prior to the Board adopting a resolution calling a special election. E. The proponent's expenses may be reduced only to the extent that any other entity or individual other than Weld County has paid election expenses pursuant to County policy. • 57.1 WELD COUNTY Ai-,)MINISTRA.TWE MANUAL GENERAL ADMINISTRATION Policy Concerning Recycling Latest Revision Date: May 6, 1996 By resolution of the Board dated April 21, 1993, the following policy was adopted concerning recycling. A. The Board of County Commissioners supports the recycling efforts by recycling paper, metal, water, aluminum, petroleum, and freon. B. Weld County Government wishes to serve as an example to other organizations and businesses in Weld County to purchase and use recycled materials. At present Weld County purchases and utilizes recycled products including paper, plastic and rubber products. C. Weld County recognizes that the use of recycled products reduces the waste stream generated for landfill sites. • D. Weld County Govemment will continue to investigate the use of additional recycled products. • 58 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Creation of Weld County Ballot Issue Title Board and Adoption of Procedures for Setting Title on Local Ballot Issues Latest Revision Date: June 10, 1996 Section 1-40-106(2), CRS, states a "Ballot Issue Title Board" is required to convene and set the title for any local ballot issue submitted to each political subdivision, and requires that the local Ballot Issue Title Board consists of the "designated election official and governing board of the political subdivision" and it "shall meet at the regularly scheduled meetings of the governing board". By Resolution #941193 on December 5, 1994, and modified by Resolution on June 10, 1996, the Board of County Commissioners did create and adopt the following: 1. The Weld County Ballot Issue Title Board shall consist of the members of the Board of County Commissioners and the Weld County Clerk and Recorder. • 2. Said board shall convene for the purpose of setting titles for local ballot issues, including requests for an election pursuant to Article XV, Section 15-5 of the Weld County Home Rule Charter, upon their submittal to Weld County, Colorado, but shall not be required to do so where the ballot issue is being proposed by the Board of County Commissioners itself. 3. The Chair, or in his or her absence, the Chair Pro-Tem, shall preside as Chair at any title setting meeting of the Weld County Ballot Issue Title Board. 4. The Clerk to the Board of County Commissioners shall also serve as the Clerk to the Weld County Ballot Issue Title Board. 5. Any request for the setting of a title for a local ballot issue in Weld County, Colorado, which must include a draft of the proposed title and any written argument the proponents wish to set forth, shall first be received by the Weld County Clerk and Recorder, with the title- setting meeting of the Weld County Ballot Issue Title Board to take place no earlier than the date of the first regularly scheduled meeting of the Board of County Commissioners twelve (12) days after the receipt of the request by the Clerk and Recorder. 6. The Ballot Issue Title Board shall, in setting title for any local ballot issue submitted to Weld County, Colorado, follow the procedures and requirements set forth in Section 1-40-101, et seq., CRS, specifically Section 1-40-106(3)(b), CRS. Any person with notice of the request for title setting desiring to submit written argument shall file such arguments with ' the Clerk to the Board within eight (8) days of receipt of notice of the request but no later than two (2) working days prior to the hearing by the Board. 59 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 I. GENERAL INFORMATION A. Vulnerability - Weld County and Northeast Colorado are as susceptible to major winter storms as the Rocky Mountain communities along the front range. The types of emergencies are the same: fire, traffic accidents, medical emergencies. Snow, ice, sleet and blizzard conditions will impede the normal quick response the public has come to expect. Heavy precipitation will bog down travelers and create emergency demands on the Public Works Department to clear transportation routes. It is at this time that plans should be activated for auxiliary and special response to accommodate identified needs. The demands will be met in a timely fashion if all agencies are aware of the resources available to them in an emergency. B. Planning Assumptions-This plan has been developed to incorporate the snow removal plan . developed by the Public Works Department. It will be contained in Appendix 2. While the Director of Public Works is responsible for snow and ice removal, the Sheriffs Office, municipal law enforcement and Colorado State Patrol are charged with Incident Command in a field emergency, except for those emergencies where the Fire Chief is in Command. This contingency is intended to address health and safety as related to the increased demands placed on County and private resources. This plan has been developed based on the following assumptions: 1. The Weld County Public Works Department has designated priority routes to maintain a minimum transportation system connecting hospitals, major transportation routes and communities. 2. The Public Works Department will not be able to keep priority#1 routes clear, and 3. A state of emergency could last up to three (3) days. C. Purpose of the Plan - This contingency plan has been prepared in order to: 1. Insure essential county services are maintained during a major snowstorm. 2. Document procedures and policies to be followed by each county department, as necessary. 60 . VELD BOUNTY ADMINTSTRATWMANUAL GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 3. Insure all county departments respond in a coordinated manner. 4 Assign duties and responsibilities to be carried out by each county department and by specific individuals within each department. D. Warning System - Severe weather warnings by the National Weather Service can be monitored by telephone, and NOAA weather radio as well as local radio. On duty law enforcement and Public Works personnel in the field can observe and report weather conditions to the Weld County Regional Communications Center and the Public Works Director, when requested. E. Definitions and Terminology- The National Weather Service frequently uses the following • terms in their weather bulletins. To prevent misunderstanding, definitions and descriptions are provided. Ice Storm- Freezing rain or drizzle is called an Ice Storm. Moisture-falls in liquid form, but freezes upon impact. Sleet- Ice storms are sometimes incorrectly referred to as sleet." Sleet is easily identified as frozen raindrops (ice pellets) which bounce when hitting the ground or other objects. Sleet does not stick to trees and wires, but sleet in sufficient depth does cause hazardous driving conditions. Snow-"Snow"in a forecast, without a qualifying word such as occasional or"intermittent", means that the fall of snow is steady in nature, and will probably continue for several hours without letup. Heavy snow warnings - are issued to the public when a fall of four inches or more Is expected in a 12-hour period or fall of six inches or more is expected in a 24-hour period. Some variations on these rules may be used in different parts of the country. Where four- inch snowfalls are common, the emphasis on heavy snow is generally associated with six or more inches of snow. In other parts of the country where heavy snow is infrequent, or in metropolitan areas with heavy traffic, a snowfall of two or three inches will justify a heavy snow warning. Snow flurries - are defined as snow falling for short durations at intermittent periods; however, snowfall during the flurries may reduce visibility to an eighth of a mile or less. • 61 GELD COUNTY ADIvINISTBATIUE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 Accumulations from snow flurries are generally small. Snow squalls-are brief, intense falls of snow and are comparable to summer rain showers. They are accompanied by gusty surface winds. Blowing and drifting snow-generally occur together and result from strong winds and falling snow or loose snow on the ground. "Blowing snow✓" is defined as snow lifted from the surface by the wind and blown about to a degree that horizontal visibility is greatly restricted. "Drifting snow"- is used in forecasts to indicate that strong winds will blow falling snow or loose snow on the ground into significant drifts. In the northern plains, the combination of blowing drifting snow, is often referred to as a "ground blizzard." "Blizzards" are the most dramatic and perilous of all winter storms, characterized by low temperatures and by strong winds bearing large amounts of snow. Most of the snow accompanying a blizzard is in the form of fine, powdery particles of snow which are whipped in such great quantities that at times visibility is only a few yards. "Blizzard wamings" are issued when winds with speeds of at least 35 mph are accompanied by considerable falling or blowing snow and temperatures of 20 degrees F or lower are expected to prevail for an extended period of time. "Severe blizzard warnings" are issued when blizzards of extreme proportions are expected and indicate wind with speeds of at least 45 mph plus a great density of falling or blowing snow and a temperature of 10 degrees F or lower. "Cold wave waming"indicates an expected rapid fall in temperature within a 24-hour period which will require substantially increased protection to agricultural, industrial, commercial, and social activities. The temperature falls and minimum temperatures required to justify cold wave warnings vary with the changing of the season and with geographic location. Regardless of the month or the section of the country, a cold wave warning is a red f lag alert to the public that during a forthcoming forecast period a change to very cold weather will require greater than normal protective measures. 62 • WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 "Hazardous driving (travelers')warnings"are issued to indicate that falling, blowing or drifting snow, freezing rain or drizzle, sleet or strong winds will make driving difficult. "Stockman's warning" alert ranchers that livestock will require protection from a large accumulation of snow or ice, a rapid drop in temperature, or strong wind. "Wind chill factor' strong winds combined with low temperatures cause a very rapid cooling of exposed surfaces. Unprotected portions of the body, such as the face or hands, can chill rapidly and should be protected as much as possible from the cold wind. A very strong wind combined with a temperature slightly below freezing can have the same chilling effect as a temperature nearly 50 degrees F lower in a calm atmosphere. Arctic explorers and military experts have developed a term called the "wind chill factor", which states the cooling effect • of various wind and temperature combinations. In certain areas, the Weather Service issues this information as the "wind chill index". II. SPECIFIC INFORMATION A. Command and Control 1. Agency in charge - Law Enforcement. The Sheriff or Municipal Police Chief or Colorado State Patrol is the official responsible for coordinating field operations during a storm to assist and support the Roads and Bridges (Public Works or State Department of Highways) Director(s) in order that they may perform snow removal duties. The Law Enforcement agency shall command and direct all public safety functions relating to the emergency until and unless relieved by the Emergency Management Board, city manager, mayor or town council or the State Director of Public Safety, at which time the Law Enforcement official shall serve as advisor to the above stated titles. 2. Emergency Operations Center(EOC). The Emergency Operations Center for Public Works Department shall be at the County Shops in the case of the County activation and at the direction of the municipal and CSP officials. The address is 933 N. 11th Avenue, Greeley. In the event of a major emergency in addition to the snow removal effort, the Line-up Room in the Weld County Sheriff's Office will be used for the EOC. This address is 910 Tenth Avenue, Greeley. All designated county personnel shall be directed where to report when the plan is activated. S 63 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 • 3. Mobile Command Post. The mobile Command Post will be used to coordinate a major incident within the overall winter storm emergency. At present there is no vehicle assigned for the task of serving as a field Command Post. However, there are two vehicles in the county that have radios with all of the frequencies that may be used: the Weld County Ambulance vehicles or, in the event, there is a concurrent hazardous materials incident, the Greeley Fire Department Hazardous Materials Response Team has the same capability in two vehicles. B. Activation of the Plan 1. The Public Works Annex concerning snow removal will be activated by the Director, Public Works, through the approval of the Board of County Commissioners or, if they are not readily available, at his discretion according to the Annex. It is requested that the activation of the plan include notification of the Office of Emergency Management. The Sheriffs Office should also be notified of the activation. 2. The public safety portion of this plan shall be activated by the Sheriff, municipal police chief or the Colorado State Patrol, whoever has jurisdiction over the involved location. 3. The on-duty Commander of the Law Enforcement agency involved shall monitor the situation by keeping in touch with the Roads and Bridges (Public Works or State Highway) Director, the National Weather Service and any other involved response agency. C. Notification of Activation 1. If the Sheriff (municipal police chief or CSP) orders the public safety portion of this plan activated, the following individuals shall be contacted through the established county emergency fanout. 2. The following will report to the Weld County EOC or have an authorized designee report to represent their agency: Sheriff, County Commissioners, Finance and Administration Director, OEM Director, Public Works Director, Public Information Officer, Communications Director, Ambulance Director, Buildings and Grounds. 64 . WELD COUNTY • ADMINISTR, TIVVEMANUAL GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 D. Critical County Facilities. The following is a list of County Buildings that are essential to county operations during a storm and must be given the highest priority of services, staffing and snow removal. 1. Roads and Bridges Headquarters 2. County shops 3. Centennial Complex 4. Social Services 5. Health and Human Resources Building 6. Ambulance Service - Greeley, Evans and Ft. Lupton E. Four-Wheel Drive Vehicles this is a policy decision. In the event snowfall is so great that • county equipment cannot be used, the County will ask its essential employees to use privately owned 4x4 vehicles to perform their duties. If the employees agree to provide the vehicles, the County shall pay mileage per county reimbursement schedule of$0.27 per mile and shall assume full responsibility that may arise out of use during the storm. (County resolution signed 4 April 1984; Appendix 3.) If more 4x4 vehicles are needed, a request for citizens to volunteer their vehicles will be made, again the County will assume full responsibility and liability. A list of all county personnel with four-wheel drive vehicles will be compiled for entry into the Resource List. All non-County 4x4 vehicles should be equipped with an employee with a radio. F. Snowmobiles*this is a policy decision. In extreme cases the county may ask its employees to volunteer personal snowmobiles for emergency purposes. If the employee agrees to provide the vehicles, the County shall assume the same responsibility for mileage reimbursement and liability as for the 4x4 vehicles. (County Resolution 4 April 1984; Appendix 3.) If more snowmobiles are needed, a list has been compiled of citizens who are willing to provide their vehicles in an emergency. This list has been distributed to Weld County Communications and is maintained by the Office of Emergency Management. • 65 VELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 III. DUTIES AND RESPONSIBILITIES BY DEPARTMENT - Each County agency is assigned the following duties during a snow emergency: County Commissioners 1. Declare a snow emergency at the request of the Roads and Bridges Director or when conditions are such that they deem it necessary. 2. Prepare to make policy decisions effecting the operations and/or financing of the Winter Storm Plan. 3. Public Information Office of Emergency Management . 1. Provide emergency resources as requested 2. Provide advice to Commissioners regarding emergency operations Public Works 1. Execute Snow Removal Plan 2. Request County Commissioners to declare a snow emergency 3. Maintain and issue snow progress reports to Commissioners 4. Assist law enforcement and ambulances responding to an emergency Fire Departments/Districts 1. Respond to fire alarms 2. Respond to emergency medical calls with ambulance if applicable 3. Rescue stranded motorists 4. Provide transportation for essential workers 5. Provide food and bedding for essential city workers. 66 . LLD COUNTS" ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 Law Enforcement 1. Enforce emergency traffic regulations and parking restrictions 2. Provide traffic control as requested 3. Coordinate the towing abandoned vehicles from snow routes (if applicable) 4. Rescue stranded motorists 5. Coordinate 4x4 vehicles offered to the County by citizens 6. Perform regular duties on priority basis as required. Buildings and Grounds 1. Maintain snow removal operations around Centennial Complex and other assigned • essential facilities 2. Maintain/repair essential utilities 3. Insure emergency generator capability Ambulance Service 1. Provide EMS services as requested 2. In case of overload, triage response. Finance and Administration 1. Authorize open purchase orders 2. Document all expenditures during disasters Personnel Department 1. Activate snow day call down for closing County offices 2. Assist all departments with volunteer personnel as requested. 3. Register volunteered 4X4 vehicles and snowmobiles offered to the county. Contractual Repair Services 1. Maintain and repair equipment, as needed. 2. Maintain and repair communications, as needed. • 67 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Local Emergency Operation Plan for Major Winter Storms Latest Revision Date: May 6, 1996 American Red Cross 1. Provide transportation for and to citizens and residents in need. 2. Provide food and shelter for snowstorm victims. 3. Provide emergency medical necessities for motorists or evacuees. (Contact Office of Emergency Management for copy of complete plan including appendices.) I 68 . WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Applications for Land-Use Matters for Property Previously Denied Latest Revision Date: May 6, 1996 1. Except in those cases to which the requirements of Paragraph 1.A below apply, neither an applicant nor his successors in interest in property for which a land-use application was denied within the preceding five (5) years may submit a land-use application or request a rehearing on a previously submitted application for any portion of the property contained in the original application unless the Board of County Commissioners has determined that, based upon a showing by the applicant, there has been a substantial change in the facts and circumstances regarding the application or that there is newly discovered evidence that the applicant could not have discovered with diligent effort at the time of the original application. A. Upon approval of Ordinance 173-C, the Weld County Subdivision Ordinance, which became effective December 5, 1995, neither an applicant nor his successors in interest in property for which a Recorded Exemption application was denied within the preceding ten (10) years may submit a Recorded Exemption application or request a rehearing on a previously submitted application for any portion of the property contained in the original application • unless the Board of County Commissioners has determined that, based upon a showing by the applicant, there has been a substantial change in the facts and circumstances regarding the application or that there is newly discovered evidence that the applicant could not have discovered with diligent effort at the time of the original application. 2. "Substantial change in facts and circumstances" shall mean a substantial change in the land-use application, in the surrounding land-uses or in applicable provisions of the law. 3. A petition requesting rehearing on an application or permission to file another application for property previously denied a land-use permit shall be submitted to the Department of Planning Services for processing. The Department shall schedule a substantial change hearing before the Planning Commission or Board of County Commissioners. Land-use applications originally heard by only the Board of County Commissioners shall be scheduled before the board only. The Planning Commission shall consider the rehearing petition only if it considered the original land-use application. It shall review the petition and any supporting information. The Planning Commission shall consider whether the applicant has demonstrated that a substantial change in the facts or circumstances have occurred subsequent to the board's decision or that there was newly discovered evidence that the applicant could not have discovered with diligent effort at the time of the original application. The Planning Commission shall make a written recommendation of its findings to the Board of County Commissioners. 4. Legal notice of a substantial change hearing shall be published according to the method of publication for the original hearing. If originally heard before the Planning Commission, the Department of Planning Services shall be responsible for publication. If originally heard before the Board of County Commissioners, the Clerk to the Board shall be responsible for publication. • 69 vvELD COUNTY ADMI Nis TRA.TWE MANUAL • GENERAL ADMINISTRATION Applications for Land-Use Matters for Property Previously Denied Latest Revision Date: May 6, 1996 5. Notice of the substantial change hearing and the public hearing date shall be provided to owners of property located within five hundred (500) feet of the parcel under consideration and owners and lessees of the mineral estate on or under the parcel under consideration. The notification shall be mailed, first class, not less than ten (10) days before the scheduled public hearing. Similar notice shall also be provided any agency, body, or group who received a referral request from the Department of Planning services on the original application. Notice will not be sent to property owners conceming land use matters, such as recorded exemptions, which were not sent when the original case was heard. 6. The Board of County Commissioners shall hold a substantial change hearing after the legal notice and notices to property owner, mineral owners and lessees, and referral agencies identified in 4 and 5 have been completed. The legal notice and notification shall be done at least ten (10) days prior to the board's hearing. 7. The Board of County Commissioners may grant such a petition when it determines that the applicant • has demonstrated that a substantial change in the facts or circumstances have occurred subsequent to the board's decision or that there was newly discovered evidence not available to the applicant at the time the board considered the application. The board may deny the petition solely upon the • contents of the petition or when deemed advisable by the board that the applicant has failed to demonstrate that a substantial change in the facts or circumstances have occurred subsequent to the board's decision or that there was newly discovered evidence that the applicant could not have discovered with diligent effort at the time of the original application. The board shall consider the applicant's rehearing petition, the Planning Commission's recommendation, oral testimony at the public hearings, written related information, and any other relevant material in making its decision. 8. When the Board of County Commissioners grants a rehearing petition, the applicant may file a new application with the Department of Planning Services. The application shall be processed in accordance with the requirements of the Weld County Zoning Ordinance or Weld County Subdivision Regulations. 9. No petition for rehearing may be granted where the decision of the Board of County Commissioners on a land-use application has been appealed or contested in any court of law, during the pendency of the court action. 70 1 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Quasi-Judicial Hearings with Less than Full Board Present Latest Revision Date: April 19, 1999 When less than a full board is present at a "quasi-judicial" hearing before the Board of County Commissioners, the following rules shall apply: 1. For planning matters only, the applicant or appellant is to be advised that he may table the matter until a full board is present. Whether or not to table a matter shall be at the board's full discretion. 2. In the event the matter is heard with only four members present and the vote is a 2-2 tie, the matter is automatically tabled. The absent member will listen to the tapes of the proceedings. After the absent member has listened to the tapes, the matter will be reconsidered for the absent member's tie-breaking vote. • 3. A "quasi-judicial" hearing, as used in this policy, is described as a hearing which requires notice to the applicant or appellant and requires that a decision on the matter be made by the Board. 4. "Quasi-judicial" hearings to which this policy shall apply include, but are not limited to, planning and liquor hearings, and to hearings in which the Board sits as the Board of Equalization. • 71 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Policy on Collateral for Improvements Latest Revision Date: April 19, 1999 General Requirements for Collateral: A. This policy shall be applied to all future Subdivision Applications, Planned Unit Development Applications, Change of Zone, and Site Plan Review Applications. If this policy has not been applied to an application, the policy shall not be applied to a request for complete releases of collateral and the procedures for release of collateral shall be as set forth in the Improvements Agreement. WELD COUNTY SHALL NOT GUARANTEE MAINTENANCE OF ROADS IN DEVELOPMENTS WHICH HAVE NOT COMPLIED WITH THE PROVISIONS OF THIS POLICY. B. The value of all collateral submitted to Weld County must be equivalent to 100% of the value of the improvements as shown in the Improvements Agreement. Prior to Final Plat approval, the applicant shall indicate which of the five types of collateral he prefers to be . utilized to secure the improvements subject to final approval by the Board of County Commissioners (hereinafter referred to as the board) and the execution of an Improvement Agreement. Acceptable collateral shall be submitted and the plat recorded within six months of the Final Plat approval. If acceptable collateral has not been submitted within six months then the Final Plat approval and all preliminary approvals shall automatically expire. An applicant may request that the Board of County Commissioners extend the Final Plat approval provided the cost estimates are updated and the development plans are revised to comply with all current county standards, policies and regulations. The improvements shall be completed within one year after the Final Plat approval (not one year after acceptable collateral is submitted) unless the applicant(s) requests that the Improvements Agreement be renewed at least thirty (30) days prior to its expiration and further provides that cost estimates for the remaining improvements are updated and collateral is provided in the amount of 100% of the value of the improvements remaining to be completed. If improvements are not completed and the agreement not renewed within these time frames, the board, at its discretion, may make demand on all or a portion of the collateral and take steps to see that the improvements are made. The applicant may choose to provide for a phased development by means of designating filings of a Planned Unit Development Plan or Final Plat Subdivision. The applicant would need only to provide collateral for the improvements in each filing as approved. The county will place restrictions on those portions of the property that are not covered by collateral which will prohibit the conveyance of the property or the issuance of building permits until collateral is provided or until improvements are in place and approved pursuant to the requirements for a Request for Release of Collateral (see III). ' 72 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy on Collateral for Improvements Latest Revision Date: April 19, 1999 II. The five types of collateral listed below are acceptable to Weld County: A. An irrevocable Letter of Credit from a federal or state licensed financial institution on a form supplied by Weld County. The letter of credit shall state at least the following: 1. The Letter of Credit shall be in an amount equivalent of 100% of the total value of the improvements as set forth in Section I. B. of this policy. 2. The Letter of Credit shall provide for payment upon demand to Weld County if the developer has not performed the obligations specified in the Improvements Agreement and the issuer has been notified of such default. • 3. The developer may draw from the Letter of Credit in accordance with the provisions of this policy. 4. The issuer of the Letter of Credit shall guarantee that at all times the unreleased portion of the Letter of Credit shall be equal to a minimum of 100% of the estimated costs of completing the uncompleted portions of the required improvements, based on inspections of the development by the issuer. In no case shall disbursement for a general improvement item exceed the cost estimate in the Improvements Agreement (i.e., streets, sewers, water mains and landscaping, etc.). The issuer of the Letter of Credit will sign the Improvements Agreement acknowledging the agreement and its cost estimates. 5. The Letter of Credit shall specify that 15% of the total Letter of Credit amount cannot be drawn upon and will remain available to Weld County until released by Weld County. 6. The Letter of Credit shall specify that the date of proposed expiration of the Letter of Credit shall be either the date of release by Weld County of the final 15%, as set forth in paragraph II A 5, or one year from the date of Final Plat approval, whichever occurs first. Said letter shall stipulate that, in any event, the Letter of Credit shall remain in full force and effect until after the board has received sixty (60) days written notice from the issuer of the Letter of Credit of the pending expiration. Said notice shall be sent by certified mail to the Clerk to the Board of County . Commissioners. 73 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy on Collateral for Improvements Latest Revision Date: April 19, 1999 B. Trust Deed upon all or some of the proposed development or other property acceptable to the board provided that the following are submitted: 1. In the event property within the proposed development is used as collateral, an appraisal is required of the property in the proposed development by a disinterested M.A.I. member of the American Institute of Real Estate Appraisers indicating that the value of the property encumbered in its current degree of development is sufficient to cover 100% of the cost of the improvements as set forth in the Improvements Agreement plus all costs of sale of the property. 2. In the event property other than the property to be developed has been accepted as collateral by Weld County, then an appraisal is required of the property by a M.A.I. member of the Institute of Real Estate Appraisers indicating that the value of . the property encumbered in its current state of development is sufficient to cover 100% of the cost of the improvements as set forth in the Improvements Agreement plus all costs of sale of the property. 3. A title insurance policy insuring that the Trust Deed creates a valid encumbrance which is senior to all other liens and encumbrances. 4. A building permit hold shall be placed on the encumbered property. C. Escrow Agreement that provides at least the following: 1. The cash in escrow is at least equal to 100% of the amount specified in the Improvements Agreement. 2. The escrow agent guarantees that the escrow funds will be used for improvements as specified in the agreement and for no other purpose and will not release any portion of such funds without prior approval of the board. 3. The escrow agent will be a federal or state licensed bank or financial institution. 4. If the Board of County Commissioners of Weld County determines there is a default of the Improvements Agreement, the escrow agent, upon request by the county, shall release any remaining escrow funds to the county. 74 WELD COUNTY ADMINISTRATIVE MANUAL M GENERAL ADMINISTRATION Policy on Collateral for Improvements Latest Revision Date: April 19, 1999 D. A Surety Bond given by a corporate surety authorized to do business in the State of Colorado in an amount equivalent to 100% of the value of the improvements as specified in the Improvements Agreement. E. A cash deposit made with the board equivalent to 100% of the value of the improvements. III. Requests for Release of Collateral: A. Prior to release of collateral for the entire project or for a portion of the project by Weld County, the developer must present a Statement of Substantial Compliance from an engineer registered in Colorado that the project or a portion of the project has been completed in substantial compliance with approved plans and specifications documenting the following: 1. The Engineer or his representative has made regular on-site inspections during the course of construction and the construction plans utilized are the same as those approved by Weld County. 2. Test results must be submitted for all phases of this project as per Colorado Department of Highway Schedule for minimum materials sampling, testing and inspections found in CDOH Materials Manual. 3. "As built" plans shall be submitted at the time the letter requesting release of collateral is submitted. The Engineer shall certify that the project "as built" is in substantial compliance with the plans and specifications as approved or that any material deviations have received prior approval from the County Engineer. 4. The Statements of Substantial Compliance must be accompanied, if appropriate, by a letter of acceptance of maintenance and responsibility by the appropriate utility company, special district or town for any utilities. 5. A letter must be submitted from the appropriate Fire Authority indicating the fire hydrants are in place in accordance with the approved plans. The letter shall indicate if the fire hydrants are operational and state the results of fire flow tests. 41 75 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy on Collateral for Improvements Latest Revision Date: April 19, 1999 B. The requirements in III A 1-5 shall be noted on the final construction plans. C. Upon completion of the construction of streets within a subdivision and the filing of a Statement of Substantial Compliance, the developer(s) may request in writing that the County Engineer inspect its streets and recommend that the board accept them for partial maintenance by the county. Partial maintenance consists of all maintenance except for actual repair of streets, curbs and gutters, and related street improvements. D. Following the submittal of the Statement of Substantial Compliance and recommendation of acceptance of the streets for partial maintenance by the county, the developer(s) may request release of the collateral for the project or portion of the project by the board. This action will be taken at a regularly scheduled public meeting of the board. E. The request for release of collateral shall be accompanied by "Warranty Collateral" in the amount of 10%of the value of the improvements as shown in the Improvements Agreement excluding improvements fully accepted for maintenance by the responsible governmental entity, special district or utility company. F. Not sooner than nine months after acceptance for partial maintenance of streets, the County Engineer shall, upon request by the developer, inspect the subject streets, notify the developer(s)of any deficiencies. The County Engineer shall re-inspect the streets after notification from the developer(s)that any deficiencies have been corrected. If the County Engineer finds that the streets are constructed according to county standards, he shall recommend acceptance of streets for full maintenance to the board. Upon a receipt of a positive recommendation from the County Engineer for acceptance of streets within the development, the board shall accept said streets as public facilities and county property, and shall be responsible for the full maintenance of said streets including repair. The board, at the same time, shall release the Warranty Collateral. 76 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Procedure for Requesting Pre-Advertising on Land-Use Applications Latest Revision Date: May 6, 1996 On June 6, 1984, the Board of County Commissioners adopted the following procedure for requesting pre- advertising on a land-use application: 1. The applicant shall submit a letter to the Clerk to the Board's Office when requesting pre- advertising 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 pre-advertisement. Effective January 1, 1994, an administrative fee of$35.00 shall accompany the letter. 2. The Clerk to the Board's Office shall schedule the request for pre-advertisement 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 pre-advertisement to the Department of Planning Services. 4. The applicant shall appear at the Board of County Commissioner's meeting and explain why the pre-advertisement has been requested. The applicant requesting the pre-advertisement shall give sufficient reasons why the board should approve the request for pre- advertisement. 5. If the Board of County Commissioners approves the request for pre-advertisement 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; D. A written statement signed by the applicant or authorized agent stating that all costs associated with the pre-advertisement will be paid by the applicant; 77 \A/ELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Procedure for Requesting Pre-Advertising on Land-Use Applications Latest Revision Date: May 6, 1996 E. In cases where an authorized agent is acting on behalf of an applicant, written evidence shall be presented to show that the agent has the applicant's permission to act on his/her behalf. 6. Upon receipt of the materials by the Department of Planning Services, the Clerk to the Board's Office shall pre-advertise the land-use application in accordance with established administrative office procedures. 78 . WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Land Use Packets Latest Revision Date: April 19, 1999 Beginning December 7, 1983, applicants must provide the following number of Land Use Packets when submitting applications. TYPE OF CASE NUMBER OF PACKETS REQUIRED BOA 15 COZ 25 FHDP 3 GHDP 3 ZPMH 5 MAJOR SUBDIVISION 14 MINOR RESUBDIVISION 9 . PUD 15 RE 9 RESUBDIVISION 24 SPR 9 SKETCH PLAN 15 SE 2 FINAL PLAT SUBDIVISION 25 PRELIMINARY PLAN SUBDIVISION 25 USR 19 USR MINING 25 USR MAJOR FACILITY 25 USR SOLID WASTE 25 ADDITIONAL COPIES MAY BE REQUESTED BY THE PLANNING STAFF IF THEY ARE NEEDED DURING THE REVIEW AND/OR PUBLIC HEARING PROCESS. • 79 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Record of Land Use Hearings Latest Revision Date: May 6, 1996 A record of Land Use Hearings, by means of an electronic recording unit, shall be made that is of sufficient accuracy to permit an informed and valid judgment to be made by any person that may later be called upon to review the record and render a recommendation or decision in the matter. The board, at its discretion, may engage the services of a certified court reporter in order to make a record of the proceedings. Should any applicant or interested party to a proceeding wish the presence of a court reporter, that party or applicant shall be responsible for the cost of the appearance fee and any transcripts of the record. The party shall also provide one copy of the transcript to the Clerk to the Board of County Commissioners for its record. A request for the services of a court reporter should be made by the applicant or party or his authorized agent as soon as is practicable but not later than the close of business five (5) days prior to the date scheduled for the hearing. Each public notice published or distributed prior to the hearing should contain a sentence which states essentially as follows: "Should the applicant or any interested party desire the presence of a certified court reporter to make a record of the proceedings in addition to the taped record kept by the Clerk to the Board, they should contact the Clerk to the Board not later than five (5) days prior to the hearing. The costs of engaging a court reporter shall be borne by the requesting party." Pursuant to the Americans with Disability Act, each notice published or distributed prior to the hearing should contain a sentence which states the following: "Please contact the Clerk to the Board's Office, at phone (970) 356-4000, Ext. 4226, or fax (970) 352-0242 prior to the day of the hearing so that reasonable accommodations can be made if, in accordance with the Americans with Disabilities Act, you require special accommodations in order to participate in this hearing as a result of a disability." I 80 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Issuance of Building and Electrical Permits for Correctional Facilities Latest Revision Date: May 6, 1996 In response to an amendment to the Weld County Home Rule Charter on June 13, 1995, concerning the location and siting of correctional facilities, jails, and prisons in Weld County, the Board of County Commissioners adopted Emergency Ordinance No. 185, which establishes the policy for issuance of building and electrical permits for correctional facilities as follows: A. No building or electrical permit shall be issued for the construction of a correctional facility (as defined in Article XV, Section 15-5 of the Weld County Home Rule Charter) unless and until the results of an election approving the location and siting of the correctional facility have been certified to the Board of County Commissioners or the Board has been presented with a certified copy of a final court order from a Court of competent jurisdiction finding and determining that Article XV, Section 15-5 is inapplicable to the proposed facility • or that the Section is unconstitutional or otherwise invalid on its face or as applied. An applicant for a building or electrical permit who relies upon such a court order in commencing construction assumes any risk that such a judicial determination may be overturned on appeal or by collateral attack. B. No portion of Article XV, Section 15-5 of the Weld County Home Rule Charter shall be interpreted to exempt any correctional facility from any requirement of the Weld county Zoning Ordinance #89, as amended, or the Weld County Building Code Ordinance #119, as amended. • 81 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy for Zoning Property Deannexed from a Municipality Latest Revision Date: August 18, 1997 Section 31-12-603, C.R.S. provides deannexed property which has been in a statutory city for more than two years maintains its City zoning unless specifically rezoned by the County, therefore, by Resolution #972604 approved by the Board of County Commissioners on December 15, 1997, the following shall be the policy concerning zoning of property deannexed from a municipality: 1. Deannexed property not subject to C.R.S. 31-12-603 or Intergovernmental Agreements with municipalities or other counties limiting the applicability of this rule would revert to the County zoning in effect at the time of annexation (including a finally approved Use by Special Review) unless the Planning Director determines that there is need for a Board determination as to whether there has been a substantial change in conditions in the neighborhood from the date of the annexation. The procedure for determining whether there has been a substantial change may be initiated ql prior to the effective date of the deannexation but any determination of no substantial change in the conditions in the neighborhood shall expire within 90 days of the date of the determination. The procedure for the Board's consideration shall be in accordance with the procedures for adjudicatory type hearings except that the burden shall be upon the party seeking to reinstate county zoning. 2. The uses and structures allowed in the deannexed property where there has been a substantial change in the conditions of the neighborhood will be limited to those uses legally in existence at the time of deannexation in accordance with the terms of § § 73-75 of the Weld County Zoning Ordinance, #89 ,as amended, until the landowner has applied for and obtained a zone designation. I 81.1 WELD COUNTY ADMINISTRATIVE MANUAL OD GENERAL ADMINISTRATION Supporting Intergovernmental Cooperation Related to Regional Planning Latest Revision Date: April 19, 1999 The Cities of Evans, Fort Collins, Greeley, and Loveland, the Towns of Berthoud, Johnstown, Milliken, Wellington, and Windsor, and Weld and Larimer Counties did complete a regional planning study with assistance from the State Department of Local Affairs. The study produced an inventory of natural and agricultural areas and an inventory of growth management policies of the jurisdictions, and an analysis of the growth trends has recommended a regional framework for addressing the common interests of natural and agricultural resource protection,establishing resource and community linkages, maintaining separation of communities, preserving and enhancing the identity of each community and maintaining the character of the region. Therefore, by Resolution #951924 approved on September 13, 1995, the Board of County Commissioners deemed it to be in the best interest of Weld County to support cooperation in regional planning efforts in Northern Colorado. dp 81.2 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Department of Planning Services Case Files for Staff-Approved Actions Latest Revision Date: April 19, 1999 The Board of County Commissioners has determined the Department of Planning Services Case files for staff-approved items shall be submitted to the Clerk to the Board only when a follow-up item of business is brought before the Board. For instance, the file for a staff-approved Site Plan Review would be forwarded to the Clerk to the Board when an Improvements Agreement or Collateral is ready to be considered for acceptance by the Board; or the file would be forwarded to the Clerk for a staff-approved ZPMH if an amendment is being considered by the Board. In this manner, official Board of County Commissioner files will continue to involve only those files for which an item of business has been considered and acted upon by the Board. q I 81.3 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Appeals Process Latest Revision Date: April 19, 1999 1. The Board of County Commissioners shall act as a board of appeals to hear complaints on actions taken by county boards, commissions and departments. Except for decisions made by the Board of Adjustment and Uniform Building Code Board of Appeals, procedure for appeals shall be as set forth in this code, by resolution of the board, or as otherwise provided by law. A. Any person appealing an action by a county board, commission or department to the Board of County Commissioners shall file such a complaint, in writing, with the Clerk to the Board of County Commissioners within sixty (60) days of the incident in question. B. Such complaint shall include: • 1. The name of the employee, board, commission or department against which the complaint is made. 2. A description of the basic facts involved in the complaint. C. The Clerk to the Board shall schedule a hearing with the Board of County Commissioners, to be held within fifteen (15) days of the filing of the complaint, and shall notify all parties involved in the incident. D. The board shall hear all the available facts pertinent to the incident, may schedule a second hearing within thirty (30) days following the initial hearing if the board determines such a need, and shall render a determination within thirty (30) days of the final hearing. E. No person shall be denied the right to appeal, provided they comply with the administrative procedures established by the board. • 82 WELD COUNTY ADMINISTRATIVE MANUAL i GENERAL ADMINISTRATION Guidelines for the Refusal to Renew a Liquor License Latest Revision Date: April 19, 1999 Ordinance No. 102 and subsequent alpha designations, effective September 11, 1986, specifies the guidelines for the refusal to renew a liquor license in Weld County. A. The Board of County Commissioners of Weld County, Colorado, acting as the local licensing authority in Weld County, pursuant to the Colorado Liquor Code, may set a public hearing in the renewal application if it finds probable cause to believe that anyone of the factors 1 through 4 mentioned below exists, and B. The Board of County Commissioners may consider the following factors in a public hearing to determine if good cause exists to refuse the renewal of any liquor license, and such consideration is denoted as Phase I of the public hearing: 1. Whether there has been any violations in the last one-year period by the licensee or by any of the agents, servants, or employees of this licensee of the provisions of the Colorado Liquor Code, or any of the rules or regulations authorized pursuant to the Colorado Liquor Code or any of the terms, conditions, or provisions under which the license was issued. 2. Evidence showing excessive noise, rowdiness, or disturbances on the continuous basis in the immediate area of the licensed premises which was substantially as a result of the operation of the licensed premise. 3. Evidence of persons being convicted under Section 42-4-1301, CRS, of driving under the influence of alcohol or driving while alcohol impaired after becoming intoxicated at said licensed premises. 4. Evidence that the reasonable requirements of the neighborhood are not being met and that the licensee is no longer of good character. C. Phase II of such public hearing shall be a determination of whether the following items mitigate or aggravate the effects of the four factors listed above, if any one of the Phase I factors are found to exist, such factors to be considered in determining whether denial of renewal is justified: 1. Seriousness of the factor in terms of the affront to the public. 83 1 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Guidelines for the Refusal to Renew a Liquor License Latest Revision Date: April 19, 1999 • 2. Corrective actions taken by the license holder. 3. Prior violations, offenses, and occurrences at the licensed premises and effectiveness of prior corrective action. 4. Prior violations and offenses by the licensee. 5. Violation, offense, or occurrence as a repeated course of conduct or as a single event. 6. Likelihood of recurrence. 7. All circumstances surrounding the violation, offense, or occurrence. 8. Willfulness of violation(s), offense(s), or occurrence(s). 9. Length of time the license has been held by the licensee being disciplined. 10. Previous sanctions imposed against the licensee. 11. Other factors making the situation unique to the licensee or premises subjected to discipline. D. If less than a full board is present: 1. Where only three members of the Board of County Commissioners are present for the renewal, suspension or revocation hearing under the Colorado Liquor Code, the licensee may request a continuance to a hearing date at which additional members of the board will be present. 2. Where four members of the board are present, the hearing shall proceed, at the direction of the board, provided that if any vote on the ultimate issues of suspension, revocation, or renewal results in a 2-2 tie vote, the hearing shall be adjourned until such time as the fifth Commissioner has had an opportunity to review the record. • 84 WELD COUNTY ADMINISTRATIVE MANUAL i GENERAL ADMINISTRATION Policy on 45-Day Waiver Pursuant to the Colorado Beer and Liquor Code Latest Revision Date: April 19, 1999 Section 12-46-106(13), and Section 12-47-106(1)(b), CRS, as amended, requires the application for renewal of an existing beer or liquor license to be made to the local licensing authority not less than 45 days prior to the date of expiration and further provides that the local licensing authority, for good cause, may waive the time requirements of applying for renewal 45 days prior to expiration. By resolution dated July 7, 1993(liquor) and November 1, 1993(beer),the board established the following, if they are demonstrated to have interfered with the ability of the licensee to apply prior to the 45 days preceding the expiration date, as good cause for waiver of the 45-day requirement for application for renewal prior to expiration of an existing license: 1. Medical hardship for licensee. 2. Failure of the state licensing authority to properly notify the licensee of the expiration date, unless such failure is occasioned by the licensee's failure to advise the state licensing authority of a change in address. 3. Acts of God. 4. Damages to the licensed premises not as a result of intentional or willful misconduct by the licensee or the manager. 5. Declarations of war, imposition of martial law, or civil unrest. 85 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Procedure for Probable Cause Hearings Latest Revision Date: May 6, 1996 A. PURPOSE: 1. The purpose of this outline is to provide boards, commissions, department heads, and other administrative bodies in Weld County with a set of procedures for use in probable cause hearings. B. PROCEDURE AND EVIDENCE: 1. The probable cause hearing shall be conducted informally and not subject to strict judicial or technical rules of procedure. A wide latitude in the manner of presenting the respective positions should be afforded the parties. Any person may present evidence at a probable cause hearing. Evidence shall consist of:IPS a. Oral testimony. b. Exhibits and documentary evidence of any kind. c. Statements of the person presenting the evidence. 2. The person against whom the complaint is made may, in rebuttal, present any of the evidence listed in B.1. C. DETERMINATION OF PROBABLE CAUSE: 1. The complaining party shall have the burden of proving that probable cause exists to have a hearing concerning the complaint. "Probable cause" is defined as a reasonable ground for belief in the existence of facts warranting the proceedings complained of. D. DECISION: 1. At the conclusion of the presentation of evidence,the board,commission,department head, or other administrative body shall make an oral decision. The decision shall be to either dismiss the case, continue the case to a time specified in the future, or to set the case for a formal show cause or other type hearing at a time specified in the future. • 86 WELD COUNTY ADMINISTRATIVE MANUAL 4 GENERAL ADMINISTRATION Procedure for Probable Cause Hearings Latest Revision Date: May 6, 1996 E. NOTICE 1. Notice of the Probable Cause Hearing shall be sent by certified mail, return receipt requested, to the person against whom the complaint is made at least ten (10) days prior to the date of the hearing. Said notice shall be effective upon the date of mailing. 2. Notice may also be served upon the person against whom the complaint is made in accordance with the Colorado Rules of Civil Procedure at least seven (7) days prior to the date of the hearing. 3. In land-use cases when a Probable Cause Hearing results in a Show Cause Hearing being set, the Clerk to the Board will send 10 day's notice, by Certified Mail, Return Receipt qiRequested, to the surrounding property owners, as well as the property owner/operator. 1 87 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Latest Revision Date: April 19, 1999 THIS PAGE INTENTIONALLY LEFT BLANK • 87-1 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 A. PURPOSE AND INSTRUCTIONS 1. The purpose of this outline is to provide boards, commissioners, department heads, and other administrative bodies in Weld County with a set of general procedures necessary to conduct hearings in accordance with due process standards. These procedures shall be used only when sections of the Weld County Administrative Code, or other Weld County regulatory ordinances or resolutions, do not specifically address the procedural problems which arise in the course of administrative hearings. If a specific procedure from the Code, an ordinance, or regulation, should conflict with any procedure from this general outline, then the specific procedure should be followed. B. PRESENCE OF PERSON AGAINST WHOM COMPLAINT IS MADE 1. A hearing may be conducted without the personal presence of the person against whom the complaint is made so long as adequate notice has been given. C. REPRESENTATION 1. The person against whom the complaint is made may be represented by counsel at the hearing. The complaining Weld County department, or its subunit, may also be represented by counsel. The board, commission, department head, or other administrative body has the option of having a legal advisor present at the hearing. D. POSTPONEMENTS AND EXTENSIONS 1. Postponements of hearings and extensions of time may be requested by either party or his designated agent. However, the granting of such postponements or extensions shall be made only upon the showing of good cause and is at the sole discretion of the presiding officer. 88 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 E. PRESIDING OFFICER 1. The Chairman of the board, commission, other administrative body, or the department head, shall serve as the presiding officer. The presiding officer shall ensure that order is maintained and ensure that all participants in the hearing have a reasonable opportunity to be heard and to present oral and documentary evidence. He shall be entitled to determine the order of procedure during the hearing and shall have the opportunity and discretion to make all rulings on questions which pertain to matters of the conduct of the hearing and to admissibility of evidence. F. CONFLICTS OF INTEREST • 1. A member of the board, commission, other administrative body, or the department head hearing the case, may withdraw at any time if he deems himself disqualified or for any other good reason, unless his withdrawal makes it impossible for the board, commission, department head, or other administrative body to render a decision. 2. Upon a timely and good faith objection to any personal bias of any member of the board, commission, other administrative body, or of the department head, the presiding officer shall forthwith rule upon the objection as part of the record in the case, and shall take any actions he deems appropriate in order to alleviate the personal bias, if so found. Any possible objection to personal bias shall be deemed waived if not made in good faith and in a timely manner as determined by the presiding officer. G. RIGHTS OF PARTIES 1. At the hearing, each of the parties shall have the right to: a. Call and examine witnesses. b. Introduce exhibits. c. Cross-examine any witnesses on any matter relevant to the issues. d. Impeach any witness. e. Rebut any evidence. • 89 WELD COUNTY AD NISTRATIVE �.NUAL • GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 2. If the person against whom the complaint is made does not testify in his own behalf, he may be called and examined as if under cross-examination. H. PROCEDURE AND EVIDENCE 1. The hearing shall be conducted informally and not subject to strict judicial or technical rules of procedure. A wide latitude in the manner of presenting the respective positions should be afforded the parties. Evidence presented at the hearing may include the following: a. Oral testimony of witnesses. b. Briefs, memoranda, or other related information. c. Any material contained in the department files regarding the person involved. • • d. Any other relevant material. 2. Each party shall, prior to or during the hearing, be entitled to submit memoranda concerning any matters being considered by the board, commission, department head, or other administrative body. Such memoranda shall become a part of the hearing record. 3. The board, commission, department head, or other administrative body may receive and consider evidence not admissible under the standard rules of evidence, if such evidence possesses probative value commonly acceptable by reasonable and prudent men in the conduct of their affairs. 4. The presiding officer may exclude unduly repetitious evidence. 5. Objections to evidentiary offers may be made and shall be noted in the record. I. SPECIFIC PROCEDURES 1. Call the board, commission, or other administrative body to order and take roll. 90 • WE LL COUN'T'Y ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 2. Announce the matter to be heard. Determine whether all parties involved in the matter to be heard are present and that all such persons are ready to proceed. 3. Call the representative(s) of the complaining Weld County Department, or its subunit, to proceed with their case. a. They may give a short statement of their case, summarizing their position. b. They may present witnesses on direct examination. The witnesses will each then be subject to cross-examination by the other party and may be questioned by the board, commission, department head, or other administrative body. The representative(s) may then question their witnesses on any new matters brought up on cross- • examination. c. They may introduce exhibits. 4. After the representative(s) of the complaining Weld County Department, or its subunit, have presented their case in chief, the other party is called to proceed and he shall present his case in the same manner as the complaining department or subunit. 5. The complaining department or sub-unit may then rebut any matter brought out in the other party's case. 6. The members of the board, commission, other administrative body, or the department head, may examine any witnesses, call any additional witnesses for examination, and request the submission of any exhibits. J. BURDEN OF PROOF 1. The complaining Weld County department, or its sub-unit, shall have the burden of proving its case by a "preponderance of the evidence." Likewise, the person against whom the complaint is made shall have the burden of proving any affirmative defenses by a "preponderance of the evidence." "Preponderance of the evidence" is defined as that evidence which is most convincing and satisfying in the controversy between the parties, regardless of which party may have produced such evidence. Colorado Jury Instructions 2d, Section 3:1(4). • 91 WELD COUNT" ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 K. RECORD OF HEARING 1. A record of the hearing shall be made that is of sufficient accuracy to permit an informed and valid judgment to be made by any person that may later be called upon to review the record and render a recommendation or decision in the matter. The board, commission, department head, or other administrative body shall select a method to be used for making the record and this may be accomplished by use of a court reporter, or electronic recording unit, or detailed transcription or by taking detailed minutes. If the board, commission, department head or other administrative body selects a method other than a court reporter and the person against whom the complaint is made requests that a court reporter be used, then the requesting party shall pay the costs of the use of the court reporter. L. RECORDS AND ADJOURNMENT 1. The board, commission, department head, or other administrative body may recess the hearing and reconvene the same for the convenience of the parties or for the purpose of obtaining new or additional evidence or consultation. Upon the conclusion of the presentation of oral and written evidence, the hearing shall be closed. The board, commission, department head, or other administrative body may thereupon, at a time convenient to itself, conduct its deliberations outside the presence of the parties. Upon conclusion of its deliberations, the hearing shall be declared finally adjourned. M. FINDINGS AND DECISION 1. Within five (5) working days after the final adjournment of the hearing, the board, commission, department head, or other administrative body shall make a written report of its findings and decisions in the matter and submit the same to the person against whom the complaint is made and the complaining Weld County department or its subunit. The decision shall be supported in the report by a concise statement citing the basis of its decision. The decision shall be based upon evidence produced at the hearing and may be announced orally and reduced to writing in accordance with this section. 92 . WELD COUNTY ADMINISTRATIVE MANUAL r _, GENERAL ADMINISTRATION General Procedures for Adjudicatory-Type Hearings Latest Revision Date: May 6, 1996 N. NOTICE 1. Notice of the Adjudicatory-Type Hearing shall be sent by certified mail, return receipt requested, to the person against whom the complaint is made at least ten (10) days prior to the date of the hearing. Said notice shall be effective upon the date of mailing and shall be mailed to the address listed in the permit. Notice may also be served upon the person against whom the complaint is made in accordance with the Colorado Rules of Civil Procedure at least seven (7) days prior to the date of the hearing. 2. Said notice shall inform the person against whom the complaint is made of the following: a. The specific circumstances of the complaint; and • b. The time, date, and place of the Adjudicatory-Type Hearing. 3. Said notice shall not be necessary if the person against whom the complaint is made was present at a Probable Cause Hearing concerning the same complaint and was then notified of the time, date and place of the Adjudicatory-Type Hearing. 4. The person against whom the complaint is made shall be deemed notified of the Adjudicatory-Type Hearing if he received a copy of a resolution or other statement which specifies the outcome of the Probable Cause Hearing conceming the same complaint and which sets the time, date, and place of the Adjudicatory-Type Hearing. 93 • MELD COUNTY ADMINZSTRATNE MANUAL r GENERAL ADMINISTRATION Procedure for Hearing of Petitions for Tax Refund or Abatement Latest Revision Date: May 6, 1996 In accordance with the resolution adopted by the Board of County Commissioners on March 19, 1986, the following is the procedure to be followed for hearing of petitions for refund or abatement of taxes for amounts over$1,000.00. 1. Upon the filing of a petition for abatement or refund of taxes with the Weld County Assessor, said petition shall be transmitted to the Clerk to the Board to be set for a hearing, said hearing to be held within 30 days of the receipt of the petition. 2. The Clerk to the Board shall notify the petitioner of the time, place and date when the hearing shall be held, said letter to be mailed to the address as shown on the petition, with a copy of said notification to be given to the Weld County Assessor. 3. The notification to the taxpayer shall be by certified mail, return receipt requested, and shall be mailed at least ten days prior to the hearing date unless the notice period has been waived in writing or on the record, by both the taxpayer and the Assessor or his designated representative. 4. The burden by a preponderance of the evidence shall be on the taxpayer to show that the tax was levied erroneously or illegally, whether due to irregularity in levying or clerical error. The Assessor or, where appropriate, the Treasurer shall also have the opportunity to appear and present evidence. 5. Upon conclusion of the hearing, the board shall indicate its decision by voice vote, and the Chair shall then sign the resolution of decision which is attached to the petition. If the board's decision is for denial of the petition, copies of the resolution shall be transmitted to the taxpayer, the Assessor, and the Treasurer. If the board's decision is for approval of the petition, the copies of the resolution shall be transmitted to the Department of Local Affairs, Division of Property Taxation, for its decision. In accordance with state statute, the Board of County Commissioners approved a resolution dated January 19, 1994, authorizing the Assessor to review Petitions for Abatement or Refund and to settle by written mutual agreement any such Petition for Abatement or Refund of Taxes in an amount of$1,000 or less per tract, parcel, or lot of land, or per schedule of personal property. The Assessor will give a written report to the board, on a monthly basis, of any such Petition for Abatement or Refund of Taxes which were settled by him. 94 1 WELD COUNTY ADMINISTRATNE MANUAL GENERAL ADMINISTRATION Assessment Arbitration Rules and Procedures Latest Revision Date: May 6, 1996 • The Board, by resolution on September 13, 1989, adopted the following Rules and Procedures for Assessment Arbitration: 1. SCOPE: To give taxpayers an alternative to pursuing an appeal of the County Board of Equalization's decision through either the Board of Assessment Appeals or the District Court, an arbitration process is hereby implemented pursuant to 39-8-108, CRS. 2. ARBITRATORS: The Board of County Commissioners will maintain a list of qualified persons who shall act as arbitrators of property valuation disputes. Such list will be kept on file in the Office of the Weld County Clerk to the Board. Such list will be updated or revised as deemed necessary by the Board of County Commissioners. A. QUALIFICATIONS: To qualify as an arbitrator an individual, in addition to being knowledgeable in the areas of properly valuation and taxation, shall be any one of the following: an attorney licensed to practice in Colorado, an appraiser who is a member of the institute of real estate appraisers or its equivalent, a former county assessor, a retired judge or a licensed real estate broker. B. SELECTION OF ARBITRATOR: The taxpayer and the County Board of Equalization's representative shall select an arbitrator from the list on file with the Clerk to the Board upon advancement of fees as provided for in subsequent paragraphs. In the absence of an agreement between the taxpayer and the County Board of Equalization, the District court shall select an arbitrator from said list. C. OATH Promptly after an arbitrator is selected, he or she shall sign, file with the county, and mail to each party the affirmation/oath set forth in the forms section of these rules. 3. ARBITRATION PROCEDURES: A. FILING: Within thirty(30) days of the County Board of Equalization's decision, any taxpayer who plans to pursue arbitration shall notify the board of his intent to pursue arbitration. S 95 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Assessment Arbitration Rules and Procedures Latest Revision Date: May 6, 1996 B. PETITION: After filing his intent to pursue arbitration but no later than close of business on the first Monday in October, the taxpayer shall file, on forms provided, along with the fees as required by subsequent paragraphs of these rules, a petition requesting arbitration. The petition shall include the following: 1. Name of petitioner 2. Property in question -- address and schedule number 3. Type of property-- residential or other 4. Issues for arbitration • 5. Fees have been advanced or fees are in negotiation with the county and will be advanced to be held in trust pending the referee's decision 6. The arbitrator designated by the petitioner C. FEES: Residential property—At the time the taxpayer files his petition requesting arbitration for residential property, said taxpayer shall advance $150.00 to the Clerk to the Board of Weld County to be held in trust to cover fees and expenses of said arbitration. Said fees will be held in trust and will be disbursed as provided in the arbitrator's decision. The fee will be either returned to taxpayer or paid to the arbitrator depending on the arbitrator's decision. D. FEES: Other Taxable Property -- For cases concerning any taxable property other than residential real property the taxpayer shall, no later than close of business on the first Monday in October, contact the County Assessor or his representative to determine an estimated fee for arbitration. Fees shall be computed at $150.00 per hour rate. Upon agreement and deposit of fees with the Clerk to the Board's Office to be held in trust pending the arbitrator's decision, the matter will be assigned to the arbitrator. The fees will be either retumed to the taxpayer or paid to the arbitrator depending upon the terms of the arbitrator's decision. 96 . WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Assessment Arbitration Rules and Procedures Latest Revision Date: May 6, 1996 E. FEES: Waiver—Any taxpayer who is unable to advance the fees from arbitration can apply for a waiver of this requirement to the Board of County Commissioners. Grounds for granting a waiver will be upon satisfactory documented proof of indigency by the taxpayer. F. HEARINGS: 1. Assignment -- Upon payment of the fees or upon waiver of fees as outlined above and the filing of the petition, the case will be assigned to the arbitrator selected in accordance with these rules. 2. Scheduling --Arbitration hearings shall be held within sixty (60) days from the date the arbitrator was selected. The hearings shall be at a time and place set by the • arbitrator with the mutual consent of the taxpayer and the county Board of Equalization's representative, the Assessor. 3. Procedure -- The arbitrator shall preside at the hearing. Arbitration hearing procedures shall be informal and strict rules of evidence shall not apply except as deemed necessary by the arbitrator in the interests of justice. All questions of law and fact shall be determined by the arbitrator. The arbitrator may determine time limitations or make other decisions in order to conduct a reasonable and fair hearing. 4. Subpoenas -- The arbitrator may issue or cause to be issued subpoenas for attendance of witnesses and for the production of books, records, documents and other evidence and shall have the power to administer oaths. Subpoenas so issued shall be served and, upon application to the District Court by the taxpayer or County Board of Equalization or the arbitrator, be enforced in a manner provided by law for service and enforcement of subpoenas in civil actions. 5. Parties' attendance -- The taxpayer and County Board of Equalization shall be entitled to attend, personally or with counsel, and participate in the proceedings. Such participation may include the filing of briefs and affidavits. 6. The hearings can be open to the public; owever, upon agreement of both parties, the proceedings may be confidential and closed to the public. • 97 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Assessment Arbitration Rules and Procedures Latest Revision Date: May 6, 1996 7. Record of Proceedings -- No record of the proceedings is required. G. ARBITRATOR'S DECISION: The arbitrator's decision shall be in writing and signed by the arbitrator. The arbitrator shall deliver a copy of his decision to the parties personally or by registered mail within ten (10) days of the hearings. Such decision shall be final and not subject to review or appeal. The arbitrator's decision shall include: 1. The county docket number. 2. The title of the document as "ARBITRATION AWARD". 3. The full case name. 4. The identities of the parties who were present at the hearing, either in person or by counsel. 5. That the arbitrator has found in favor of the taxpayer or the County Board of Equalization and against the other party. 6. The particular schedule number in question or dispute. 7. The amount of change in valuation of the subject property, if any. 8. The amount of the arbitrator's fees and expenses not including counsel's fees incurred in conducting the arbitration and which party or both are to pay those fees. NOTE: Arbitrator's fees for residential real property shall not exceed $150.00. For all other property arbitrator's fees shall be an amount agreed upon by the taxpayer and county. 9. A signature line for the arbitrator and the date of the decision. 10. Witness fees and costs -- Each party shall pay the party's own witness fees, attorney's fees and miscellaneous costs. 98 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION AIDS Policy Latest Revision Date: May 6, 1996 Because AIDS is a bloodborne, sexually transmitted disease that is not spread by casual contact, this document does not recommend routine HIV antibody screening for the groups addressed. Because AIDS is not transmitted through preparation for serving of food and beverages, these recommendations state that food-service workers known to be infected with AIDS should not be restricted from work unless they have another infection or illness for which such restriction would be warranted. Persons at increased risk for acquiring infection with human immunodeficiency virus, the virus that causes Acquired Immunodeficiency Syndrome (AIDS), include homosexual and bisexual men, intravenous (IV) drug abusers, persons transfused with contaminated blood or blood products, heterosexual contacts of persons with HIV infection, and children born to infected mother. HIV is transmitted through sexual contact, parenteral exposure to infected blood or blood components, and perinatal transmission from mother to neonate. The kind of nonsexual person-to-person contact that generally occurs among workers and clients • or consumers in the workplace, does not pose a risk for transmission of HIV. Transmission from Patients to Health Care Workers: Recommendations for Health Care Workers emphasize precautions appropriate for preventing transmission of bloodborne infectious diseases, including HIV and Hepatitis infections. Thus, these precautions should be enforced routinely, as should other standard infection-control precautions, regardless of whether Health Care Workers or patients are known to be infected with HIV. In addition to being informed of these precautions, all Health Care Workers, including students and house-staff, should be educated regarding the epidemiology, modes of transmission and prevention of HIV infection. Recommended Precautions for Health Care Workers: These precautions represent prudent practices that apply to preventing transmission of HIV and other bloodborne infections and should be used routinely. 1. Sharp items (needles, scalpel blades, and other sharp instruments) should be considered as potentially infective and be handled with extraordinary care to prevent accidental injuries. 2. Disposable syringes and needles, scalpel blades, and other sharp items should be placed into puncture-resistant containers located as close as practical to the area in which they were used. To prevent needlestick injuries, needles should not be recapped, purposefully bent, broken, removed from disposable syringes, or otherwise manipulated by hand. • 99 LLD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION AIDS Policy Latest Revision Date: May 6, 1996 3. When the possibility of exposure to blood or other body fluids exists, routinely recommended precautions should be followed, The anticipated exposure may require gloves, alone, as in handling items soiled with blood or equipment contaminated with blood or other body fluids, or may also require gowns, masks, and eye-coverings when performing procedures involving more extensive contact with blood or potentially infective body fluids, as in some dental or endoscopic procedures or postmortem examinations. Hands should be washed thoroughly and immediately if they accidentally become contaminated with blood. 4. To minimize the need for emergency mouth-to-mouth resuscitation, mouth pieces, resuscitation bags, or other ventilation devices should be strategically located and available for use in areas where the need for resuscitation is predictable. Resuscitation equipment and devices, known or suspected to be contaminated with blood or other body fluids, should be used once and disposed of or be thoroughly cleaned and disinfected after use. • 5. Pregnant Health Care Workers are not known to be at greater risk of contracting HIV infections than Health Care Workers who are not pregnant; however, if a Health Care Worker develops HIV infection during pregnancy, the infant is at increased risk of infection resulting from perinatal transmission. Management of Parenteral and Mucous Membrane Exposures of Health Care Workers: If a Health Care Work has a parenteral (e.g. needlestick or cut) or mucous membrane (e.g. splash to the eye or mouth) exposure to blood or other body fluids, the source patient should be assessed clinically and epidemiologically to determine the likelihood of HIV infection. If the assessment suggests that infection may exist, the patient should be informed of the incident and requested to consent to serologic testing for evidence of HIV infection. The Health Care Worker should be evaluated clinically and serologically for evidence of HIV infection as soon as possible after the exposure, and if seronegative, retested after 6 weeks and on a periodic basis thereafter(e.g. 3, 6 months following exposure) to determine in transmission has occurred. Transmission from Health Care Worker to Patients: Health Care Workers known to be infected with HIV who do not perform invasive procedures, need not be restricted from work unless they have evidence of other infection or illness for which any Health Care Worker should be restricted. 100 11111 WELD COUNTY ADIVIINISTRATNE MANUAL • GENERAL ADMINISTRATION AIDS Policy Latest Revision Date: May 6, 1996 Precautions to Prevent Transmission of HIV Infection from Health Care Workers to Patients: These precautions apply to all Health Care Workers, regardless of whether or not they perform invasive procedures: 1. All Health Care Workers should wear gloves for direct contact with mucous membranes or non-intact skin of all patients. 2. Health Care Workers who have exudative lesions or weeping dermatitis should refrain from all direct patient care and from handling patient-care equipment until the condition resolves. Management of Parenteral and Mucous Membrane Exposure to Patients: If a patient has a parenteral or mucous membrane exposure to blood or other body fluids of a Health Care Worker, the patient should be informed of the incident and the same procedure outlined above for exposures to Health Care Workers • to patients should be followed for both the source Health Care Worker and the potentially exposed patient. Risk of Occupational Acquisition of Other Infectious Disease by Health Care Workers Infected with HIV: Health Care Workers who are known to be infected with HIV and who have defective immune systems are at increased risk of acquiring or experiencing serious complications of other infectious disease. Of particular concern is the risk of severe infection following exposure to patients with infectious disease that are easily transmitted if appropriate precautions are not taken (e.g., tuberculosis). Health Care Workers infected with HIV should be counseled about the potential risk associated with taking care of patients with transmissible infections and should continue to follow existing recommendations for infection control to minimize their risk of exposure to other infectious agents. The Health Care Workers personal physician(s), in conjunction with their institution's personnel health services or medical directors, should determine on an individual basis whether the infected Health Care Workers can adequately and safely perform patient-care duties, and suggest changes in work assignments if indicated. Sterilization, Disinfection, Housekeeping, and Waste Disposal to Prevent Transmission of HIV: Sterilization and disinfection procedures currently recommended for use in health care and dental facilities are adequate to sterilize or disinfect instruments, devices, or other items contaminated with the blood or other body fluids from individuals infected with HIV. Laundry and dishwashing cycles commonly used in hospitals are adequate to decontaminate linens, dishes, glassware and utensils. When cleaning environmental surfaces, housekeeping procedures commonly used in hospitals are adequate; surfaces exposed to blood and body fluids should be cleaned with a detergent followed by decontamination using an EPA approved hospital disinfectant that is mycobactericidal. Individuals cleaning up such spills should wear disposable gloves. • 101 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION AIDS Policy Latest Revision Date: May 6, 1996 Blood and other specimens should be labeled prominently with a special waming such as "Blood Precautions". All blood specimens should be placed in a second container for transport. The container should be examined carefully for leaks or cracks. Spills of blood or other bodily fluids should be cleaned with soap and water or a household detergent. Individuals cleaning up such spills should wear disposable gloves. A disinfectant solution of freshly prepared 1:10 dilution of sodium hypochlorite (household bleach) should be used to wipe the area after cleaning. Articles soiled with blood should be placed in an impervious bag prominently labeled "Blood Precautions" before being sent for reprocessing or disposal. Alternatively, such contaminated items may be placed in plastic bags of a particular color designated solely for disposal of infectious wastes by the hospital. Disposable items should be incinerated or disposed of in accord with the hospital's policies for disposal of infectious wastes. Reusable items should be reprocessed,in accordance with hospital policies for hepatitis B virus-contaminated items. Lensed instruments should be sterilized after use on AIDS patients. Blood and other body fluids can be flushed down the toilet. Considerations Relevant to Other Workers: 1. PERSONAL SERVICE WORKERS. Personal Service Workers are defined as individuals whose occupations involve close personal contact with clients (e.g., hairdressers, barbers, estheticians, cosmetologists, manicurists, pedicurists, massage therapists). Personal Service Workers whose services (tattooing, ear piercing, acupuncture, etc.) require needles or other instruments that penetrate the skin, should follow precautions indicated for Health Care Workers. Any Personal Service Worker with exudative lesions or weeping dermatitis, regardless of HIV infection status, should refrain from direct contact with clients until the condition resolves. Personal Service Workers known to be infected with HIV need not be restricted from work unless they have evidence of other infections or illnesses for which any Personal Service Worker should also be restricted. 2. FOOD SERVICE WORKERS. Food Service Workers are defined as individuals whose occupations involve the preparation or serving of food or beverages (e.g., cooks, caterers, servers, waiters, bartenders, airline attendants). All epidemiologic and laboratory evidence indicates that bloodborne and sexually transmitted infections are not transmitted during the preparation or serving of food or beverages, ad no instances of HBV or HIV transmission have been documented in this setting. 102 . LLD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION AIDS Policy Latest Revision Date: May 6, 1996 All Food Service Workers should follow recommended standard practices of good personal hygiene and food sanitation. All Food Service Workers should exercise care to avoid injury to hands when preparing food. Should such an injury occur, both aesthetic and sanitary considerations would dictate that food contaminated with blood be discarded. Food Service Workers known to be infected with HIV need not be restricted from work unless they have evidence of other infection or illnesses for which any Food Service Worker should also be restricted. 3. OTHER WORKERS SHARING THE SAME ENVIRONMENT. No known risk of transmission to co-workers, clients, or consumers exists from HIV infected workers in other settings (e.g., offices, schools, factories, construction sites). Workers known to be infected with HIV should not be restricted from work solely based on this finding. Moreover, they should not be • restricted from using telephones, office equipment, toilets, showers, eating facilities, and water fountains. Equipment contaminated with blood or other body fluids of any worker, regardless of HIV infection status, should be cleaned with soap and water or a detergent. A disinfectant solution or a fresh solution of sodium hypochlorite (household bleach) should be used to wipe the area after cleaning. • 103 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Employee Car Pooling Latest Revision Date: May 6, 1996 It is the policy of Weld County to encourage all Weld County employees to enter into car pooling arrangements with other employees for transportation to and from work to the end that energy may be conserved and further, to reduce the problem created by the limited number of parking spaces available in the Weld County Centennial Center, and the area adjacent to the Weld County Centennial Center. I 104 WELD COUNTY • ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Collect Calls by Employees to Centennial Center Latest Revision Date: May 6, 1996 No collect calls shall be accepted by the county switchboard, except as designated by the Board of County Commissioners. A. The County Commissioners shall institute a system of telephone credit cards to be used by departments who, within their normal conduct of county business, find it necessary for employees located outside of the Centennial Center to contact the Center on a regular basis. B. The cards shall be issued by the County Commissioners on a department-by-department basis as the need for such cards is demonstrated. The request for department credit cards shall be made by the department head. • C. Each card shall be coded to denote the employee user. Only those charges for calls made to the employee's department number shall be accepted. Charges for any calls made by an employee or official using a county credit card which are not made to the employee's department number shall be deducted from the individual's paycheck. D. The Board of County Commissioners shall have the right to require any department or individual to discontinue the use of credit cards upon evidence of misuse. E. Exceptions to this policy: 1. The Sheriff and District Attorney's offices shall continue to work under the present credit card agreement existing between those departments and the Phone Services Department. F. Criteria to be used by the County Commissioners in determining need: 1. If the quantity of such calls required on a regular basis is significant. 2. If the vehicles used by the requesting department or individual do not have two-way communications equipment. • 105 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Reimbursement Policy for Damage Incurred During Emergency, Disaster, or Search and Rescue Situations Latest Revision Date: May 6, 1996 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 countys 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. 41This 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. 106 , WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Compensation to Individuals for Losses Associated with Animals and Equipment While in Volunteer Capacity Latest Revision Date: May 6, 1996 The Board of County Commissioners of Weld County, on July 27, 1988, adopted the following policy: "That within the self-insurance fund of Weld County, funds shall be provided to insure volunteers' dogs and horses and associated equipment from losses or damages incurred while performing in a volunteer capacity for the Sheriff in amounts not to exceed $2,000 for loss or injury to the animal and $500 for loss or damage to associated equipment for any single occurrence with the claim to be determined by the Sheriff based upon fair market value of the loss incurred, said decision by the Sheriff shall be the final administrative decision. This action is not intended as a waiver of sovereign immunity pursuant to CRS Section 24-10-104 (1987 Cum. Supp.) but is intended as reimbursement for volunteer's expenses." • • 107 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Emergency Closing Procedure Latest Revision Date: May 6, 1996 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. 108 WELD COUNTY ADMINISTRATIVE MANUAL • GENERAL ADMINISTRATION Smoking in Buildings and Vehicles Under the Control of Weld County Latest Revision Date: May 6, 1996 By resolution on May 9, 1988, the Board of County Commissioners adopted the following policy regarding smoking in buildings and vehicles under the control of Weld County: Effective July 1, 1988, smoking is prohibited in all buildings and vehicles under the control of Weld County, Colorado, by and through the Board of County Commissioners of Weld County. Signs will be posted in all buildings and vehicles which shall notify employees and visitors of this policy. Employees of Weld County found to be in violation of this policy will be subject to disciplinary actions as stated in Weld County Ordinance #118, as amended; the Weld County Personnel Policy Handbook. If visitors are found to be in violation of this policy, . they will be notified of it and asked to extinguish their smoking materials. • 109 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Service Awards Latest Revision Date: November 22, 1999 Weld County appreciates the extended service of its employees and provides service recognition awards for employees who have completed ten and twenty years of continuous affiliation as an active full-time or part-time employee. The ten-year award shall be an emerald pin and the twenty year award shall be a ruby pin. The service awards shall be presented annually at an awards ceremony scheduled by the Board of County Commissioners. Employees formally retiring from Weld County service who have served continuously as an active employee for eight years or more may be awarded a retirement pin at the time of their retirement by the Board of County Commissioners upon the recommendation of the employee's department head or elected official. Receipt of the above awards is not an employee right or guaranteed benefit. The award of the retirement or service pins can be terminated by the Board at any time. 110 TELD COUNTY ADmiNZSTRATIVE MANUAL • GENERAL ADMINISTRATION Cellular Phones Latest Revision Date: May 6, 1996 Any department or office needing a cellular phone will complete a Cellular Phone Request Form, available through the Phone Services Department. On the form the department shall indicate the service requested and the justification for the cellular phone. Phone Services staff will identify the costs to acquire and operate the phone and make a recommendation to the Director of Finance and Administration concerning the request. The Director of Finance and Administration will then make a recommendation to the Board of County Commissioners. The Board of County Commissioners will then approve or disapprove the request. Only those requests approved by the Board of County Commissioners will be permitted to acquire a cellular phone with county funds. • 111 WELD COUNTY ADMINISTRATIVE MANUAL I GENERAL ADMINISTRATION Road and Bridge Policies Latest Revision Date: May 6, 1996 Ordinance#180, adopted on May 31, 1995, with subsequent alpha designations, specifies the Public Works Policies currently in effect and replaces all Road and Bridge Policies, Fugitive Dust Control on Weld County Roads, and Procedures Regarding Survey Monuments previously stated herein. Please refer to the Public Works Policy Manual for specific policies. 41 112 WELD COUNTY ADMINISTRATIVE MANUAL GENERAL ADMINISTRATION Policy Regarding Temporary Closure of Weld County Roads Latest Revision Date: May 6, 1996 According to state statute, Section 42-4-406(6)(a), CRS, ". . . local authorities, within their respective jurisdictions may, for the purpose of road construction and maintenance, temporarily close to through traffic or to all vehicular traffic any highway or portion thereof for a period not to exceed a specified number of work days for project completion and shall, in conjunction with any such road closure, establish appropriate detours or provide for an alternative routing of the traffic affected. . ." In the past numerous requests have been received from the Public Works Department for temporary closure of Weld County roads for periods of 72 hours or less, due to temporary road conditions and/or road construction. Said requests for closure have often been placed on the board's agenda for consideration after the roadways have been reopened and the need for the temporary closure has been obviated. By resolution dated January 10, 1994, the board delegated the duty of ordering temporary closure of Weld County roads for periods of 72 hours or less to the Weld County Director of Public Works, for the following purposes: A. For the protection of health, safety, and welfare of the traveling public from unsafe road conditions. B. Maintenance of Weld County roads and bridges. C. Construction of Weld County roads and brides. The Director of Public Works is directed by the Board to post such traffic control devices as shall be reasonably necessary to regulate, warn, and/or guide traffic on or around those Weld County roads and bridges which have been temporarily closed and that said traffic control devices shall conform to the Federal Manual on Uniform Traffic Control Devices. The Director of Public Works shall report said closures to the board on a monthly basis. • 113 RESOLUTION Re: Doing County Business with a Council Member WHEREAS, a ruling has been requested of the Weld County Council as to doing county business with council members; and WHEREAS, the question has been raised if it is proper for council members to be on vendor and bid lists; and WHEREAS, the Home Rule Charter for Weld County provides in Section 16-9 as follows: Section 16-9--Conflict of Interest. (1) General: No County officer, member of an appointed Board, or employee shall have any interest in any enterprise or organization doing business with Weld County which might interfere with the unbiased discharge of his duty to the public and the best interest of the County. This restriction shall not apply where the officer, member of an appointed board, or employee's depart- _- ment has no direct contact nor business transaction with any enterprise or organization. NOW, THEREFORE, be it resolved, that the Weld County Council concludes that it would constitute a conflict of interest for council members to do ,iFr' 4041-xb^ ,•�sEu�e�.a—w-S,,ria business with the county. The above and foregoing Resolution was, on Motion duly made and seconded, adopted by the following vote on the fifth day of May, 1983. WELD COUNTY COUNCILnil G2, cGc,L� (Yea) Donald A. Elliott, President • r/(29724^ do /�/}/�/l Plr en iOeaa—�) eAnn Emerson, Vice President SktgritTS,secs)tieN :WASew n kx , "C/1� (�4,4 1X41 _ P•" ricia Anderson dil Lid,Zit) (Yea) William A. Rupp 7y ABSENT Ralph E. Waldo, Jr. I Date Signed: June 2, 1983 Resolution No: 39 nc P..,ci.,_ WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Table of Contents Latest Revision Date: May 10, 1999 STATEMENT OF POLICY 2 RELATIONSHIP WITH VENDOR'S REPRESENTATIVES 5 BIDS AND QUOTATIONS 6 COOPERATIVE PURCHASING 10 PAYMENTS TO VENDORS 11 EXPENDITURES NOT REQUIRING REQUISITIONS 12 SPROCEDURE FOR CONTRACT FOR PERSONAL SERVICES OR INDEPENDENT CONTRACTOR 15 SELECTION OF PROFESSIONAL SERVICES WHERE BID IS INAPPROPRIATE 17 GENERAL INFORMATION 18 QUESTIONED PURCHASE REQUISITIONS 19 DAMAGED MERCHANDISE 20 PRODUCT STANDARDIZATION 21 DISPOSAL OF SURPLUS PROPERTY 22 NOTICE OF EMERGENCY PURCHASES 24 CODE OF ETHICS 25 1 WELD COUNTY ADMINISTRATIVE MANUAL 4 PURCHASING POLICIES AND PROCEDURES Statement of Policy Latest Revision Date: May 10, 1999 STATEMENT OF POLICY The Local Government Budget Law of Colorado, Section 29-1-104, C.R.S., provides that each local government shall adopt an annual budget. Such budget shall present a complete financial plan for the ensuing fiscal year. It shall set forth all proposed expenditures for the administration, operation, and maintenance of all offices, departments, boards, commissions, and institutions of such local government including publicly owned and operated utilities and enterprises. Section 29-1-111, C.R.S., and Section 14-2 of the Weld County Home Rule Charter provide that before the beginning of the fiscal year, the Board of County Commissioners shall enact an ordinance making appropriations for the ensuing fiscal year. The amounts appropriated for the offices, departments, boards, commissions, and other spending agencies shall not exceed the amount fixed therefore in the budget adopted by the governing body. Section 29-1-113, C.R.S., provides that during the fiscal year, no officer, department, board, commission, Al or other spending agency shall expend or contract to expend any money, or incur any liability, or enter into any contract which, by its terms, involves the expenditure of money for any of the purposes for which provision is made in the appropriation ordinance in excess of the amount appropriated in said ordinance for such officer, department, board, commission, other spending agency, or purpose, for such fiscal year. Any contract, verbal or written, made in violation of this section shall be void as to the local government, and no moneys belonging thereto shall be paid thereon. Section 3-8(4)(m) of the Home Rule Charter provides that all contracts must be approved and executed by the Board of County Commissioners. The Chair of the Board shall sign all contracts. Section 29-1-118, C.R.S. provides that any member of the governing body of any county, or any member, officer, employee, or agent of any department, board, commission, or other spending agency who knowingly or willfully fails to perform any of the duties imposed upon him by the foregoing sections of the Colorado Revised Statutes, or who knowingly and willfully violates any of its provisions is guilty of malfeasance in office, and, upon conviction thereof, the court shall enter judgement that such officer so convicted shall be removed from office. Accurate records of expenditures and encumbrances must be kept by the Department of Finance and Administration so that department heads and elected officials can be informed on a timely basis of expenses and obligations in comparison to the adopted budget of Weld County. By utilizing a consistent policy of purchasing procedures, Weld County's elected officials and department heads will find it easier to comply with the provisions of the Colorado State Statutes and Weld County Home Rule Charter. a 2 WELD COUNTY i ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Statement of Policy Latest Revision Date: May 10, 1999 This manual will provide reference for questions that may arise, and will assist in prompt procurement consistent with economy. The Weld County Home Rule Charter provides that Central Purchasing shall: Establish, maintain, and operate the Central Purchasing Office for the county. Responsibilities of the Purchasing Office shall include the purchase, storage and distribution of supplies, materials, property, equipment and inventory pursuant to policies and procedures established by the Board and in accordance with this Charter and the laws of the state. The policy of the Purchasing Department in the discharge of these duties will include, with the assistance el, of other departments and agencies, the establishment of reliable and reputable sources of supply, the fostering of competition, and good procurement practices consistent with timely accomplishment of its goals. All negotiations will be conducted on the highest level of business ethics. All contact with existing or potential suppliers after submission of a purchase requisition are to be made by or with the knowledge and approval of the Purchasing Department. While establishing and maintaining satisfactory supplier relationships, the acceptance or solicitation of entertainment, loans, gifts, or special considerations by any Weld County personnel will not be permitted. Compliance with the provisions of this manual is mandatory. Any provisions which adversely affect the performance of any department's vital services shall immediately be called to the attention of the Director of Finance and Administration. Should any portion of this manual be in conflict with State Statutes, the provisions of the State Statutes shall apply. It shall be deemed a violation of this manual for any Weld County personnel to: 1. Seek, accept, or offer to provide, directly from or to any individual, partnership, association, corporation, or other business entity or representative thereof, doing or seeking to do business with Weld County, loans (except with banks or other financial institutions), services, payments, entertainment and travel, vacation or pleasure trips, or any gift or money in any amount. 2. Knowingly exaggerate requirements for the purpose of temporarily enjoying a better price. • 3 WELD COUNTY ADMINISTRATIVE MANUAL I PURCHASING POLICIES AND PROCEDURES Statement of Policy Latest Revision Date: May 10, 1999 3. Knowingly underestimate requirements or deny the existence of a requirement to avoid doing business with a particular supplier. 4. Knowingly misrepresent competitor's prices, quality or services to obtain concessions. 5. Purchase goods or services without proper procedures. ANY GOODS OR SERVICES PURCHASED WITHOUT PROPER PURCHASING PROCEDURES WILL NOT BE PAID FOR BY WELD COUNTY AND WILL BECOME THE PERSONAL LIABILITY OF THE INDIVIDUAL MAKING COMMITMENT TO THE VENDOR FOR THE ILLEGAL PURCHASE. Any employee found in violation of the provisions of this section will be subject to disciplinary actions. r I 4 WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Relationship with Vendor's Representatives Latest Revision Date: May 10, 1999 RELATIONSHIP WITH VENDOR'S REPRESENTATIVES PURCHASING DEPARTMENT RELATIONSHIP: The relationship between the purchaser and the seller is one of mutuality. No contract that proves unsatisfactory to the vendor can be regarded as totally satisfactory to the buyer. It is the responsibility of the Purchasing Department to establish a relationship of mutual confidence and satisfaction between the county and its suppliers. The individual departments should not be burdened with visits from suppliers. To avoid this, they should observe the following procedures: 1. All vendor's representatives will be received by the Purchasing Department; and when necessary for them to talk with department heads, the interview will be arranged by the Purchasing Department. If a vendor should contact the department direct, he/she shall be immediately referred to the Purchasing Department. No solicitation by a vendor is permitted in departments unless approval is received from the Purchasing Department. 2. The Purchasing Department will inform or distribute to department heads, useful information received from interviews, catalogs, advertising, etc. 3. All correspondence with suppliers shall originate in the Purchasing Department. When necessary for the departments to correspond with the vendors on some technical matter, copies of that correspondence will be sent to the Purchasing Department. 5 WELD COUNTY ADMINISTRATIVE MANUAL i PURCHASING POLICIES AND PROCEDURES Bids and Quotations Latest Revision Date: May 10, 1999 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 I 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, C.R.S., 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, 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." 6 WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Bids and Quotations Latest Revision Date: May 10, 1999 Section 43-2-209, C.R.S., 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." The Purchasing Department 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. 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($7,500)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 Director of General Services, formal bids may be advertised in the official county 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). 7 WELD COUNTY ADMINISTRATIVE MANUAL 4 PURCHASING POLICIES AND PROCEDURES Bids and Quotations Latest Revision Date: May 10, 1999 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. When bids are received, they shall be stamped with the date and time received, initialed by the person receiving them, and filed until opened. 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. If bids are submitted by facsimile transmission, the vendor must include the following statement, "I hereby waive my right to a sealed bid". Bidders are invited, but are not required to attend the bid opening. QUOTATIONS/INFORMAL BIDS: Other than those supplies purchased pursuant to Sections 30-2-109 through 112, C.R.S., purchases of goods or equipment 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. 8 r WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Bids and Quotations Latest Revision Date: May 10, 1999 The formal bid procedures may be used for purchases under the amount established by the annual purchasing ordinance ($7,500)when the best interest of the county so dictates; however, the informal bid procedure is normally used for small dollar value items or to speed delivery and reduce administrative cost. In all cases, the procedure used to obtain prices shall be calculated to achieve maximum economy for the county. Informal purchases may include any of the following: 1. Quotations on standard quotation forms. 2. Telephone quotations. 3. Purchase on the basis of parts history cards. 4. Recent competitive bid prices which 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. 6. Items under $200 may be acquired from a vendor without quotes by the Purchasing Department in order to expedite the procurement of small purchases for departments and save the purchasing department personnel time for larger, more complicated buying. 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. In the event items do not meet specifications required by the bid document, the Purchasing Department may reject the bid or, at its discretion,ask for additional documentation from the vendor regarding evidence of why the alternate will satisfy the need. If documentation justifies, the County may invite the vendor to provide a demonstration. Based upon data and/or demonstration,the Purchasing Department may accept an alternative bid with the approval of the Director of General Services. 9 WELD COUNTY ADMINISTRATIVE MANUAL 4 l PURCHASING POLICIES AND PROCEDURES Cooperative Purchasing Latest Revision Date: May 10, 1999 COOPERATIVE PURCHASING The purchasing agent may participate in joint bidding with other public agencies if it is deemed in the best interests of the county. The Board of County Commissioners can accept any of the State bids without rebidding the same goods/services at the discretion of the Board or the Purchasing Department. r 10 . WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Payment to Vendors Latest Revision Date: May 10, 1999 PAYMENTS TO VENDORS All bills paid by Weld County are paid through the Banner Accounting System and fall into one of the following categories: 1. Direct Pay and Under $200 Purchase Orders - Payments without system-generated Purchase Order. Expenditures in this category do not require a requisition. Please see list on the following page. To obtain an under $200 Purchase Order, contact the Purchasing • Department, then process payment through the Banner Accounting System as a Direct Pay. 2. Regular Pay - Payments with system-qenerated Purchase Order. Expenditures in this category require both a requisition and purchase order. In a few instances and only upon approval of the Director of Finance and Administration, an expenditure without a requisition and purchase order may be paid if, in his opinion, circumstances warrant payment. NO DEMAND FOR MONEY AGAINST THE COUNTY SHALL BE APPROVED,ALLOWED,AUDITED OR PAID UNLESS IT SHALL BE IN WRITING, DATED AND SUFFICIENTLY ITEMIZED TO IDENTIFY THE EXPENDITURE. 11 WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Expenditures not Requiring Requisitions Latest Revision Date: May 10, 1999 EXPENDITURES NOT REQUIRING REQUISITIONS It has been determined that it is not in the best interests of the county to require requisitions on all purchases of goods or services. Following is a list of the expenses which will be processed for payment in the Accounting Department without a requisition and purchase order: 1. Advertising. Advertisements placed in newspapers for job openings, bids, and legal notices. 2. Allocations to outside agencies. Payments made to agencies outside county government for which an amount was determined at budget hearings. (Non-profit agencies, libraries, cities, etc.) 3. Auto mileage and personal reimbursements. Reimbursements to county employees or individuals for expenses paid out-of-pocket. Mileage to be reimbursed at current rate per mile for authorized travel on county business. 4. Coroner's fees. Fees paid to County Coroner, investigators, pathologists. 5. Dues, meetings, and travel expenses. Dues to organizations, registration fees for. seminars, conventions, expenses incurred while attending seminars and conventions such as hotel bills, food, cab fare, etc. 6. Education and training expenses. Fees paid to organizations for training of county employees (including Manpower and other Human Services Department clients). 7. Expert witnesses. Expert witnesses called by the District Attorney, County Attorney, or Sheriff to testify in Weld County's behalf. 8. Postage. Stamps, postage paid envelopes, or postcards. 9. Rent payments. Monthly rental payments for office equipment, buildings, vehicles, etc. 12 I WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Expenditures not Requiring Requisitions Latest Revision Date: May 10, 1999 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 and Publications. Publications, books, magazines, or published materials. 15. Personal Services Contracts. Personal services contract previously approved. el16. Vehicle Fuel. Gas, diesel, and propane. 17. Computer Support. Computer hardware, software, maintenance, and supplies when determined by Director of Finance and Administration not to be competitive resources compatible to Weld County's computer environment. 18. Repair and Maintenance Agreements. IBM, Xerox, office equipment, etc. (Exception: when vendor requires purchase order prior to working on equipment.) 19. Towing. Vehicles towed by Sheriff or emergency towing of county vehicles. 20. Medical and Fringe Benefit Claims. Payment made for insurance claims or flexible benefit accounts. 21. Film Processing. Charges paid for the processing of film by departments. 22. Petty Cash. Reimbursements to petty cash funds. 23. Waived Items. The Director of Finance and Administration may waive the requirement for requisition and purchase order when warranted by circumstances. 13 1 WELD COUNTY ADMINISTRATIVE MANUAL � PURCHASING POLICIES AND PROCEDURES Expenditures not Requiring Requisitions Latest Revision Date: May 10, 1999 ROUTING OF INVOICE ON EXPENDITURES NOT REQUIRING REQUISITION (DIRECT PAYS): Stamp the original copy of the invoice with the payable stamp and send it, along with any remittance copy, to the Accounting department for payment. 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. The invoice must be signed by the Department Head or authorized individual. Appropriate on-line approvals for the Banner Accounting System must be completed, with the Accounting Department having final approval on all payments. After approvals are complete, the warrant will be printed and mailed out with appropriate remittance documents. 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. 14 1 1 WELD COUNTY 4 ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Contracts for Personal Services or Independent Contractor Latest Revision Date: May 10, 1999 PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES OR INDEPENDENT CONTRACTOR Individuals or companies hired to perform professional services or independent contract work (e.g. researchers, programmers, temporary clerical, counselors, etc.) must have a signed contract stating they are Independent Contractors, as well as the terms of the agreement. SELECTION PROCESS: • The selection/acquisition process should be the same as for any other goods or services purchased by the county. The selection process will be in accordance with purchasing procedures and may vary with each specific service. A request should be made to the Purchasing Department in the form of a requisition requesting the services. Purchasing will then contact the requesting department regarding the service and available vendors (either individual or company). If the service can be provided by other than a sole provider, a request for proposal or request for quote will be made by the Purchasing Department with assistance from the requesting department. In the case of a sole provider, the Purchasing Department will make the determination that no other qualified vendor is available or practical for use by the county. In cases of a sole provider, the reason or reasons for specifying sole provider must be stated in the signed contract for the record. Where it is in the best interest of the county, contracts for professional services can be on a multiple year basis with annual renewals at the option of the county. Contracts over $7,500 will follow the normal purchasing process as specified in these policies and procedures,which requires presentation to the Board of County Commissioners for approval and specific board action on the individual contract. Contracts under $7,500 will follow the normal purchasing process specified, but can be approved by the Purchasing Department and the contract be placed on the Standard Agreement Form approved by the County Attorney and Board of County Commissioners. The Standard Agreement must be signed by Chair of the Board of County Commissioners, who has been delegated blanket authority by the full board. el 15 • WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Contracts for Personal Services or Independent Contractor Latest Revision Date: May 10, 1999 Colorado Revised Statutes and Section 3-8(4)(M)of the Home Rule Charter require that all contracts must be approved by the Board of County Commissioners and signed by Chair of the Board in order to be valid. Therefore, prior to utilization of any independent contractor, a signed contract should be completed to avoid any personal liability. Individual contracts and the Standard Agreement Form approved by the Board of County Commissioners and the County Attorney specify the terms of the contract and has additional provisions which protect the interests of the county, as well as individual county employees who may be involved with the actual work being performed. PROCEDURE: 1. The Standard Agreement form will be completed by the Purchasing Department after the bid process or proper procedure has been completed. 2. Purchasing will send the Standard Agreement Form to the Department of Finance for approval of the Director of Finance and Administration and Chair of the Board. 3. Accounting will complete the account section of the contract and return copies to Purchasing and the requesting department. The original will be retained in the Accounting Department. 4. The Accounting Department will encumber the contract amount and verify each payment. 5. The department making the payment should enter the data for payment into the Banner Accounting System, being sure to note the contract number as the Purchase Order number. 6. After approvals, the warrant will be printed and mailed to the Contractor. 16 I WELD COUNTY • ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Selection of Professional Services Where Bid is Inappropriate Latest Revision Date: May 10, 1999 SELECTION OF PROFESSIONAL SERVICES WHERE BID IS INAPPROPRIATE In the event professional services are needed by a Weld County department or office and it is either inappropriate or impractical to get a firm bid or proposal, the following procedure shall be utilized: 1. A bid conference will be held to discuss the project or service with perspective bidders. 2. A request for proposal in writing will be developed and distributed to all bidders describing the scope of service or project, information requested, and dates of submission. 3. In all cases the proposals shall provide, at a minimum: A. Scope of work B. Qualifications of bidder C. Estimated range of time or effort D. Rate structure to charge county E. Copy of contract (if available) proposer would use F. References for similar jobs 4. Upon receipt of the proposals, the Director of General Services and Department Head or Elected Official shall review all proposals and, where necessary, interview the top candidates. 5. For proposals under $7,500 the Department Head or Elected Official and Director of General Services, together with the Board and any other parties requested by the Board, shall review the proposals and interview the proposers, as necessary, in a work session. The Board will then select the company or individual who is the most economical, most qualified, and can best serve the needs of Weld County. 6. For proposals over $7,500 the proposals shall be presented to the Board at a regular meeting and during the 10-day consideration period the Director of General Services and Department Head or Elected Official, together with the Board and any other parties requested by the Board, shall review the proposals and, as necessary, interview the top bidders for consideration for final selection. In a regular Board meeting, the Board will then select the company or individual who is the most economical, most qualified, and can best serve the needs of Weld County. 17 • WELD COUNTY ADMINISTRATIVE MANUAL 1 PURCHASING POLICIES AND PROCEDURES General Information Latest Revision Date: May 10, 1999 GENERAL INFORMATION A smooth flow of requisitions, purchase orders, and invoices must be accomplished. Departments can assist by giving the Purchasing Department as much time as possible to fill an order. The Purchasing Department will endeavor to complete the order in a reasonable amount of time. If there are problems or complaints that cannot be worked out between departments and the Purchasing Department, the Director of Finance and Administration should be notified. The purchasing agent shall purchase only those supplies, materials, and equipment requested by a using department. The agent will, however, keep department personnel informed on price changes, deliveries and other information that is in the best interest of sound county fiscal policy. The Board of County Commissioners of Weld County, Colorado, may, by motion or resolution, purchase an item of used equipment which, by its very nature is not biddable as a practical matter; however, all such purchases of used equipment, if from other than another governmental entity and/or over $7,500, must be approved by the Board of County Commissioners at a regular board meeting by motion or resolution of the Board. All provisions of the Weld County Home Rule Charter prohibiting employees and elected officials of Weld County, Colorado, from doing business with Weld County, Colorado, shall be strictly adhered to in connection with the purchase of all supplies, services, materials, and equipment by the Purchasing. Department and department heads. You are encouraged to seek the assistance of the purchasing staff as early in the acquisition process as possible and necessary. It is at the beginning of the process that using departments can realize the major benefits provided by the Purchasing Department staff, who will suggest products or services to meet your needs; contact vendors to obtain literature and set up demonstrations; obtain price and delivery information; and investigate alternatives, including their advantages, disadvantages, and costs. These services are available to you as soon as you decide to solve a supply problem. Departments should contact the Purchasing Department prior to budgeting and/or submitting a requisition. If it is necessary for a department to contact a vendor directly, call the Purchasing Department for approval prior to contacting the vendor. In the event no bids are received for an item, the Director of General Services is authorized to negotiate a purchase on behalf of the county. Final negotiated purchase must be approved by the Board. 18 r WELD COUNTY • ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Questioned Purchase Requisitions Latest Revision Date: May 10, 1999 QUESTIONED PURCHASE REQUISITIONS The Director of General Services has the right and the duty to question any item(s) on a requisition that may be unnecessary and/or unreasonable. The Director of General Services does not, however, assume the authority to refuse to authorize the purchase of the item(s) requisitioned. In the event of a questioned requisition, the matter will be brought to the attention of the Board of County Commissioners, who, in its capacity,will make the final administrative determination concerning the purchase. (In the case of elected officials, the only requisitions questioned would be those, which if filled, would cause a budget overrun). • • 19 WELD COUNTY ADMINISTRATIVE MANUAL 4 PURCHASING POLICIES AND PROCEDURES Damaged Merchandise Latest Revision Date: May 10, 1999 DAMAGED MERCHANDISE There are two types of damaged merchandise: 1. Visible 2. Concealed In either case, receive the merchandise. In cases of visible damage - Note on both copies of receiving ticket "case damaged in shipment" and, if the item is visible and the damage is visible also include "item visibly damaged." Obtain a signature from the trucker on both copies of receiving ticket. 'Return one copy of receiving ticket to trucker. Forward one copy of receiving ticket to the Purchasing Department, together with a note identifying damage. . In Cases of Concealed Damage - After the merchandise has been accepted from the common carrier, open the package immediately, inspect the merchandise, and report any discrepancies or damage. If damage has occurred, you must keep all packaging and report the damage to the Purchasing Department. The county has 15 days in which to file claim for damage with the carrier, after which claims will not be accepted by ICC rules. WARNING: DO NOT DESTROY DAMAGED ITEM, OR ANY PACKAGING MATERIALS. 20 , 1 WELD COUNTY • ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Product Standardization Latest Revision Date: May 10, 1999 PRODUCT STANDARDIZATION On an as needed basis, a Weld County standards committee will be established by directive of the Board of Commissioners. The purpose of the will be to aid the purchasing agent in conducting the standardization program and to establish purchasing policy in the various commodity fields that lend themselves to standardization. The main benefits of standardization are better prices through quantity purchases of fewer varieties of materials and the selection of materials which are best suited for county use. All materials, supplies, and equipment purchased by the county will be standardized as much as possible. When economically feasible, standard items are carried by the Printing and Supply Department in continuous inventory. • Specific commodity committees will be established to aid the purchasing agent in arriving at standards on commonly used items within specific commodity areas. These commodity committees are comprised of representatives of various using departments and the Purchasing Department. Anyone serving on a standards committee benefits the county as a whole, as well as their own department. Purchases will be made through the use of standard specifications whenever possible. These standards may be established by standards committees to meet special county needs, or they may be selected from existing Federal, industrial, or trade association standards. • 21 WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Disposal of Surplus Property Latest Revision Date: May 10, 1999 DISPOSAL OF SURPLUS PROPERTY This procedure shall be used for disposing of all county-owned material, equipment, and supplies except for property seized by the Sheriffs Department. All departments shall submit to the Accounting Department, on an annual basis, a report showing stocks of all supplies, materials, and equipment which is no longer used or which has become obsolete, worn out or scrapped. The Accounting Department, with the approval of the Board of County Commissioners, shall have the authority to sell all such supplies, materials, and equipment, which cannot be used by any department, or which have been found by the Board not to be required for public use, or to exchange or trade-in such articles in part or full payment for new supplies, materials, or equipment of a similar nature. Estimated sales in amounts or estimated amounts of$7,500 or more, shall be formally advertised, sealed bids shall be taken, and the bids received shall be submitted to the Board of County Commissioners for award. Sale by public auction may be used in lieu of sealed bids. When public auction is used, the Comptroller and department representatives may establish a minimum gross amount prior to the auction. Sealed bids or public auction shall be used to the maximum extent possible; however, estimated sales in amounts of less than$7,500, shall be made by informal procedures calculated to achieve maximum benefit to Weld County. Revenue received from said sales shall revert to the General Fund of Weld County, except as follows: 1. Revenue from exchange or trade-in articles shall be applied against the gross amount of the invoice for new purchases. 2. Revenue from sales of Department of Public Works equipment shall be credited to the Public Works Fund or the Motor Vehicle - IGS Fund. Transfer of supplies, materials and equipment between departments shall result in a debit and credit to the accounts of the departments involved, provided the departments are within the same fund. The value of the item(s) transferred shall be established by the Comptroller 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. 22 i WELD COUNTY ADMINISTRATIVE MANUAL PURCHASING POLICIES AND PROCEDURES Disposal of Surplus Property Latest Revision Date: May 10, 1999 No supplies, materials, or equipment shall be sold or otherwise disposed of, without prior approval of the Board of County Commissioners and/or the Comptroller. 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 the event no bids are received for the sale of surplus property, the Director of General Services may negotiate a sale. Final negotiated sale must be approved by the Board. • • 23 WELD COUNTY ADMINISTRATIVE MANUAL 4 PURCHASING POLICIES AND PROCEDURES Notice of Emergency Purchase Latest Revision Date: May 10, 1999 NOTICE OF EMERGENCY PURCHASE Only the Department of Public Works, Sheriff, Office of Emergency Management, Ambulance, and Buildings and Grounds Department are authorized to make purchases outside regular business hours,and then only when failure to do so would result in cessation of vital services. EMERGENCY PURCHASES MUST BE JUSTIFIED TO AND ASSIGNED AN EMERGENCY PURCHASE ORDER NUMBER BY THE PURCHASING DEPARTMENT. PURCHASES NOT TRULY AN EMERGENCY, OR ABUSE OF EMERGENCY PURCHASE BY THE ABOVE DEPARTMENTS, WILL BE CONSIDERED ILLEGAL PURCHASES AS SPECIFIED IN THE STATEMENT OF POLICY SECTTION OF THIS MANUAL, ITEM #5. Reference should be made to the various office of emergency management plans to ascertain purchasing procedures during the time of various types of emergency or disaster situations. 24 , WELD COUNTY • • lii ADMINISTRATIVE MANUAL • PURCHASING POLICIES AND PROCEDURES Code of Ethics Latest Revision Date: May 10, 1999 •.�.-^ xananixsxmxx�xM,^x snn^rx�,x�axn,xn„sermxnryMrywyse,,,�,� Code of Ethics NATIONAL PURCHASING INSTITUTE, INCORPORATED 411) CHAS/,t, S "Nobility—Prof iciency—Integrity" A member shall be loyal to his organization and will not secretly represent •conflicting interests, but will devote himself exclusively to the welfare of hie principal. A member believes in the importance and dignity of the service rendered by government and is aware of his own social responsibilities as a trusted em- ployee and public servant. A member is governed by the highest ideals of honor and integrity with regard to all business and personal relationships in order that he may be deserving and inspire the confidence of those be serves. A member believes the misuse of public or personal relationship to achieve selfish ambitions is dishonest. . A member should never,under any circumstances, accept gifts or other things of value from vendors. A member has the obligation to keep his employer informed of the activities of N.P.L and to promote a better understanding of the ethics and functions of purchasing. A member handles all personnel matters on a merit basis. Political, religious and/or racial considerations carry no weight in personnel administration of the organization represented. A member resists interference of control of personnel in order to preserve his integrity as a professional administrator. He handles each administrative problem objectively,without discrimination of the basis of principle and justice. Cooperation with all organizations engaged in activities which develop and further enhance purchasing as a profession. A member subscribes to and supports the professional objectives of the National Purchasing Institute,Inc. lib iii,eV ,obisaw,W,xiwlxdyxi,mWnrudwW,nuAwiiiwiestuideiwi cien xlw✓wiWdwA,wnwyWwiux4w4wWWiwWWUWx 25 • POLICIES AND PROCEDURES Section Supply Section II'Dc. Subject Current Supply List COLORADO Date 6/1/87 Page 1 INDEX Page Folders/Binders 2 File Dividers 5 Pads/Notebooks 5 Adder Paper 7 Staples/Staplers 7 Tapes/Dispensers 8 Clips/Fasteners 8 ' Pens/Pencils/Markers 9 Rubber Bands 11 Typewriter Tapes/Ribbons 11 Paper Punches 11 Stamp Pads/Inks 12 Trays/Sorting Files/Baskets 12 Correction Fluids 12 Rulers 13 Fingertip Moisteners 13 Recording Tapes 13 Erasers 13 Tabs/Labels 14 Computer Binding Supplies 15 Index Cards/Boxes/Guides 15 Rolodex Files/Cards 16 Miscellaneous 17 Copier Supplies 18 Manila Envelopes 19 • POLICIES AND PROCEDURES Section Supply Section WI`�Pc. Subject Current Supply List COLORADO Date 6/1/87 Page 2 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION FOLDERS/BINDERS 000001 100/box EACH *Double top manila folders, letter size, one-third cut, heavy weight. Smead #2-153L, or equivalent. 000002 100/box EACH *Double top manila folders, legal size, one-third cut, heavy weight. Smead #2-153C, or equivalent. 000003 100/box EACH *Double top manila folders, letter size, two-fifths cut, heavy weight with fastener. Smead #2-152-5LA, or equivalent. 000004 100/box EACH *Double top manila folders, legal size, two-fifths cut, heavy weight, with fastener. Smead #2K-2-152-5CA-1 or equivalent. 000005 25/box EACH Pendaflex hanging folders, letter size without tabs, Oxford #4152, or equivalent. WILL NOT RESTOCK 000006 25/box EACH *Pendaflex hanging folders, letter size with tabs, Oxford #4152-1/3, or equivalent. 000007 25/box EACH Pendaflex hanging folders, legal size without tabs, Oxford #4153, or equivalent. WILL NOT RESTOCK 000008 25/box EACH *Pendaflex hanging folders, legal size with tabs, Oxford #4153-1/3, or equivalent. 000009 10/box EACH *Redrope expanding file pocket folders, letter size, straight cut. Smead 1!1534G, or equivalent. 000010 10/box EACH *Redrope expanding file pocket folders, legal size, straight cut. Smead 111536G, or equivalent. • POLICIES AND PROCEDURES / ".t, �� "ist, Section Supply Section Subject Current Supply List Ilk COLORADO Date 6/1/87 Page 3 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION FOLDERS/BINDERS (CONTINUED) 000011 Each EACH *Expanding file pocket folder, letter size, 21 pockets (A-Z) , with flap. Smead K117A, or equivalent. 000012 Each EACH *Expanding file pocket folder, legal size, 21 pockets (A-Z) , with flap. Smead #K119A, or equivalent. 000013 100/box EACH Double top manila folders, letter size, straight cut, heavy weight. Smead #2-150L, or equivalent. WILL NOT RESTOCK ' 000014 100/box EACH Double top manila folders, letter size, straight cut, green color. Smead #2-15OGN, or equivalent. WILL NOT RESTOCK 000015 100/box EACH Double top manila flat file pocket folder, legal size, straight cut. Smead #2-4930, or equivalent. WILL NOT RESTOCK 000016 Each EACH Accogrip binder, letter size, side fastener, 1/2" capacity. Punching not required for sheets. WILL NOT RESTOCK 000017 Each EACH Accogrip binder, letter size, top fastener, 1/2" capacity. Punching not required for sheets. WILL NOT RESTOCK 00001S Each EACH Accogrip binder, legal size, top fastener, 2" capacity. Punching not required for sheets. WILL NOT RESTOCK . 000019 Doz/Pkg. EACH Pad holder, junior size (5" X 8") , hard cover, black color. WILL NOT RESTOCK POLICIES AND PROCEDURES 9 3! 1-,m, uSection Supply Section Wile Subject Current Supply List di DO Date 6/1/87 Page 4 COLORAINVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION FOLDERS/BINDERS (CONTINUED) 000020 Each EACH Pad holder, letter size (8-1/2" X 11") , hard cover, assorted colors. WILL NOT RESTOCK 000021 Each EACH Pad holder, legal size, hard cover, assorted colors. WILL NOT RESTOCK 000022 Each EACH *Accopress center binders, letter size, 2-hole punching required, assorted colors. 000023 Each EACH Mylar sheet protectors, letter size, unpunched. WILL NOT RESTOCK 000024 Each EACH Mylar sheet protectors, letter size, punched. WILL NOT RESTOCK 000025 Box EACH *Mylar sheet protectors, letter (50/box) size, punched, non-glare. 000027 25/Box EACH *Clear front report/brief cover, letter size, 3-hole punching required, soft back, assorted colors. Duo-tang #53540, or equivalent. 000028 Each EACH Double top manila folder, legal size, one-third cut, fastener on right side of folder. WILL NOT RESTOCK 000029 Each EACH Double top manila folder, legal size, straight cut, fastener. WILL NOT RESTOCK POLICIES AND PROCEDURES ,, I ' Section Supply Section Subject Current Supply List I`O c. COLORADO Date 6/1/87 Page 5 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION FILE DIVIDERS: 000186 Each EACH File Dividers, letter size, blank tab. WILL NOT RESTOCK 000242 Set SET *File Dividers, letter size, A-Z. 000243 Set SET *File Dividers, legal size, A-Z. PADS/NOTEBOOKS: 000030 Doz./Pkg. EACH PAD *While You Were Out message pads, Ampad, or equivalent. 4" X 5}", pink, 50 sheets per pad. Black ink. 000031 Doz./Pkg. EACH BOOK*Associated Stenographer's Notebook, 6" X 9", 80 leaves, green tinted pages, narrow ruled, or equivalent. 000032 Doz./Pkg. EACH PAD *Cascade Jr. Legal ruled pads, 5" X 8", head strip style, canary color, perforated, or equivalent. 000033 Doz./Pkg. EACH PAD *Cascade letter ruled pads, 8}" X 11 3/4", head strip style, canary color, perforated, or equivalent. 000034 Doz./Pkg. EACH PAD *Cascade legal ruled pads, 8§" X 14", head strip style, canary color, perforated, or equivalent. 000035 Each EACH BOOK*Wirebound spiral notebook, 10}" X 8", college marginal ruled, 80 sheets. 000036 Each EACH BOOK*3-ring pressboard notebook, letter size, 1/2" capacity, 3-hole punching required, yellow color. Acco #38600, or equivalent. • 000051 6/Box EACH BOOK*3-ring pressboard notebook, letter size, 1" capacity, 3-hole punching required. POLICIES AND PROCEDURES " } Section Supply Section Subject Current Supply List . COLORADO Date 6/1/87 Page 6 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION PADS/NOTEBOOKS (CONTINUED) 000037 Each EACH *3-Ring notebooks, 1" capacity, assorted colors. 000038 Each EACH *3-ring notebooks, 1-1/2" capacity, assorted colors. 000039 Each EACH *3-ring notebooks, 2" capacity, assorted colors. 000040 Each EACH *3-ring notebooks, 3" capacity, assorted colors. 000041 500/Box BOX Ring book paper, letter size, white bond, lined, 3 holes, Wilson Jones #2713F, or equivalent. WILL NOT RESTOCK 000042 36 pkg/box PACKAGE *Insertable Ring book indexes, 8$" X 11", clear tab, color bar insert, 5-position, Kleer-Fax 1/K1185, or equivalent. 000043 Sets SET Ring book index, letter size, alpha, red imitation leather tabs, Wilson Jones 1/531-137, or equivalent. WILL NOT RESTOCK 000044 Pkg. PACKAGE Notebook sheets, 5 1/2" X 8 1/2", lined, 3 holes. WILL NOT RESTOCK 000045 Each EACH 3-ring binder, 9" X 6", assorted colors. WILL NOT RESTOCK 000046 Pkg. PACKAGE Notebook paper, 9" X 6", plain. WILL NOT RESTOCK 000047 Pkg. PACKAGE Notebook paper, 9" X 6", ruled. WILL NOT RESTOCK • POLICIES AND PROCEDURESMq Section Supply Section II D Subject Current Supply List ei COLORADO Date 6/1/87 Page 7 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION PADS/NOTEBOOKS (CONTINUED) : 000048 Sets SET Ring book indexes, 9" X 6", Aico #CI-211-5C, or equivalent. WILL NOT RESTOCK 000049 100shts/pkg PACKAGE Reinforced sheets, letter size, yellow color, unruled. WILL NOT RESTOCK 000050 25/Box EACH *Double pocket portfolio, letter size, assorted colors. Duo-Tang #50125, or equivalent. 000240 12/Pkg. EACH PAD *3M "Post It Notes", 1" X 2". 000241 12/Pkg. EACH PAD *3M "Post It Notes", 3" X 3". ADDER PAPER 000052 Roll EACH *Cascade adding machine rolls, 2i", or equivalent. 000053 Roll EACH Cascada adding machine rolls, 3", or equivalent. WILL NOT RESTOCK 000054 Roll EACH Cascade adding machine rolls, 3 7/8", or equivalent. WILL NOT RESTOCK STAPLES/STAPLERS 000055 Box BOX *Bostitch B8 Staples for Bostitch 1/4" staplers, no substitution. (5,000/box) 000056 Box BOX *SBS 19}" chisel pt. staples, no substitutions. (5,000/box) 000057 Box BOX 13 3/8" swingline staples. WILL NOT • RESTOCK POLICIES AND PROCEDURES rinf'1,vild \ -►M Section Supply Section WineSubject Current Supply List . COLORADO Date 6/1/87 Page 8 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION STAPLES/STAPLERS (CONTINUED) : 000058 Box BOX 13 }" swingline staples. WILL NOT RESTOCK 000059 Each EACH *Bostitch Model B8R desk staplers with remover, no substitutions. 000060 Each EACH Bostitch B5 stapler, no substitutions. WILL NOT RESTOCK 000062 Each EACH *Ace #600 staple remover, or equivalent. TAPES/DISPENSERS IP 000063 Each EACH *Scotch tape dispensers, C-15. No substitution, walnut, black and desert sand. 000064 12 Roll/Pkg. ROLL *1/2" x 1296" 3M #810 Scotch Tape, no substitutions. 000065 12 Roll/Pkg. ROLL *3/4" x 1296" 3M #810 Scotch Tape, no substitutions. 000066 12/pkg. ROLL *3/4" x 60 yards, Scotch masking tape, #2301, or equivalent. 000067 12/pkg. ROLL *3/4" x 60 yards Scotch brand filament tape, #893, or equivalent. 000068 Each EACH Filament tape on dispenser. WILL NOT RESTOCK 000069 Each ROLL *1/2" X 1080 Scotch 665 Double coated tape, no substitutions. CLIPS/FASTENERS 000070 Box BOX *#!1 paper clips. • 000071 Box BOX *#4 Jumbo paper clips. POLICIES AND PROCEDURES 1, ' 1 "Pk,, Section Supply Section II P e Subject Current Supply List COLORADO Date 6/1/87 Page 9 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION CLIPS/FASTENERS (CONTINUED) : 000072 Box BOX *1" prong fastener bases, Sparco #8-11, or equivalent. 000073 Box BOX *2" prong fastener bases, Acco #22, or equivalent. 000074 Box BOX *Prong fastener compressor, Sparco 1/C-1 , or equivalent. 000075 Dozen EACH *IDL binder clips, #20, small. 000076 100/Box BOX *Self—adhesive file folder fasteners, ill Sparco SA-11, or equivalent. PENS/PENCILS/MARKERS 000077 12/Box EACH *#2 Pencils. 000101 12/Box EACH #2} Pencils. WILL NOT RESTOCK 000078 12/Box EACH #3 Pencils. WILL NOT RESTOCK 000079 12/Box EACH #4 Pencils. WILL NOT RESTOCK 000080 12/Box EACH Fine Point Pens, black color. WILL NOT RESTOCK 000081 12/Box EACH Fine Point Pens, blue color. WILL NOT RESTOCK 000082 12/Box EACH Fine Point Pens, green color. WILL NOT RESTOCK 000083 12/Box EACH Fine Point Pens, red color. WILL NOT RESTOCK 000084 12/Box EACH *Medium Point Pens, black color. dip000085 12/Box EACH *Medium Point Pens, blue color. 000086 12/Box EACH *Medium Point Pens, red color. CEDURES h siyI ► Section Supply Section Subject Current Supply List • 0OLORADO Date 6/1/87 Page 10 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION PENS/PENCILS/MARKERS (CONTINUED) 000087 12/Box EACH Pilot Razor Point Fineliner Pens, black/blue color. WILL NOT RESTOCK 000100 12/Box EACH Pilot Razor Point Fineliner Pens, red color. WILL NOT RESTOCK 000102 12/Box EACH Pilot Razor Point Fineliner Pens, blue color. WILL NOT RESTOCK 000088 12/Box EACH *Rolling Writer Pens, black color, or equivalent. Equivalent must have hard enough point to write through NCR paper. 000090 12/Box EACH Papermate Flair markers, black, red, yellow, orange, purple, green, and blue. WILL NOT RESTOCK 000091 12/Box EACH Sharpie Markers, fine point, black, red, yellow, orange, purple, blue, and brown. WILL NOT RESTOCK 000092 12/Box EACH *Colored pencils. 000097 12/Box EACH *Grease pencil (for overlays, etc.) 000098 12/Box EACH Indelible pencil, extra hard. WILL NOT RESTOCK 000099 12/Box EACH *Telephone Style Coil Pen, stick-on, black color. 000239 Each EACH *Refills for telephone style coil pen, black. 000103 12/Box EACH H1-Liter Markers, broad tip, yellow, turquoise, light green, pink, orange. Carters #07742, or equivalent. WILL NOT RESTOCK • 000104 12/Box EACH *Marks-A-Lot Markers, yellow, green, orange, blue, purple, red, black. • POLICIES AND PROCEDURES t1'. a ,1 '\ •q Section Supply Section l`P e Subject Current Supply List COLORADO Date 6/1/87 Page 11 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION RUBBER BANDS 000105 }11/Box BOX #10 Rubber bands. WILL NOT RESTOCK 000106 }11/Box BOX #14 Rubber bands. WILL NOT RESTOCK 000107 ill/Box BOX *#18 Rubber bands. 000108 }11/box BOX #32 Rubber bands. WILL NOT RESTOCK 000109 }fl/Box BOX #64 Rubber bands. WILL NOT RESTOCK TYPEWRITER TAPES/RIBBONS lb 000110 6/Box EACH *Lift Off Tape Ribbon. 000111 6/Box EACH *Correctable Film Ribbon, Selectric II. 000112 2/Box EACH *Tech III Ribbon (#113691) . 000115 2/Box EACH *Selectric III #210 Ribbon. 000268 Each EACH *IBM Wheelwriter 3 Ribbon. 000269 Each EACH *IEM Wheelwriter 3 Lift off tape. PAPER PUNCHES 000116 Each EACH *3-Hole Slide-O-Matic Punch by Rolodex, black. No substitution. 000117 Each EACH *2-Hole Slide-O-Matic Punch by Rolodex #P-200, black. No substitution. 000118 Each EACH 1-Hole Punch, 1/4" round hole, McGill brand or equivalent. WILL NOT RESTOCK E D U R E S .) ,, ,, Section Supply Section iIDc. Subject Current Supply List . COLORADO Date 6/1/87 Page 12 INVENTORY HOW HOW NUMBER - PACKAGED SOLD DESCRIPTION STAMP PADS/INKS 000120 Each EACH *Stamp pad, Size #2, black color. 000121 Each EACH Stamp pad, Size #2, blue color. WILL NOT RESTOCK 000122 Each EACH *Stamp pad, Size #2, red color. 000123 Each EACH Numbering machine ink, for use with metal stamps. WILL NOT RESTOCK 000124 Each EACH *Stamp pad ink, black. 000125 Each EACH *Stamp pad ink, red. TRAYS/SORTING FILES/BASKETS ill 000127 Each EACH *Eldon Stackable Trays - letter size. Smoke, black. 00012E Each EACH *Eldon Stackable Trays - Legal size. K3-1604-2 Smoke, K3-1604-1 Black. 000129 Each EACH *Eldon Add-A-File - black. 000130 Each EACH *Wire basket, regular size. 000131 Each EACH *Wire basket, extra deep. CORRECTION FLUIDS 000132 12/Box EACH *Liquid Paper white bond correction fluid. No substitutions. 000133 12/Box EACH *Liquid Paper for Copies, no substitutions. 000134 12/Box EACH *Liquid Paper, Special Match. 000135 12/Box EACH *Liquid Paper Thinner, no substitutions. ill 000136 Each EACH *Ko-Rec-Type. POLICIES AND PROCEDURES L ±l ;y4 ► Section Supply Section I I D c Subject Current Supply List COLORADO Date 6/1/87 Page 13 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION RULERS 000139 Each EACH *Ruler, 12" Steel. 000140 Each EACH *Ruler, 18" Steel. 000141 Each EACH Ruler, 12" Wooden. WILL NOT RESTOCK 000142 Each EACH Ruler, 18" Wooden. WILL NOT RESTOCK FINGERTIP MOISTENERS 000146 Each EACH *Sortkwick fingertip moistener by Lee, or equivalent. 3/8 oz. size. 000149 Each EACH Squeeze Bottle Moistener by Sterling, or equivalent. WILL NOT RESTOCK 000150 Each EACH *Stick Moistener. RECORDING TAPES 000147 Each EACH Reel-To-Reel Tapes. WILL NOT RESTOCK 000166 Each EACH *C-90 Cassette Tapes in plastic box. Radio Shack. No substitutions. ERASERS 000170 Each EACH *Pencil eraser tips, Faber-Castell #7107, or equivalent. 000171 Each EACH *Eraser, pink pearl, Eberhard Faber #300, or equivalent. 000172 Each EACH Typewriter eraser, stick, TW-INK #7066, or equivalent. WILL MOT RESTOCK • 000173 Each EACH Typewriter eraser, round. WILL NOT RESTOCK , . u C E D U R E S � 4, � Section Supply Serr;nn IlkSubject C,,,-re.,t ciipply Tisr • COLORADO Date h/1 /87 Page 14 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION ERASERS (CONTINUED) : 000174 Each EACH *Eraser (for ink) , in cartridge with pocket clip. 000175 Each EACH Eraser (for pencil) , in cartridge with pocket clip. WILL NOT RESTOCK 000176 Each EACH Eraser, Magic Rub, or equivalent. WILL NOT RESTOCK TABS/LABELS 000177 Box BOX *Plastic Tabs, Oxford #42, 2" wide, clear, or equivalent. • 000178 Box BOX *Plastic Tabs, Oxford 1143, 1/2. 3 1/2" wide, clear, or equivalent. 000179 Pkg. PACKAGE *Self-adhesive address label sheets, (20 sheets/Pkg.) 8-1/2" X 11", Avery #5375, or equivalent. 000180 2/Pkg. PACKAGE *Rip-proof, pressure sensitive index tabbing, 6" long strip, cut tab to desired length, self-adhesive, various colors, 1/3" Aico AIG10382-86 or equivalent. 000181 Box BOX *Pressure-Stick pre-cut tabs, Clear. 1}" X 1/3", Aico #S-151 or equivalent. 000182 Box BOX *Self-adhesive file folder label sheets, 8 per sheet, 248 sheets per box, size 9/16" X 3 7/16", dark red, purple, coral, green, dark blue, white. 000183 Box BOX Self-adhesive signal dots, various colors. WILL NOT RESTOCK ' POLICIES AND PROCEDURES t r� ' ,+ Section Supply Section l`P e Subject Current Supply List COLORADO Date 6/1/87 Page 15 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION TABS/LABELS (CONTINUED) 000184 Roll ROLL Roll address labels, gummed, white, canary, orange. Oxford #R444, or equivalent. WILL NOT RESTOCK 000185 Box BOX *Roll address labels, self-adhesive, Avery #5355 or equivalent. COMPUTER BINDING SUPPLIES 000187 Each EACH *Nylon Posts. 10" threaded head, Wilson Jones NP22-2, or equivalent. illi 000188 10Pr/Box PAIR *Nylon Post Binders. Pressboard covers for marginal-punched sheets, 14 7/8" X 11". Wilson Jones or equivalent, for unburst forms. Assorted colors. INDEX CARDS/BOXES/GUIDES 000189 100/Pkg. PACKAGE *3" X 5" Index Cards, ruled, Oxford (10 Pkg/Box) #31, or equivalent. 000190 100/Pkg. PACKAGE *3" X 5" Index Cards, plain, Oxford (10 Pkg/Box) #30, or equivalent. 000191 100/Pkg. PACKAGE *4" X 6" Index Cards, ruled, Oxford (10 Pkg/Box) #41 or equivalent. 000192 100/Pkg. PACKAGE *4" X 6" Index Cards, plain, Oxford (10 pkg/box) 1140 or equivalent. 000193 100/Pkg. PACKAGE 5" X 8" Index Cards, plain, Oxford (10 pkg/box) 1/ 50 or equivalent. WILL NOT RESTOCK 000194 100/Pkg. PACKAGE 5" X 8" Index Cards, ruled, Oxford (10 pkg/box) 1$7521 or equivalent. WILL NOT • RESTOCK POLICIES AND PROCEDURES W' jA •",, Section Supply Section WII'Dc. Subject Current Supply List COLORADO Date 6/1/87 Page 16 INVENTORY HOW HOW NUMBER_ PACKAGED SOLD DESCRIPTION INDEX CARDS/BOXES/GUIDES (CON'T) 000195 Each EACH 3" X 5" X 6" File Box, beige color. WILL NOT RESTOCK 000196 Each EACH *4" X 6" File Box, beige color. 000197 Each EACH 5" X 8" File Box, beige color. WILL NOT RESTOCK 000198 Sets SET 3" X 5" Card File Guide, Plain. WILL NOT RESTOCK 000199 Sets SET 3" X 5" Card File Guide, A-Z, Smead #525-25 or equivalent. WILL NOT RESTOCK 000200 Sets SET 4" X 6" Card File Guide, A-Z, Smead 11625-25 or equivalent. WILL NOT RESTOCK 000201 Sets SET 5" X 8" Card File Guide, A-Z, Smead #825-25 or equivalent. WILL NOT RESTOCK ROLODEX FILES/CARDS 000202 Each EACH *Rolodex Rotary V-file, 2 1/4" X 4", no substitutions. 000203 Each EACH Rolodex Rotary V-file, 3" X 5", no substitutions. WILL NOT RESTOCK 000204 10 Pkg./Box PACKAGE *2}" X 4" Rolodex Cards, Plain white, for rotary V-files. 000205 10 Pkg./Box PACKAGE 3" X 5" Rolodex Cards, Plain white, for rotary V-files. WILL NOT RESTOCK 000206 10 Pkg./Box PACAKAGE 4" X 6" Rolodex cards, Plain white, for Rotary V-files. WILL NOT RESTOCK POLICIES AND PROCEDURES h 1\ + Section Supply Section Subject Current Supply List Ilk COLORADO Date 6/1/87 Page 17 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION MISCELLANEOUS 000119 Each EACH *Pencil Sharpener, Vacuum. 000137 Each EACH *Clipboard, Letter size. 00013E Each EACH *Clipboard, Legal size. 000145 Each EACH *Rubber Fingers, Sizes 11, 11} and 12. 000148 Each EACH *6" Scissors. 000151 Each EACH *Letter Opener. lb000152 Each EACH *Cotton Twine Ball. 000153 100/Box EACH *3/4" Loose Leaf Rings. 000154 100/Box EACH *1" Loose Leaf Rings. 000155 100/Box EACH *1 1/4" Loose Leaf Rings. 000156 Each EACH Blackboard Eraser. WILL NOT RESTOCK 000157 Box EACH Blackboard Chalk. WILL NOT RESTOCK 00015E Each EACH *Memo Holder Clips. 000159 Box BOX Re-inforcement circles, gummed. (200/box) . WILL NOT RESTOCK 000160 Box BOX *Reinforcement circles, self-adhesive 000161 Bottle EACH *Sanford Rubber Cement - 4 oz. , brush in cap, or equivalent. 000162 Bottle EACH *Elmer's Glue - 4 oz. size. 000163 Each EACH Stick File Spindles. WILL NOT dli RESTOCK /, ti CEDURES jr'j; i' ' Section Supply Section iII'Dc Subject Current Supply List410 COLORADO Date 6/1/87 Page 18 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION MISCELLANEOUS (CONTINUED) 000164 Box BOX Push Pins, assorted colors. WILL NOT RESTOCK 000165 Box BOX Map Tacks. WILL NOT RESTOCK 000167 Each EACH Type Cleaner. WILL NOT RESTOCK 000230 12/Box EACH *Perma Storage boxes #1215. No substitution. 000233 Each EACH Sheet lifters, for use in 3-ring binders. WILL NOT RESTOCK 000271 Box BOX *Scoville No. 3 thumb tacks, solid 4 head, or equivalent. (100/box) COPIER SUPPLIES 000169 100/Box EACH *Xerox Transparencies. 000222 4 Roll/Box ROLL *IBM Copier Roll. 000224 Box BOX *Xerox Toner II With. 000228 Each EACH *Xerox 3100 Developer. 000229 4/Box EACH *Xerox 3100 Dry Ink. 000244 Each EACH *Xerox 2380 Developer. 000245 4/Box EACH *Xerox 2380 Dry Ink. 000266 4/Box EACH *Xerox 1025 Dry Ink Plus. 000267 Each EACH *Xerox 1025 Developer. S POLICIES AND PROCEDURES I \ Section Supply Section Subject Current Supply List Ilk COLORADO Date 6/1/87 Page 19 INVENTORY HOW HOW NUMBER PACKAGED SOLD DESCRIPTION ENVELOPES 000207 500/Box EACH *2 7/8" X 5i" Coin envelopes. 000208 100/Box EACH 4 5/8 x 6 3/4 manila envelopes, with clasp. WILL NOT RESTOCK 000209 100/Box EACH 1/11 manila envelopes. WILL NOT RESTOCK 000210 100/Box EACH *6" X 9" manila envelopes, with clasp. 000211 100/Box EACH 7 1/2 x 10 1/2 manila clasp envelopes. WILL NOT RESTOCK gill000212 100/Box EACH *9i" X 12i" manila clasp envelopes. 000213 100/Box EACH 9i" X 14i" manila clasp envelopes. WILL NOT RESTOCK 000214 100/Box EACH *10" x 13" manila clasp envelopes. 000215 100/Box EACH 10" x 15" manila clasp envelopes. WILL NOT RESTOCK 000216 100/Box EACH 11i" X 14i" manila clasp envelopes. WILL NOT RESTOCK 000217 100/Box EACH 12" x 15 1/2" manila clasp envelopes. WILL NOT RESTOCK 000218 100/Box EACH 12i" X 18i" manilla envelopes, no clasp. WILL NOT RESTOCK 000219 250/Box EACH 9" X 12" open catalog manila envelopes, Benchmark 1'10i , or equivalent. WILL NOT RESTOCK 000220 Box EACH 5" X 7 1/2" manila envelopes. WILL . NOT RESTOCK 000221 100/Box EACH 10" X 13" manila envelopes, no clasp. WILL NOT RESTOCK • t. S'{ 54S �{ r b' ^ 4k .1 dv M.e fu PO , I C I E S AND PROCEDURES If } `t Section Printing Standards Subject Table of Contents COLORADO Date 10/1/84 Page 1 TABLE OF CONTENTS Page INTRODUCTION 2 COPY PREPARATION 3 PAPER SELECTION 5 COLORED INK 6 PRINTING 7 FINISHING 8 REPROGRAPHICS WORK ORDER 9 CURRENT PRINTING RATES 14 S POLICIES AND PROCEDURES -- --- ------- I, lit, Section Printing Standards "Ink Subject Introduction — —COLORADO Date 10/1/84 Page INTRODUCTION The Printing and Supply IS Fund is Weld County's printing facility, and is charged with the responsibility of producing all printing, collating, and other related graphic services as requested by county departments. The following standards have been prepared to assist county departments in meeting their printing needs in the most efficient and cost effective manner. It is our aim to improve services, convenience and quality, and to reduce costs through increased efficiencies and modern accounting controls. We welcome your questions concerning your requirements. Advance planning and discussions help to assure errorless work with minimum budget investments. Please feel free to call the Print Shop to discuss any printing job. S POLICII S AND PROCEDURES 4 aw 0 goi S octlOn Printing, Standards Ilk Subject _Copy Preparation COLORADO Date 10/1/84 Page 3 • COPY PREPARATION Correct copy preparation can help reduce production time, cut your printing expenses, end improve the quality of the end product. Incorrect preparation may result in your copy being returned as unacceptable for quality reproduction or in your dissatisfaction with the quality of your job. A. All new forms should be reviewed against the following criteria prior to final development : 1. Is this form really necessary? 2. Dees it require more than one part? 3. Can it be combined with a similar county form? 4. Are both sides of the sheet being utilized? 5. Is NCR paper justified? R. If it is decided that the form is essential to your activity, further development procedures should follow this pattern: 1 . Typewritten original copy may be adequate for many forms, but those that require accurately fitted and aligned copy for limited spacing MUST be typeset , NEVER submit Xerox or carbon copies for reproduction. 2. Care should be taken to allow necessary spacing for standard hole punching and correct line spacing for typewriter fill-ins, etc. 3. (land lettering or signatures must be prepared in intense black ink or dense black felt tip pens. Most colored pens will not reproduce. Graved or washed-out lines will not photograph and will be returned. 4. All edges of items pasted to a base sheet should be clean and as unobtrusive as possible to prevent shadows. All edges of pasted copy should be at lease 1 /8" away from the typewritten or typeset matter. POLICIES AND PROCEDURES a'A � "psi `,rr,tion Printing Standards Subject Copy Preparation COLORADO Date _ 10/1/84 _ page q 5. Cleanliness is vital -- no smears, coffee stains, dirty or greasy fingerprints. Unclean or smeared copy will be returned. 6. Allow enough side margin to accommodate requests for punching or special bindings. It is imperative to allow at least 3/8" margin at either top or bottom of each page to allow for press gripper. 7. If clippings or previously printed matter are part of the copy, paste them on standard size sheets. 8. If your copy contains many pages, it is good practice to paper clip or rubberband all pages together so pages are not lost. 9. We cannot emphasize too strongly that all editing and copy revisions be made at this point. Any changes made by the author or department after the job is started costs you money. C. County departments often prepare their own art work for forms, booklets, etc. Printing reserves the right to reject art work that is illegible or does not conform to the other standards included in this Section. D. Proofreading is one phase of printing production that is often overlooked, sometimes neglected, and generally regarded as a necessary evil. It is the responsibility of the ordering department to carefully check all original copy or proofs that may be submitted to Printing. We strongly suggest at least two readings. E. When you receive a redone paste-up or original from the Print Shop with your order, keep it clean and safe for future orders. F. Printing reserves the right to run a job on the IBM copier if it is determined to he the most effective way to complete that particular job. if you are not sure whether to copy a job or send it to the Print Shop, fill out the Reprographics Work Order and the printer will make that decision. S POLICIES L I C I E S AND PROCEDURESel W1 104Section Printing_ Standards____ Subject___ Paper_Selection-_______ liReCOLORA Date 10/1/84 Page 5 PAPER SELECTION The process of printing is defined as the art and practice of reproducing visual images, in quantities, on paper. As the cost of paper represents the major investment in many large printing projects, it is important for you to have a printer assist in your selection of the correct paper for your order. If your project must be produced with minimum budget, this will determine many of the other standards, especially weight, grade, color and finish. The current trend in ordering printing is to order too few. This can be false economy in many instances. Because of the minimum order charge, it is actually more practical and less expensive to order a reasonable amount during the initial run, than to reorder the same job in a few weeks time. Try to determine what supply will be required to last six months to one year, and order accordingly. Paper is available in many colors. Standard are: blue, buff, canary, cherry, goldenrod, green, ivory, orchid, pink, and salmon. Covers for books and pamphlets are manufactured in most of the same colors listed above. Colored papers are priced higher than plain white papers. P O L I C I E S AND PROCEDURES -: S Section _ Milting Standards IiDeSubject__ S`lg-red_Ink COLORADO Date 101��4 Page 6 COLORED INK Only standard ink colors may be used for county printing. No more than two colors should be included per project. Black is considered one color. Colors available are: black, blue, brown, green, and red. Due to the amount of set-up required when switching to colored ink, there is an additional charge of $6.60 for any color other than black. If two colors are used, $13. 20 will be charged. S S POL IC IL S AND PROCEDURES ` Section ri 1 Pnting Standards �� _��a Subject_Printing — — COIAIiADO Date 10/1/84 Page 7 PRINTING Aluminum plates and special paper masters are used in our printing operation. The metal plates are used for high fidelity definition and long runs. The paper masters are used for less demanding reproduction and quick print, short run jobs. It is the prerogative of the Printer to make an aluminum plate if it is determined to be necessary. The Printer will determine whether or not a job should be run on the IBM Copier or on the offset, and charge the department accordingly. , ` Y FO' .}NtR. ' f C YxyY2�S9l� f. POLICIES C 1 is S AND D P R O C E D U R E S lif '�� \ q Section_ Printing Standards IlSubject Finishing COLORADO Date 10/1/84 Page 8 FINISHING The finishing portion of a printer's job is multiplexed. It includes cutting, padding, collating, folding, binding, drilling, and stapling. It is important to remember that the printer who is running your job will only . finish as noted on your Reprographie Work Order. If you do not mark collate, for instance, your job will not be collated. Please be specific as to your requirements. A. Collating. Assembly of printed pages into final sequence. B. Cutting. Cutting or trimming to a final size. S C. Folding. Hay vary from simple letter folds to complicated left and right hand parallels. D. Drilling. (Punching) can be done from single to multiple holes in many positions. E. Padding. Assembly of pages into workable quantities (pads) . F. Inserting. Inserting is handled on an automated machine that will insert three separate pages into a mailing envelope. Perforated materials, such as monthly pay notifications , cannot be inserted by machine, and will be done by hand. C. Stapling. Can be done in any position on the pages, or on the fold (saddle) . H. Mechanical Binding. Use of plastic combs to bind sheets into a book. I. Crash Numbering. Pre—numbering, by machine, forms such as input documents, work orders, etc. S POLICIES AND PROCEDURESEy "0Standards Section Printing L Subject Ytenrographic Work Order � pate 1.0/1/84 --- - - Page 9 --- COWES' _._ -10 REPROGRAPHICS WORK ORDER The Reprographics Work Order has been revised for simplification in giving instructions to the Printer. Following is a detailed explanation of each item or. the Work Order: 1. DATE SUBMITTED: Write in date Work Order is sent to Finance. 2. DATE DUE: Write in date Work Order is due. This should be the date it is needed hack in the department. If there is no specific due date,' please fill in a date approximately 2 weeks in advance. If the job is for a specific time, please indicate in the remarks section. ib3. DEPARTMENT: Write in name of department . 4. ACCOUNT #: Write in account to he charged. 5 REQUESTING INDIVIDUAL: Write in the name of the individual to be contacted for questions. 6. PRONE: Write in extension number of contact person. 7 JOB TITLE: Write title of job. 8, ' TYPE OF Jog: This is a new section which will help the Printers determine_ how to run the job, i.e. paper masters, plates, etc. Please check each type that applies to the job: A. Recurring: Check if this job will be run again, i.e. forms. B. One Time Only: Check if this job will not be run again. C. Has form been revised since last printing? : Check only if form has been revised. D. One Side Only: If ANY or ALL pages are to be printed on one side only, check this item. E. Front and Back: If ANY or ALL pages are to he printed on front and hack, check (his item. ej .t POLICIES AND PROCEDURES ifs 'I� Section Printing Standards Subject keprographic Work Order COLO A Date-----TO/i/li4 Palle 10 NOTE: If some pages are to be printed only on one side and other pages are to he printed on front and hack, BOTH ITEMS MUST BE CHECKED. 9. COLOR OF INK: Write in the color of ink if other than black. 10. ENVELOPES: Check the size and type of envelope. 11. NUMBER OF ORIGINALS: Write in the number of originals sent to the Print Shop. 12. NUMBER NEEDED OF EACH: Write in the number of printed copies being requested. (Number needed is number of finished form -- after cutting.) If a different number is requested for different pages, please list them, i.e. , pages 1 - 3 500 copies, pages 4 - 10 1,000 copies. 13. BOND: Indicate size and color of paper. 14. INDEX: Indicate size and color of card stock. 15. TEXT: Indicate size and color of text paper. (Text paper is heavier than regular bond , sometimes used as dividers or for two—sided printing. ) 16. COVER STOCK: Indicate ai.ze and color of cover stock. (Cover stock is the heavy paper used as covers and dividers in hooks such as the budget book.) 17. CARBONLESS (NCR) : Indicate 2, 3, or 4 part . Order of colors are: page one — white, page two — canary, page three — pink, page four goldenrod. These colors cannot be rearranged or varied. Fan—a—part padding will be done on all NCR orders. 18. NO. OF SETS: Indicate the number of NCR sets being requested. This item should be used only when NCR is being ordered. 19. BINDERY: Mark the appropriate boxes to indicate how you want the job completed. Work will only be done when the box is marked, i.e. if collate is not marked, the work will not be collated. A. Collate: Sorting of pages into proper sequence. r x€fif l.. ' 0 1 I C I E S API U P R O C E f1 U R E S ti� "�� ' Section Printing Standards Subject Reprofraphic Work Order COLO ADO Date 10/1/P4 --- Pane 11 .._ B. Collate/Staple: Sorted and stapled. Check whether to staple in corner cr on the sire. C. Staple Only: Indicate whether corner, side, or saddle. (Saddle is stapling on the told. ) D. Cut: if the job needs to be cut, please indicate. (May write "to size" on odd sized jobs. You do not have to measure each job.) E. Pad: Work will be padded with approximately 50 pages to a pad, unless otherwise stated. F. Punch Holes: Indicate whether one, two, or three. G. Crash Number: Be sure to write the beginning number in the space provided. H. Fold/Insert: Check this item if the job should be folded or inserted. I. Spiral bind: Check. this item if the job should he bound with plastic combs. J. Plates: Check this Item if the department is requesting plates to be made. This is often the printer' s choice, and a plate may be made if determined necessary by him. K. Colored ink: Check this item if you requested a color other than black. L. Materials Only: Check this item if you are requesting only materials with no printing to be done. (A box of #9 window envelopes should have this box checked, along with box '9' and 'window' under the envelope section. 20. BILLING: This column will he filled in by the Printer after the order is completed. 21. REMARKS: This section should be used for any special instructions or clarification for the Printer. Any additional information which you feel will be helpful to the Printer may be given in this space. y t • COI ICIES R O C E D U R E S ,,Jr "l 'i Section Printing Standards CJIP Subject Peorographic Work order Date 10/1/8A ;'age 12 22. AUTHORI .itD S t NATI_kF: Department Ile ad or his authorized designee should sign bore. After work orders are completed, you will be rctified by phone at the extension indicated. Th.,: goldenrod copy if. the Work Order will be returned to you, along with you: originals. Be sure to keep your originals in a safe - place if they will be used again. Remember, tbo Print She; processes orders for olfer 30 different departments, aid each department varies the way things arc done. In order for the job to be completed to your satisfaction, BE SPECIFIC ON I?.\CII GORI< ORDER. If you have any questions regarding how to fi-i=i out the Work Order, or on—a specific order being processed, please don' t hesitate to call the Print Shop at extension 4791. . • e;.°tin-; '. POL I CI ES AND PROCEDURES %r{ � Ix isi Section_ Printing Standards ' �� Subject Reproyraphic Work Order COLORADO Date 10/1 /34 page 13 • REPROGRAPHICS WORK ORDER ',DATE SUBMITTED ...02 DATE DUE . __ _ ,DEPARTMENT _ _ ACCOUNT if __.. 1 OFFICE USE ONLY SREOUESTING INDIVIDUAL PHONE %JOB TITLE __. ' JOE NO _ B,TYPE OF JOB: ,_Recurring __One side orke EST.TiM;:__ _ One time o my __Front and back ACT.TIME _ ._ -as form been revised since last printing? MATERIALS __ _ _ --'_/Q OINCERY BILLING N umber of Number 9.Color or Ink_ __ Oriobiles — Need 9 /0 ENVELOPES. //. —9(-Mel' CC ELA"H -9 Ea ter k CO_L4 IF J ide.E 10 V,'Eke morn _<_-i C, \P EE"JOEY /3 BOND: t a_------ h r Corner . _Sh e._ L:8rn x 11 CI Box x 14 --. --- color — — CUT S ----- /y INDEX:Size Color _ _ _. _ _ PAD S /S TE%T.Size ___ PUNCH HOLES $ ____ .. _ CRASH NUMBER /4 COVER STOCK Size Be4rn e_____- Color _ FOLOINSERT S _ 17 CARBONLESS INCHI. No.of ca 2 part 1 3 part , 4 purl _Sets SPIRAL BIND g_-___ REMARKS Number__ (PLEASE INCLUDE A USEABLE SAMPLE IF POSSIBLE) 7 COLORED INK $__ a /. MATERIALS ONLY S PRINTING CHARGE We receive the right in rod da'a cop vino order if. in our Judie-men', fulfilling of the cyder waul=J awl, vi vn ulnhun:I couyright law TOTAL BILLER _ the person mtlenr the b ovs I u 11 r.,Cmdo that !hC printer may '"'- III decide to use the most etl(inckma it exec ow method in producing trio DATE COMPLETED: _ _._ job.This includes making a ml ale d h .d lch rerrnines it to be necessary_ NO personal work writ bra note tnynugh the Print Shop, A'J i HOP 12ED SIGNATURE • White end frnary In Ar.cni r'^ Dink In P,inl•nn r, .nrn.n.nn le n.n.nrn.nr 1;1111;11 e1i POLICIES AND P R O C E D U R E S 11 - - --- iA " `'�' Section Printing Standards Subject Current Printing Rates lilt COLORADO Date 0/1/fl4 Page 14 PRINTING CHARGES MINIMUM CHARGE: $6.60 LABOR ONLY: S10.20 per person per hour RECEIVABLE ACCOUNTS: +13% PLATE MAKING:** $20.66 per plate COLORED INK: $6.60 additional charge ENVELOPES: Add the printing charge + the price of the envelopes INDEX/TEXT/COVER STOCK: Add the printing charge + the price of the paper CUTTING: 80C per drop (guarantee 300 sheets) CRASH NUMBERING: Charge the same price as printing one side COLLATE/STAPLE: Multiply number of sheets* X $.01. MECHANICAL BINDING: Multiply number of sheets* X $.01. Add price for plastic combs. Add cost of drilling sheet's. *Number of sheets is determined by multiplying number of sets/books/copies by number of pages. **Printer will determine whether or not plate should be made. • POLICIES AND PPOCEDURES r1 t .litt Section Printing Standards MIDC Subject Current Printing Rates COLORADO Date 10/1/84 Page 15 PRINTING CHARGE Number of Price Price Sines Number OE Price Price Sheets* One Side Two Sheets* One Side Two Sides 25 .67 1.34 3600 50 1.34 2.68 3700 L7.25 89.77 75 2.01 4.02 48.50 89.77 3800 48.50 94.52 100 2.68 5,36 125 3.02 5.74 4000 3900 51.00 94.52 150 3.36 6.38 4100 52.25 99.27 52.25 99.2 175 3.70 7.03 4200 53.50 104.02 200 4.04 7.68 4300 56.00 106.40 225 4.37 8,30 4400 56.00 108.47 250 4,53 8.61 275 4.69 4600 57.25 111.17 300 9.91 4600 4.85 9.'1 4700 58.50 111.15 325 5.00 59.75 113.52 4800 52.25 118.20 350 5.25 9.97 4900 63.50 120.65 375 5.50 10.45 5000 0.92 400 5,79 5100 63.50 120.65 125 6.00 11..0 64.75 123.02 450 6.^_5 11,84' 5300 475 6.50 12.35 5400 68.50 130.15 ill500 6.75 12.62 68.50 1]0.15 525 7.42 14.10 5500 69.75 132.52 550 6.09 15.37 575600 51.00 134.96 575 8.76 16,64 00 5800 72.25 137.27 600 9,43 17.92 73.50 139.65 625 9.7e 1.9.56 5900 74.75 142.02 650 10.11 6000 ,6.00 144.40 9.21 6100 675 10.45 19.85 6200 7].25 146.77 700 10.79 20.50 6300 79.75 151.52 725 11.12 21_13 6400 81.00 151.52 750 11.28 21.43 81.00 156.27 775 11.44 71.58 6500 82.25 156.27 800 _ 11.60 22.14 660067 83.50 161.02 11]5 22.1'3- 800 84.75 161.02 825 2900 86.00 165.47 850 12.00 22_;10 6900 87.25 168.15 875 12.25 23.'5 7000 88.50 168.15 900 12.50 ti,75 7100 925 12.75 24,22 7300 91.00 170.52 950 13.00 24.'70 91.00 172.90 975 13.25 25.17 7400 93.50 175.27 1000 13.50 25.6:1 7400 93.50 180.02 1100 14.75 28.02 7600 94.75 180.02 1200 16.00 30.40 7600 96.00 182.40 :l] 7700 97.25 187.15 1300 17.25 32. 1400 18.50 35.15 7800 98.50 187.15 7900 99.75 189,52 1500 19.75 37.'2 8000 102.25 1917 1600 21.00 39.90 8200 1700 22.25 42.27 102.25 194.27 8200 104.75 - 199.02 1800 23.50 44.65 8300 104.75 201.46 1900 24.75 47.C2 8500 106.00 203.77 2000 26.00 49.40 2100 27.25 51.77 8500 108.50 203.77 8600 108.50 208.52 2200 28.50 54.15 8700 109.75 210.90 2300 29.75 56732 8800 111.00 213.27 2400 31.00 58.90 8900 112.25 215.65 2500 37.25 61.47 9000 113.50 215.65 2600 31.50 63.65 9100 114,75 218.02 2/00 34.75 66.02 2800 16.00 68.40 1 9400 2900 37.25 70.77 9400 111.50 225.15 3000 38.50 73.15 9500 119.75 227.52 3100 19.75 75.579600 121.00 227.52 3200 41.00 77.90 9700 122,25 232.27 3300 42.25 80.2' 123.50 232.27 9800 124.75 237.02 3400 47.50 82.65 3500 44.75 0000 124.75 239.40' 85.0:9 10000 126.00 239.40 all + Number of sheets Is determined by multiplying number of pages times cumber of copies. 1 3><. - ', ::::::•'.,•,:. ( t , ''''-.-3. 42-0333:3 x 4 . / POLICIES L I C I E S A N D P ROC E D U R E S /", 41 +4 Section printing StandardsIlk Subject Current Printing Rates COLORADO Date 10/1/84 _ Page 16 • NCR PRINTING CHARGES PRINTED ON ONE SIDE PAINTED OS 1140 SIDES No. of Sets 2 Part 3 Part 4 Part 2 Part 3 Part 4 Part 25 3.47 5.59 7.85 4.31. 7.60 10.53 50 6.94 9.34 11.84 9.62 12.70 15.88 75 8.70 12.15 14.21 12.16 16.52 19.06 100 10.46 13.48 16.85 14.50 19.33 22.60 125 11.73 15.29 19.78 16.26 20.79 26.53 150 12.56 17.38 27.63 17.41 23.63 37.06 175 13.60 20.63 31.61 18.85 28.05 42.40 200 74.89 26.22 33.99 20.64 15.65 45.59 125 19.19 29.05 36.63 22.44 19.50 49.11 250 17.48 31.36 39.56 24.13 42.64 53.80 275 20.95 32.67 43.22 29.04 44.42 58.47 300 24.42 34.75 46.88 33.35 47.25 63.14 325 26.18 36.84 50.54 36.29 50.09 67.79 350 27.95 39.39 54.20 38.74 53.55 72.70 375 29.22 41.94 57.86 40.50 57.01 77.61 400 30.04 44,48 61.53 41.94 110.68 82.53 625 31.08 47.03 65.19 43.36 64.03 87.44 450 32.38 49.66 68.85 45.06 6:.58 92.35 Ilb 475 33.67 52.29 72.51 46.'7 71.13 97.26 500 34.97 54.91 76.18 48..? 2,56 102.18 825 36.59 57.32 79.84 50.T1 '8.10 101.01 550 38.20 60.13 83.50 52.91 01..74 111.98 575 39.82 62.74 87.16 55.19 35.28 116.89 600 41.44 (8.33 90.83 57._4 66.33 121.83 625 43.06 67.94 94.49 59.69 -2.16 126.68 650 44.68 70.55 98.15 61.14 95.93 131.59 675 46.30 73.16 101.81 64.19 99,46 136.50 700 47.92 75.76 105.48 66.42 103.01 141.48 /26 44.54 78.37 109.14 68.16 106.05 146.39 750 51.15 80.98 112.80 70.90 110.09 151.30 775 52.77 83.59 116.46 73.14 113.63 156.21 800 54.39 86.18 120.13 75.39 217.18 161.13 825 56.01 88.79 123.79 71.94 120.72 166.04 850 57.63 91.40 127.45 79.39 124.26 170.95 875 59.25 94.01 131.11 82.14 127.80 175.86 900 60.87 96.61 134.78 84.17 131.36 180.78 7925 62.49 99.22 138.44 86.x1 134.90 13'.,.64 950 64.10 101.83 142.10 88.35 138.44 190.60 975 65.12 104.44 145.76 91.09 141.98 195.51 1000 67.34 107.03 149.43 903.34 145.53 200.43 1100 73.92 117,46 164.08 102.32 159.71 220.08 1200 80.29 127.89 178.73 111.30 173.99 239.73 1300 86.77 138.32 193.38 120.28 188.07 259.38 1400 93.24 148.75 208.03 129.26 202.25 279.03 1.555--------------779.72 159.14 222.68 138.22 216.41 398.68 1600 106.19 169.58 237.33 147.20 230.59 318.33 1700 112.67 180.00 251.98 156.18 244.77 337.98 1800 119.14 190.42 266.63 165.16 258.95 357.63 1900 125.62 200.84 281.28 1/4.14 273.13 37/.26 2000 132.09 211.28 295.93 183.09 287.28 396.93 2100 138.57 221.70 310.58 192.07 301.,46 416.58 2200 145,04 232.12 325.23 201.05 315.64 436.23 2300 151.02 242.54 339.88 210.03 249.32 455.88 2400 157.99 252.96 354.53 219.01 344.00 475.53 2500 164.47 263.41 369.18 227.)7 358.16 495.18 2600 170.94 273.83 383.83 236.95 372.14 514.83 2/00 1//.42 284.23 398.48 245.93 396.,2 .534.46 2800 183.39 294.67 413.13 254.11 400.70 554.13 2900 190.37 305.09 427.78 263.19 414.98 573.78 3000 196..14 315.53 442.43 272.34 4_9.03 593.43 3100 203.31 325.45 457.08 281..1 443.11 61.1.08 3200 209.79 336.37 471.73 2911.30 457.39 632.73 3300 216.21 346.81 486.38 299.73 471.56 652.38 3400 222,74 357.23 501.03 308.76 485.74 672.03 lb3500 229.22 367.65 515.68 317.72 499.92 691.68 NOTE: Charge above Inc Ludes fan-apart padding. When one sheet only is printed nn both sides, add $3.00 per 25 sets to the appropriate charge above. skF f.51 'F ' 4v -4 , f PY b. £ TPo LP L I C I E S AND PROCEDURES L*' r` " 'e Section Printing Standards Subject Current Printing Rates Ilk COLORADO Date 10/1/34 Page 17 PADDING (WITHOUT CHIPBOARD) Number Number of Pads Price of Pads Price 1 .9E 20 3.30 2 1.1(1 30 4.44 3 1.24 40 5.58 4 1.3i 50 6.68 5 1.50 60 7.16 6 1.65 70 8.59 7 1.76 80 10.02 8 1.89 90 11.13 111 9 2.02 100 12.24 10 2.14 150 17.82 Price is figured at rate of 100 sheets per pad. Add $11.14 for each additional 100. DRILLING SHEETS Number Number of Sheets Price. of Sheets Price 100 4.62 2000 7.10 200 4.76 3000 8.26 300 4.90 4000 9.37 400 5.04- 5000 10.48 500 5.1.E 6000 11.63 600 5.32 7000 12.78 700 5.46 8000 13.93 800 5.60 9000 15.08 900 5.74 10000 16.25 1000 5.8E 15000 22.03 Add $1.14 for each additional 1,000 sets:. ' `l a r w POLICIES AND PROCLDURLS -1'q Section Printing Standards illifill a Subject Current Printing Rates COLORADO Date 10/1/84 _� Page_ 18 FOLDING/INSERTING Number Number of Times Through Machine or Insertions of Sheets 1 2 3 4 100 7.76 11.47 15.18 18.90 200 8.40 12.17 15.95 19.71 300 9.04 12.87 16.72 20.52 400 9.68 13.57 17.49 21.32 500 10.31_ 14.27 18.24 22.12 600 10.91 14.92 18.93 22.88 700 11.51. 15.57 19.62 23.64 800 12.11 16.22 20.31 24.40 900 12.71. 16.87 21.00 25.16 1000 13.30 17.50 21.70 25.90 Illb2000 18.73 23.44 28.13 32.84 3000 23.93 29.14 34.24 39.44 4000 29.13 34.74 40.35 46.00 5000 34.32 40.34 46.45 52.55 6000 39.52 45.94 52.56 59.11 7000 44.72 51.54 58.67 65.67 8000 49.92 57.14 64.78 72.23 9000 55.12 62.74 70.89 78.79 10000 60.32 68.34 77.00 85.35 • WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Table of Contents Latest Revision Date: May 27, 1996 PAGE INTRODUCTION 3 RELATIONSHIP OF BUDGET FORMS 5 BUDGET UNIT REQUEST SUMMARY 6 BUDGET ANALYSIS REPORT 8 ACTIVITY ANALYSIS/SUMMARY OF CHANGES 9 • BUDGET UNIT RANKING FORM AND APPROPRIATION REQUEST EXCEEDING TARGET BUDGET LEVEL 15 COST CUTTING/REVENUE RAISING STRATEGIES 20 OBJECTIVE TRACKING STATEMENT 24 BUDGET REQUEST BY ACCOUNT FORM FOR EXPENDITURES AND REVENUES 27 FUNCTION AND ORGANIZATION CHART 32 PERSONNEL DEPARTMENT PROJECTED EXPENSES 35 MOTOR VEHICLE ASSIGNMENT/ELECTRONIC EQUIPMENT REQUEST 38 TRAVEL REQUEST SUMMARY 40 REQUEST FOR INFORMATION SERVICES RESOURCES FORM 42 REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 45 1 WELD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Table of Contents Latest Revision Date: May 27, 1996 PAGE BUILDINGS AND GROUNDS SPECIAL PROJECTS 47 PBX PHONE SERVICE REQUESTS 50 CELLULAR PHONE REQUESTS 53 EXAMPLES (ALL FORMS) 55 2 WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Introduction Latest Revision Date: May 27, 1996 In accordance with Section 4-2 of the Weld County Home Rule Charter, the Director of Finance and Administration is charged, with the assistance of the elected officials and department directors, with the task of gathering together the information necessary for the preparation of the budget and in some form, as the Board directs, to prepare a preliminary draft of the budget for the next fiscal year for submittal to the Board by such date as the Board directs. Such preliminary draft shall include recommended operating expenses, capital expenditures, and revenue sources for all departments and units of the County Government and any other information deemed necessary. In response to this charge, the Director of Finance and Administration has developed the County's budget procedures. It has been the goal to establish simplified, yet meaningful County budget practices and procedures, and to formalize them into this Weld County Budget Manual. Instructions and forms contained in this manual are designed to assist departments and agencies in • submitting uniform, well organized and justified budget requests. The budget document provides for the translation of department needs, in dollar amounts, required to accomplish their individual functions. The budget narrative includes activity statements which provide emphasis in the budget process. A priority setting mechanism assists the County in dealing with the financial constraints facing it, and emphasis will be placed on the performance and achievement of major work programs within each budget unit. The responsibility of agencies and departments during the budget process extends beyond the mere submission of individual fiscal plans. It requires that each agency and department recognize from the outset that there will be a number of budget proposals competing for the County's limited financial resources. Departments and agencies are requested to carefully evaluate and utilize effectiveness of existing programs and, where possible, redirect existing resources to meet new and changing demands for services. Budget requests which exceed current year levels should be prioritized and included in the budget request only if it is essential to effective delivery of service. Finance and Administration will be committed to recommending only those budget changes which are fully supported by demonstrated need and accompanied by a proposal which provides the most economic and efficient means of meeting that need. A commitment from agencies and departments to limit budget requests to the most essential items will promote the best possible allocation of limited County resources. Financial constraints facing the County require that all budgets be carefully evaluated for every possible economy. Considerable time and effort can be saved for all involved in the budget process if departments and agencies carefully screen and eliminate all budget requests that do not have a demonstration of need, a record of past achievement, or sufficient justification. The budget documents contained in this manual require the continuous attention of each department and agency to insure that they are effectively utilized. This manual should be completely read by every County employee involved in the budget process. 3 WELD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Introduction Latest Revision Date: May 27, 1996 Finance and Administration will be available to answer any questions which may arise during the budget process concerning the manual or forms. The budget information sessions are to take place 6-8 weeks prior to the formal submission of the budget request, and will be used to identify the County-wide impact of significant budgetary changes anticipated for the future fiscal year, and also discuss the overall budget approach of each individual department with the department head. 4 WELD COUNTY ADMINISTRATIVE MANUAL 1 BUDGET MANUAL Relationship of Budget Forms Latest Revision Date: May 27, 1996 i t r- el _rFj % ■ r I 7,1 A— ,4 i 8i ii �� Sal l- F_ "A t • it 4 • <1 aa x 2 1 l'i Iii IR h CI 8 `. J �a • I--1 [--- __ ,_• r:-, I a I It i i •‘tI ,1 . , It I I_ o I ,t �e Q ,. 4 I t t , c I ell a 4 I a y I is x i _4 w f ell e 1 I 0 i -----— — — - -- - - - - - - - ------ — — BUDGET DEVELOPMENT TO SUPPORT DECISIONS ACTIVITY MADE DUR(NGAC11%7TY EVALUATION AND PLANNING I EVALUATION AND PLANNING 5 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Unit Request Summary Latest Revision Date: May 27, 1996 PURPOSE: This form provides a tabular summary of the budget request, summary of changes, next fiscal year's objectives, and workload measures. NOTE: This form MUST BE submitted on a computer disk provided by Finance and Administration. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Heading: Provide the agency/department name, and the budget unit title and number. 2. Actual Last Fiscal Year Enter the appropriate amount for each budget classification from the prior fiscal year. This information can be found on the budget print-out forms in your packet, as well as on the Banner system. 3. Budgeted Current Fiscal Year: Enter the current year allowed amount for each budget . classification. This information is available on the budget print-out forms in your packet, as well as on the Banner system. 4. Requested Next Fiscal Year: Enter the total amount which is being requested for each budget classification for the upcoming fiscal year. 5. Increase/(Decrease): Subtract the current year allowed from the next year request to determine the amount of change, and enter the amount. Negative numbers should be shown in parentheses. 6. Summary of Changes: The summary of changes should take a "program" perspective on the budget and should not be line-by-line. It should describe the most significant changes and will generally cross budget classifications. Consult the Director of Finance if you have any questions or refer to past Budget Messages for examples. 7. Workload: This section should contain a summary of the major workload units within the department. Identify significant workload categories, and try to choose those that are related to your resource needs. Report the number of units handled in the previous fiscal year, the number budgeted and actually estimated in the current fiscal year, and the number of units anticipated for next fiscal year. 8. Routing: Forward the computer disk containing this form to the Director of Finance, and retain at least one copy in the department. 6 WELD COUNTY ADMINISTRATIVE MANUAL I BUDGET MANUAL Budget Unit Request Summary Latest Revision Date: May 27, 1996 BUDGET UNIT REQUEST SUMMARY AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: DEPARTMENT DESCRIPTION: '••"-'- ACTUAL' ` BUDGETED REQUESTED INCREASE! RESOURCES LAST FY- CURRENT FY NEXT FY (DECREASE) Personnel Services Supplies iPurchased Services Fixed Charges Capital Gross County Cost Revenue Net County Cost Budget Positions SUMMARY OF CHANGES: OBJECTIVES: • - WORKLOAD--" - ACTUAL ESTIMATED PROJECTED 7 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Analysis Report • Latest Revision Date: May 27, 1996 PURPOSE: The Budget Analysis Form is used to submit the department's proposed budget request and is backup to the amount requested on-line. The requested amounts will be entered on the computer and filled out on this form. The Finance Director will then make his recommendations. Departments will receive a copy of the print-out after the Finance Director's recommendation is entered, and are urged to review it to verify that the figures are correct. If there are any discrepancies, please contact the Director of Finance immediately. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: The department should indicate the budget request for each account. If no amount is requested for the . listed account, write or type in "0". If you wish to add a new account, use a blank space between the lines or at the bottom of the form. Write the account number, the account name, and the amount requested in the proper column. When the form is printed, the new account will be listed. • WELD COUNTY ADMINISTRATNE MANUAL / - BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 PURPOSE: The Activity Analysis form provides an analysis of each discrete activity within a budget unit. It provides initial data regarding the nature of the activity base and is used to explain and justify all major changes from the previous year's budget. The concept and definition of an activity is contained in the instructions for the Budget Unit Request Summary. One Activity Analysis form should be completed for each activity identified on the form. Departments should work with the Director of Finance before the budget season to define the activities within each budget unit if there are Questions. • INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Headers: Show the fiscal year, agency/department name, budget unit number and title, and activity title. The activity titles should correspond to the titles shown on the Budget Unit Request Summary, and one form should be completed for each activity even if there are no changes requested. 2. Brief Description of Activity. 3. Criteria for Activity: Check the box which most accurately describes the criteria for funding the activity and describe the rationale for your choice. Definitions to be used in identifying the criteria are as follows: A. Mandated, No Discretion: This describes an activity with a mandated level of service or cost. Mandatory payments to other jurisdictions, activities with mandated caseloads or service levels, or other mandated restrictions should be placed in this category. B. Mandated, Some Discretion: If there is a discretion available to the County relative to the cost or level of service of a mandated activity, this box should be checked. This would include all mandates with no required caseload. In your rationale explanation, identify the mandatory level of service and the latitude available to the County. Explain how and why the existing level of service was chosen. 9 • WELD COUNTY ADM NISTR.ATN£ MAN UAL S BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 • C. Cost Effective: This category should only include activities which have a measurable, identifiable cost benefit to the County. Activities should either generate more revenue than the cost, or they should help the County to avoid higher costs if the program were not funded. Explain how you calculate the cost-effectiveness of the activity and be specific as to exact "hard" savings (real dollar). D. Critical: This category should be limited to activities which are considered critical to the saving of life and property. E. Other Activities which can be justified on any other basis should be included in this category. 4. Source of Authority: Cite the legal authority for operating the activity. Examples include the . Colorado Revised Statutes, the County Charter, and Board of Commissioners resolutions. 5. Alternative Ways of Providing Service or Financing: This section should include an analysis of alternative ways of providing the service or financing the activity. Be creative. Include any possible legislative changes which would allow the activity to be performed more efficiently, less expensively, or not at all if you feel that State law is the only reason for operating the activity. 6. Workload: This section should contain a summary of the major workload units with the activity. Identify significant workload categories, and try to choose those that are related to your resource needs. A. Workload Category: This is the type of work identified as being significant for the activity. Examples include Day Care population, inmates, motor vehicle licenses, etc. B. Measurement Unit: This defines what you will count to measure the activity within each category. Examples include cases supervised/month, average daily population, building permits, etc. C. Report the number of units handled in the previous fiscal year, the number budgeted and actually estimated handled in the current fiscal year, and the number of units anticipated for next fiscal year. 10 WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 D. Identify the number of full-time equivalents budgeted for each work category in the current fiscal year and the number requested for next year. 7. Resources: This section identifies the appropriations, revenues and budgeted positions allocated to each activity within the budget unit. The sum of the activities does not have to exactly match the budget unit total, but an effort should be made to accurately allocate costs to each activity so that the true cost to the County's programs can be identified. Departments may find it useful to prepare a matrix listing the budget accounts along the left side and each activity within a budget unit along the top. Requests for each account can then be allocated to the appropriate activity for future reference. • A. Request: The resources requested for the upcoming fiscal year should be broken into "existing"programs and "new or expanded" programs. The request for existing activities does not need to be the exact amount as in the current fiscal year, but it should identify the cost of continuing the previous year's level of activity without adding resources for additional workload, new programs, or other significant changes. "New or expanded" resources should identify any significant changes from the current fiscal year including workload changes. 8. Summary of Changes: The Summary of Change analysis is on the back of the Activity Analysis form. It is used to identify, explain and justify major changes from the current fiscal year. Increases in an existing program should be included as one of the changes discussed here. One change item can be completed on the back of the Activity Analysis form. Additional items will require that you reproduce the format on additional pages. Your analysis must address the following considerations: A. Describe your request and identify all resources requested for this change item. B. Identify and explain the budget criteria (i.e., Mandated, No Discretion, etc.) you feel is appropriate. • 11 LLD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 C. Identify the achievements and benefits of the requested service. D. Explain the quantitative measurement to be used to analyze the effectiveness, if there are any. E. Discuss the consequences of not receiving the requested resources. F. Identify any potential impacts on other County agencies. G. Discuss possible alternatives to the request being made. Include possible legislative changes. H. Identify the alternative means of financing this change and recommend one of the alternatives. 9. Routing: Forward the original and one copy of this form to the Director of Finance, and retain at least one copy in the department. 12 . WELD COUNTY • ADMINISTRATIVE MANUAL BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 ACTIVITYANALYSIS FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: ACTIVITY TITLE: BRIEF DESCRIPTION OF ACTIVITY: CRITERIA FOR ACTIVITY: ❑ Mandated, No Discretion ❑ Critical o Mandated, Some Discretion ❑ Cost Effective c Other • DESCRIBE YOUR RATIONALE FOR CRITERIA YOU HAVE IDENTIFIED: SOURCE OF AUTHORITY FOR ACTIVITY: DISCUSS ALTERNATIVE WAYS OF PROVIDING SERVICES AND FINANCING ACTIVITY(include possibile legislative changes): WORKLOAD PRIOR ≥ :CURRENT FISCAL REQUEST FISCAL CATEGORY MEASUREMENT UNITS ACTUAL I. BUDGETED ACTUAL POSITIONS UNITS POSITIONS. RESOURCES CURRENT REQUEST FISCAL :INCREASE! BUDGETED :`EXISTING NEW/EXPANDED TOTAL ::.(DECREASE) • Gross County Cost Revenue Net County Cost Budgeted Postlions 13 WELD O NT DI I ISTRAT::.::::.:.::::::.:::::. :: ,.:„ ::::.,„„:MANUAL„ „ BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 SUMMARY OF CHANGE: (Complete the following analysis for each major item requested in this activity. If you have additional change items, add additional sheets as necessary: TITLE OF CHANGE: ❑ New or additional program o Change in existing level of activity ❑ Transfer in or out of existing program (both increases and decreases) DESCRIBE ITEM AND RESOURCES REQUESTED: CRITERIA: ❑ Mandated, No Discretion ❑ Critical O Mandated,Some Discretion ❑ Cost Effective ❑ Other • DESCRIBE YOUR RATIONALE FOR THE CRITERIA: • SPECIFIC ACHIEVEMENTS/BENEFITS EXPECTED: MEANS OF MEASURING RESULTS: CONSEQUENCES OF NOT IMPLEMENTING REQUEST: IMPACT ON OTHER AGENCIES OR DEPARTMENTS: ALTERNATIVE WAYS OR LEVELS: . • ALTERNATIVE FINANCING: 14 • WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 PURPOSE: The purpose of the Budget Unit Ranking form is to provide a priority ranking of all activities within a budget unit, both existing and new requests. Ranking will only be required for funds requested above the target budget level which has been provided by Finance. There is no requirement to prioritize items funded within this base. All items which fall between the target level and the total amount requested must be ranked in priority order. For example, if your target level is $1,000,000 and your net request for the next year is $1,050,000, you should prioritize all items you would fund if you received between $1,000,000 and $1,050,000. New Requests and Existing Services: This form requires that all requested increases be integrated into the priority ranking along with existing resources so that comprehensive budgeting decisions can be made and departmental priorities identified. All activities identified as being mandated or critical should be included in your target funding level (unless the level of service can be adjusted), and all mandated activities should receive a higher priority than optional services. Programs which, if eliminated, would require compensatory expenses in other departments should be identified and prioritized accordingly. Ranking Items(Definition): The form will rank discrete items consisting of either entire activities or portions of activities if the activity can be broken into discrete segments. Each activity or portion of activity (item) ranked on the form should consist of approximately 3-5% of the requested budget so that the ranking does not consist of a large number of very small items. For example, rather than ranking one entire activity which consisted of 20% of your requested budget, you should attempt to break the activity into four discrete levels of service, if possible, and rank them in order of priority. This will allow reductions to be considered without totally eliminating an activity. Each item in excess of the target budget level should be described and justified on the Appropriation Request Exceeding Target Budget Level form. Base-Definition and Calculation: The target level amount is provided to you by Finance on the Summary Computation of Maximum Allowable Gross Appropriation Request form. This amount can only be changed by Finance. • 15 TELD BOUNTY ADMINISTRATNE MANUAL S BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. The first step in completing the Budget Unit Ranking form is to identify all activities or portions of activities within the budget unit. Activities should be reviewed to identify varying levels of services which could be provided within the activity. Your analysis of alternatives completed on the Activity Analysis form will be helpful in identifying these various levels of service. 2. Ascertain your target base level from Finance. There is no need to provide a priority ranking of activities which are requested within the target dollar amount. 3. Beginning with the target level and progressing in approximate intervals of 3 - 5%, list the • activities or portions of activities which you would request in priority order. Priority number one should be the first item you would request above the target level, priority number two should be the next most important item, and so on. Continue to rank the items until you have ranked all currently existing services and all newly requested increases up to the total net budget requested. 4. For each priority item on the form, indicate whether you have ranked the entire activity (100%) or a portion of the existing activity (e.g., 35%, 50%, 75%) and whether this item consists of a discrete subactivity within the activity (a specialized unit within the activity, providing the service to County departments only, etc.) Indicate whether this item is an existing (Ex), new (N), or expanded (Exp) service. 5. Indicate the budgeting criteria (Mandated, No Discretion; Mandated, Some Discretion; etc.) for each of the items ranked. 6. Indicate the net County cost of that item and the number of full-time equivalent positions requested. Identify a line-item breakdown of the costs of each ranked item since it will be necessary to put a line-item budget of those items which will be included in the program on the Appropriation Request Exceeding Target Budget Level form. 16 • WELD COUNTY • - ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 7. Cumulative Calculations: Beginning with the dollar figure which equals your target amount, indicate the cumulative net cost and cumulative full-time equivalent positions being requested at each level of priority ranking. Indicate the cumulative percentage of the budget being requested at each priority level. 8. Description of Priorities: On the Appropriation Request Exceeding Target Budget Level form, list the line item amount making up the total, and describe and justify the request including the consequences of not receiving the funding for that item. • Be sure to reference the budgeting criteria (i.e., Mandated, Critical, etc.) which you feel justifies funding of the item. 9. Agencies or offices with more than one budget unit under the administrative control of an elected official or department head should integrate all individual budget units on an Agency priority sheet. In these cases an individual budget unit can exceed the target budget if the overall Agency is within the target amount. • 17 WELD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 BUDGET UNIT RANIQNG FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: TARGET BUDGET LEVEL: S ACTIVITY! '. % CUMMULATIVE TYPE OF REQUESTED SUB-ACTIVITY `.TOTAL ' CRITERIA REQUEST POSITIONS %OF PRIORITY ACTIVITY NET CURREE COST POSITIONS NE BUDGE BASE 1 2 3 4 5 6 7 8 9 10 `M =Mandated, No Discretion •• N = New TOTAL REQUESTED MD= Mandated, Some Discretion EX= Existing CE = Cost Effective EXP= Expanded C=Critical O=Other 18 MELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 APPROPRIATION REQUEST EXCEEDING TARGET BUDGET LEVEL DEPARTMENT: This request will be considered individually as a separate item. This form is to be completed for all appropriation requests that exceed the adjusted gross appropriation limit, and which are justified on a cost-effective basis. All critical or mandated programs should be included in the adjusted gross appropriation limit. FINANCIAL SUMMARY: . Appropriation Request . $ Less. Revenue Net County Cost $ Budgeted Positions(FTE's) LINE ITEM AMOUNTS MAKING UP APPROPRIATION REQUEST: SUMMARY NARRATIVE DESCRIPTION AND JUSTIFICATION: • (Each additional program request requires an additional form.) 19 - LLD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 PURPOSE: This form provides the format for each budget unit to evaluate cost cutting and revenue raising strategies for department activities. The common strategies are listed to serve as guidelines of analysis or examination for each activity under the manager's control. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Header Show the agency/department name, budget unit title and number. 2. Strategy: Check the box which most accurately describes the strategy being used to cut costs or raise revenues. Definitions to be used in identifying the strategies are as follows: A. Contraction in services: Some contraction in basic services is inevitable in Weld . County and other local governments in order to live within the fiscal constraints currently faced. An examination of all services and a determination as to whether or not certain of those services can be reduced without a detrimental effect on the public must be high on any public manager's agenda in the preparation of the current budget. A great deal of thoughtfulness, planning, and humanity will be required as the manager explores the whole concept of cutback management in each department. B. Revenue Source: This area is directed at any potential revenue sources that are currently not being utilized by Weld County for recovery of cost where there is a potential for ability to pay or better utilization of resources available through cash management. An example of this would be better collection practices that would generate added revenues for the County, or a new revenue source that has not been utilized. C. Productivity Improvement: As the title implies, this relates to increased productivity in activities being performed by your department through job restructuring, scheduling, planning, better organization, or incentives. D. Reprivatization/Contract: Pubic sector managers have been utilizing contracts with the private sector for various local services and interest in increasing the amount of contracts seems to be rising. Many professional services are more practically accomplished and can be done more effectively in the private sector. 20 LLD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 E. Automation: Any operation that can be made more cost effective through automation or computerization should be thoroughly explored by the department in conjunction with the Information Services Center. F. Energy Conservation: With the rising cost of energy, more aggressive programs in the conservation of energy must be developed and utilized by local governments. The activities can range from incremental or voluntary programs such as making sure lights are shut off, to modifying buildings to make them more energy efficient, or acquiring energy saving technologies. A specific example would be downsizing of vehicles to provide transportation that will be more fuel efficient. G. Administrative Reorganization: This would be based upon an examination of the ' organizational structure of your department to ascertain whether restructuring could deliver the current services in a more cost effective way using fewer people. H. Innovation/Technological Transfer This strategy is the adoption of productivity/enhancing innovations in service delivery. The innovations sometimes involve new hardware, but they can also be new managerial techniques. An example would be the acquisition of word processing equipment and the restructuring of the department's secretarial staff into a word processing unit. I. Organizational Assessment: This is a general category which encompasses the ongoing assessment of the organizational activity service delivery and resource allocation. It calls for creative analysis of the activity to ascertain methodologies that are cost effective and programmatically sound. An example would be the evaluation of utilization of patrol vehicles in the Sheriffs Department to ascertain cost effective ways of providing patrol coverage with maximum impact on crime prevention. J. Other: This strategy would be for any that does not fall into the above categories, and should be described. 3. Description: Precisely describe the situation and the strategy that is being proposed. 4. Consequence/Impact: Briefly describe potential consequence or impact of the proposed strategy, indicating the pros and cons and the impact on the service to the public. 21 • WELD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 5. Savings/Revenue: Detail the savings or revenue that will be generated from the utilization of this strategy by providing such items as staff reduction, equipment reduction, etc. 6. Finance Recommendation: This space should be left blank for Finance Office's comments concerning the proposed strategy. 22 WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 COST CUTTING/REVENUE RAISING STRATEGIES FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: STRATEGY: • ❑ Contraction in Services o Energy Conservation c Revenue Source ❑ Administrative Reorganization ❑ Productivity Improvement ❑ Innovation/Technological Transfer ❑ Reprivatization/Contract ❑ Organizational ❑ Automation (Cost/Benefit) ❑ Other: DESCRIPTION: CONSEQUENCE/IMPACT: SAVINGS/REVENUE: FINANCE RECOMMENDATION: • 23 WELD COUNTY ADMINISTRATIVE MANUAL i BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 PURPOSE: The Objective Tracking Statement provides a mechanism for relating departmental budgets to expected achievements, and provide a format for tracking a department's progress towards achieving its objectives. The objectives should cover both operational activities (daily, ongoing, part of your overhead) and budget-impacting activities (significant projects with specific dollar amounts associated.) Board directives during the budget hearings should also be incorporated onto the Objective Tracking Statements. Submission and Progress Reports: Departments will submit preliminary objectives with their budget request each year, and finalized objectives in January of the fiscal year. The finalized objectives are to be based on the preliminary objectives established by departments during the budget request process and the budget levels recommended by the Director of Finance and Administration in the annual budget presentation. The objectives will be presented to the Board of Commissioners in January of each year. Departments will submit progress reports on these objectives to the County Commissioners on the first working day in April, July, September, and January. The progress reports will initiate work sessions between the County Commissioners and operating departments to discuss achievements, problem areas, and future courses of action toward completing the established objectives. The January progress report will be submitted to the Board of County Commissioners as an overview of achievements made during the past fiscal year. Departmental Impact: The Objective Tracking System will require each department to establish an internal system to meet objective and reporting deadlines. Completion Dates: Completion dates of objectives should be spread throughout the year. All completion dates should be within the upcoming fiscal year. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Heading: Provide the fiscal year, agency/department name, and budget unit title and number. Check either the budget request or final box and show a date. 2. Number: Consecutively number all of the objectives listed for each budget unit. 3. Objectives: List all objectives for the designated budget unit in this section. Objectives should describe expected achievements within the fiscal year. Objectives should be grouped by activity within the budget unit. An objective is a specific result, product or service to be accomplished within the time frame of a fiscal year. Objectives should start with an action verb and give a month and year of estimated completion. The following criteria may be used in establishing objectives: 24 • WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 A. Describes a tangible and recognizable step consistent with the stated purpose or goal of the activity. B. Includes a verifiable performance criteria which signals when an objective is achieved. C. Answers only what is to be accomplished and when. Does not answer why or how objective is to be completed. D. Is result--not process--oriented. 4. Completion Date: Provide an expected date of completion for each objective listed. 5. Comments on Progress: This section is to be left blank when the objectives are submitted • with the budget request and when they are submitted in July each year. Comments are to be provided in the periodic progress reports to the County Commissioners. When making the progress reports, departments may copy the established objectives as presented and type the appropriate comments next to each objective. Additional sheets may be attached as required. 25 • WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 OBJECTIVE TRACKING STATEMENT. FISCAL YEAR o BUDGET REQUEST(DATE: J o FINAL(DATE: AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: NUMBER OBJECTIVES(by Activity) COMPLETION COMMENTS ON PROGRESS DATE • 26 LLD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 Budget requests for both expenditures and revenues are to be completed by electronic input into the BANNER Financial System. From the Main Menu, select the following: "A" - Main Financial System Menu "F" - Budget and Position Control System Menu "C"- Budget Request by Account Form Once displayed, the BUDGET REQUEST BY ACCOUNT FORM enables you to create new budget requests to support development of the next fiscal year's budget, in an all-encompassing data entry mode. (Refer to examples of Banner screens on the attached pages.) INSTRUCTIONS: • Enter the appropriate Budget ID, which is "FY" plus the last two digits of the fiscal year, e.g., FY97. Then enter Phase as"I" (Request), as well as the desired Organization, Fund, Program, Account, Activity, and Location combination for each particular request. The Display Comparative Data box should be checked if you wish the display to reflect comparative data. The Accumulate Budgets on Entered Keys box indicates whether the comparative data retrieved for a specific account include values that match the entered account set of values. For example, you may leave the Activity and Location fields blank and still gather comparative data for the Fund, Organization, Account, and Program. Leave the box unchecked to have the system retrieve an exact match for Activity and Location. The default is to find an exact match. The system performs an automatic query and retrieves any existing request records which match the account values supplied. If the Display Comparative Data box is checked, the value of the current budget year defaults into the CY (Current Year) field. The account description defaults from the Account Table (FTVACCT)for display purposes, and the form retrieves the current amount requested from the Budget Line Item Table (FBBBLIN). Begin a new request by entering the Account Number, Current Amount, and Change Amount being requested for the specific account. For existing records, enter data in the Change Amount fields. With either a new request or an existing request, you must end with a value in the Current Amount field before committing the budget request. Enter P to increment the changed amount by a percent, or leave blank to indicate amount increments. • 27 LLD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 To describe the request and provide justification or calculation of the amount requested, use the LINE ITEM TEXT field to provide back-up information for the requested amount by account. If you add text describing this request, then Y displays in the Text Exists field. You may only add text to a request when it is first created. A. Expenditure requests - Text field: 1. Emphasis in the justification should be placed on the reasons for increases or decreases from the current year allowed; however, maintaining the current level of funding also requires justification. 2. Relate requested changes in these accounts to new or expanded activities discussed on the Activity Analysis form. . 3. Show all calculations. 4. Expenditure patterns are results, not causes, of account changes. These patterns are not sufficient justification for future year requests. To justify a request, cite the reason for any changes. For a request that is identical to the current allocation, cite the reasons. B. Revenue estimates - Text field: 1. Indicate how revenue estimate was calculated. 2. Include text explaining any change in revenue from previous year, e.g., new grant, rate increase, volume change, etc. 3. Indicate any action that can be taken to increase the revenue amount. Enter either P (Permanent) or T(Temporary) in the Dur field. This is the duration of the budget request. The Dur field is a unique key factor for this item, so it is possible to have two records present with the same account number, one of permanent duration, one of temporary duration. 28 WELD COUNTY ADMINISTRATIVE MANUAL • 1 BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 ADDITIONAL INSTRUCTIONS: 1. Attach all estimates or other documents which support account requests immediately behind the corresponding page. For example, a letter indicating a rate increase should be attached directly behind the page containing the equipment rental account. 2. If additional detail is required to fully justify an account request, an 8-1/2"X 11" sheet should be completed and attached directly behind the page containing that account. The attachment should contain data relating only to that specific page. • • 29 WELD COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 Ceoeer Maw/Fp1luBon Foam tGUMAENU LI - •�. Enter Selection •-> ql -.'. I�!c.tcssetts WETEPC'«', A- 'FINANCE Main Flnen Eiel Systems Menu B- 'GENERAL General System Menu 'ruin I Preuiaus_ l;.'Exit -1 '- carter Mcew zrpuuwusn Fern tGUANENU L1$) ' '1. • Enter Selection --) IFINBUDGI «4EssnGEs VOnTEMi-w.. A- 'FIHGENLL General Ledger system Menu B- -FINOPER Finance Operations Menu C- 'FINSTORES Slates Inventory System Menu D- 'FINPURCH Purchasing and Procurement System Menu E- 'FINAP Accounts Payulle System Menu F- 'FNBUOG Budge!end Position Control System Menu G- 'FINASSET Fixed AUUs System Menu H- 'FINCOST Coal Accounting System Menu I' 'FININVEST Investment Management System Menu J- 'FINAR Accounts Receivable Menu win i.I rP trine:I r'lExiti t1 • GnneN MenaA aUcaden Fww tGUMABNe 2.1. r� 'r".•� Enter Selection •-) 'FBABDROI I '+t+t'EssACRSDA ETINC4• A- FTMOBUD Operating Budget Melntenence Farm B- FBIBUDG Budget Query Form C. FBABORA Budget Request By Account Form D- FBABDRO Budget Request Form E- FBABOMN Budget Meielenence Form • F- FBABODS Budget Oitlrlbutlon Parameter Form G- FBABOOA Budget Olurlbutlon by Amount Fmm H- FBAMCHG Mess Budget Change Form I- FBABPRC Budget Process Control Parameter Form t J- FTVOBUD Operating Budget Velldannn Farm F FNOBPH Budget Phesc Veldetlon Form l- 'FINPOSN Pusinun Comrot Pegccssing Menu 30 WELD COUNTY" ADMINISTRATIVE M • BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 :u get •e uest yA untF.im(F: :t• 2.1.51 :N•r( - 'Bud9et L1) �� 0"rgn �" I Phase -Fund. :- I Period: Pragram Pleas. Type: Account ICOR • F Rctiuity: Index: I Lecatlnn:', ❑ Display Comparative Data ❑ Accun. Budgets on Entered keys Account Entry Information • CY: I l IAcct-1 Description Current Amount Change Amount =Text Dur Budget • ;FR Er Line Save Exit i item Text" ,Rollback -• General TextEniryF rtn(FI a 2.1.5) ;N•I( �l Tupc F---, Code: Default Increment: 17.---1 Text Print Line E D ' . o D H o D O O Rdlinack` • saue Exit' • 31 ET D COUNTY ADMINISTRATIVE MANUAL S BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 . Presentation: Use paper 8-1/2"x 11" or 8-1/2"x 14", whichever is convenient for the presentation of your organization. All charts should be typed. 2. Title Box: A title box should be provided in the upper right corner of each page. .. Budgeted Positions: The total budgeted positions shown on the Salaries and Employee Benefits Sheets of the current year should be typed in the upper left corner of the first page by budget unit. Departments with more than one budget unit should list each budget unit with its respective budgeted positions and give a departmental total at the bottom of the column. The budgeted position figures for each budget unit must balance exactly with the current Salaries and Employee Benefits Sheets. Decimal equivalents of budgeted positions will result where part-time or hourly employees are involved. Use the following table to convert pay units to budgeted positions: 1 budgeted position = 12 Months • 261 Days 1,958 Hours The charts should show what budget unit a classification is assigned to when more than one budget unit is shown on a page. This occurs on overview charts, or in complex agencies. Departments are requested to: A. Put only one budget unit on a page where practical (with the exception of overviews and complex interrelationships). B. Show which budget unit a classification is in when more than one budget unit is shown on a page. 4 Organizational Elements: Show each major organizational element in block form in its appropriate position in the chain of command. 5 Standard Terminology: Consistency of presentation is important. All departmental charts will be compiled in one function and organization chart booklet and must be consistent. Organizational element designations such as branch, team, service, or bureau, are to be converted to one of three standard designations: A. Department: Major County service component under the direction of a designated or functional department head. 32 • WELD CO NT? A.DM NISTHATWE MANUAL • -k BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 B. Division: A major work program within a department. C. Section: A major portion of a division which substantially contributes to a division's total work program. To achieve clarity, conserve space, and simplify detail, sections are to be regarded as the smallest organizational element of a department. Smaller units are to be consolidated and presented as a portion of the departmental section to which they are assigned. 6. Information Requirements: Each block depicting an organizational element of the department is to be comprised of three parts: A. The title of the organizational element in capital letters. B. A very brief description of the basic functions of the organizational element. • C. The budgeted positions and personnel classification titles assigned to the organizational element. The budgeted positions should be typed on the left side of each personnel title. List in order of supervisory responsibility. The primary supervisor is to be slightly offset. 7. Additional Pages: In larger departments it will not be possible to show all required detail on one page. The first page should illustrate all of the various divisions, sections and total budgeted positions of the department by budget unit. In lieu of describing the functions of an organizational element that cannot be placed on the first page, a reference should be made to a subsequent page where the detail is to be shown. Place the total number of budgeted positions in the appropriate block if a referenced organizational element is being shown. Functions and personnel classifications can then be presented on subsequent pages. 8. Clarification: If you wish further clarification on the preparation or submission of your organization and function chart, please call the Personnel Department. 33 • WELD CODUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 DActs for department head in bis absence Title of appointing authority COUNTY OF WELD Permanent positions NAME OF DEPARTMENT _ Man-Years— Functional organization chart Budget Unit(s) NAME OF DEPARTMENT Date: APPROVED: _ -- Brief description of the basic r _ functions of the department and By: responsibility of department head TITLE OF DEPARTMENT HEAD COMMISSION/BOARD 1-TITLE OF DEPARTMENT HEAD gy;_ J PERSONNEL Functions of advisory commission - i£ any SECRETARIAL • 1-POSITION TITLE I I NAME OF DIVISION NAME OF DIVISION NAME OF DIVISION Brief description of basic Brief description of basic Brief description of basic functions of division functions of division functions of division 1-DIVISION HEAD TITLE 1-DIVISION HEAD TITLE I 1-TITLE OF ASST. DEPT. HEAD NAME OF SECTION NAME OF SECTION NA.MEOF SECTION NAMEOF SECTION List number and titles of all positions Refer to Refer [o assigned to the division Functions of Functions of section section page 2 page 3 NUMBER AND TITLE NUMBER AND TITLE OF POSITIONS OF POSITIONS 12-POSITIONS 23-POSITIONS 34 • , WELD COUNTY ADMINISTRATNE MANUAL • BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date: May 27, 1996 PURPOSE: This form details each budget unit's staffing and projected fringe benefit expenses required to fund the request. The projected personnel cost, at the request stage,will include only currently authorized positions and their current cost. Increased salary expenses for the next fiscal year will not be included at the request stage. A salary contingency amount will be included in the budget in a lump sum amount without it being spread among various budget units. The purpose is to present the Board with the current staffing pattern without the distortion of salary increases to analyze the staffing level. After the Board has approved a salary increase amount, the salaries will be updated to the next fiscal year level, and the appropriations placed into the various budget units. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: If positions are deleted, they should be lined out on the projected personnel expense form. If new positions are requested, they should be written in at the bottom with a salary amount for each position (provided by the Personnel Department.) Once the adjustments are made, a new total column should be ascertained for the next fiscal year salaries, retirement, • FICA, and insurance. These total amounts should then be placed on the budget analysis report under requested amounts. As the Board approves the positions, the Manning Document will be updated and a copy provided to each department with an update of salaries with the salary increase. Any new positions requested should be requested in accordance with the following policy: 1. Annually at the budget hearings the Board of County Commissioners shall determine the number of positions, by skill, authorized for each department within the County. The Personnel Department will produce the authorized manning document as established by the Board and distribute to all County departments. These positions will be the only authorized positions that will be filled by Personnel. 2. Additions or deletions to the manning document will be authorized by approval of the Board of Commissioners only. If a department wishes to have authorized additional manning positions or upgrade a classification, they will follow the following steps: A. Forward to the Personnel Department a memo that explains the reasons for the increase including all facts that cause the change, why the work load cannot be absorbed within the current work force, what organizational changes have been considered to absorb the work load, the skill and skill level desired, a complete job description for the new position, and a list of all functions currently performed by the department in priority order (most important function as number one and listing in descending order). Identify where the new function would fit within the priority listing. Identify the number of employees by skill associated with each function. 35 • WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date: May 27, 1996 B. Explain what the effect would be if the addition or reclassification was not authorized. C. Explain the effect if the lowest priority function were to be eliminated. D. State whether or not the additional position or reclassification can be absorbed within the current budget and explain. E. Give the date you want the new position, if authorized, to be filled by Personnel. All reclassifications approved will be effective the first day of the first pay period of the new fiscal year. 3. The Personnel Department will complete the request for a new position or reclassification including salary and all benefits. The Personnel Department will make an evaluation of the • department,working with the department head to determine all alternatives possible to solve the work load problem. 4. The Personnel Department will make a recommendation and forward to the Director of Finance and Administration for review and comment, with a copy to the Department Head. if the Director of Finance and Administration determines a need to meet with the Department Head prior to submitting the request and recommendation to the Board, he will set up a meeting. 36 WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date: May 27, 1996 Oa<<<U<Oau<<0 au<VVm0Vm 0000, 00000<OnOvww e$e -------- 888 - , e�P rr_ nsg...r &smgm8mmam m8osmmmmm8mmmmmmmmmmmm ve ' ^a? a&m =xnn&2 • /S22 '22 ,2go�.,. .,.SE28882888880008 Srmm�oe=rom�=�°'neemeeSw888°&88eO„�8�m98 & oa - 8888eePmmN°;met&meeNe° E OOO0D no0 ¢wmw¢wwwww VU<O<owwwww win00i OOD DODDD t.O.DDnO° ZZZ Zz2222Z2 Ocl JJJZJJJJJJJJJ Ja466J≥JJ <<a<<<a<<<a<<a¢ozzzzzzzzzzzzzz�wu�zzzzx u uuuuuuuuuuuuuw3 I:iill::r:IX rI�'>- - Xr xra z zzzzzzzzzzzzua:xxxxxxxzzxzzx��-w'�xxxzz ssxxxxxixxuuux r Wr�rrrirW 2 2zzzzz 0000 .xxxzz2zz 00000 JJJJJJJJJJJJJr�.FrJJJJJ uuuuuUtwiu�Otwiu Vtiu�FFFFFFFFFFFFFFiStFFFFF _nnL u�.u� '- <OOOOOOOOOOOOOOFFFFO0000.z00000000000000 Oi00000000uu 0000000000000 °0005;g6. ooggggggggggggggggggggggg • E i o m w &&&&a&&m000moo 37 WELD COUNTY ADvIN1STRATIVE MANUAL I II BUDGET MANUAL Motor Vehicle Assignment/Electronic Equipment Request Latest Revision Date: May 27, 1996 PURPOSE: 1. Provide a detailed listing of equipment requested by budget unit. 2. Provide the Motor Vehicle IGS Fund with adequate time to budget for new vehicles and their related equipment. 3. Provide the requesting department with notification as to the approval/disapproval of the request. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: Heading: Provide the fiscal year, agency/department name, budget unit title and number, contact person, phone number, and signature of department head. 1. Reason for Request: Check the appropriate category. 2. Number of Vehicles: Self-explanatory. • 3. Type of Vehicle Requested: Provide the type of vehicle, for example, compact car, pickup, etc. 4. Special Equipment Needed: Indicate whether any electronic equipment for this vehicle is being requested, such as mobile radio, siren, etc. Also indicate any non-communication equipment such as security screens or door locks in this section. 5. Length of Assignment: Self-explanatory. 6. Usage Estimate: Self-explanatory. 7. Vehicle To Be Assigned To: Indicate location, driver, classification, or title and typical driver duties. 8. Vehicle Garaged: Indicate where the vehicle is garaged at nights and on weekends by listing the specific address and the distance in miles from the work site. 9. Justification: Indicate why the vehicle is necessary for the operation of the department, and if it is garaged other than at the County garage at nights and weekends, indicate why it must be driven home by the driver. 10. Signature of Department Head and Title. • 38 VELD COUNTY ADM NISTRATWEMANUAL i BUDGET MANUAL Motor Vehicle Assignment/Electronic Equipment Request Latest Revision Date: May 27, 1996 MOTOR VEHICLE ASSIGNMENT/ ELECTRONIC EQUIPMENT REQUEST FISCAL YEAR AGENCY/DEPARTMENT NAME CONTACT PERSON BUDGET UNIT TITLE/NUMBER PHONE NUMBER 1. REASON FOR REQUEST: T. NUMBER OF VEHICLES: o Request for additional vehicle(s) o Reduction in number o/assigned vehicles 3. TYPE OF VEHICLE: o Modification to class of assigned vehicle o Change in Budget Unit Number ' 4. SPECIAL EQUIPMENT NEEDED: 5. LENGTH OF ASSIGNMENT: o Permanent 0 Temporary(from to ). 6. USAGE ESTIMATE: Miles/Month DaysAMeek 7. VEHICLE ASSIGNED TO: Location Driver Class or Title Typical Driver Duties B. VEHICLE GARAGED: 0 Nights 0 Weekends Distance from work site Address: 9. JUSTIFICATION: (If more space is needed,attach second sheet.) 10.DATE: SIGNATURE: TELEPHONE NUMBER: TITLE: PLEASE DO NOT WRITE BELOW THIS LINE Cost Estimation: (Motor vehicle) Total $ Cost Estimation: (Communications) Total E ' COMMENTS/RECOMMENDATION: 39 WELD COUNTY ADMINISTRATIVE MANUAL i BUDGET MANUAL Travel Request Summary Latest Revision Date: May 27, 1996 • PURPOSE: This form lists each budget unit's travel program for the next fiscal year. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Heading: Provide the fiscal year, budget unit title and number, and a page number. 2. Trip Number: Number each trip consecutively. 3. Official Name of Meeting: Give the official name of the meeting or conference. 4. Destination: Indicate the location where the meeting or conference is to be held. If . unknown, identify the general area, such as Northern Colorado, East Coast, etc. Be specific as to whether the destination is in or outside of Colorado. 5. Number of Days: Indicate the number of days from the date of departure to the date of return. 6. Title of Persons: Indicate the number of persons taking each trip. 7. Number of Persons: Indicate the number of persons taking each trip. 8. Number of Nights Lodging: Indicate the number of nights persons taking the trip will be required to spend at the meeting or conference locations. 9. Number of Meals: Indicate the total number of meals that will be purchased at the meeting or conference. 10. Travel By: Indicate the method of travel to be used to attend the meeting or conference. 11. Requested Amount: Indicate the estimated cost of each listed trip. Secure an estimate for air fare, when applicable. 12. Approved Amount: This column is to be left blank. The Finance Office will complete this column when the budget is reviewed. 40 'VELD COUNTY • ADMINI STRATWE MANUAL • • BUDGET MANUAL Travel Request Summary Latest Revision Date: May 27, 1996 TRAVEL REQUEST SUMMARY FISCAL YEAR BUDGET UNIT TITLE AND NUMBER: _ PAGE OF PAGES DESCRIPTIONOF:TRIP ', PERSONS ATTENDING EXPENSES:. .• it;;rr.'' • AMOUNT: ;:. '::i`?. Tr Otfxiak Name Al.Mee .. Tj ,: .. lP � *tln9 besdnattgr ... i of .;. ..:T#qe of Persons Talilri'p'��P �of M Nights �of Travel Requested App Rived , <f.:: 0 - . '.:'" _Persons E Y.. .: Amount op_ . —_, - = I I_ 41 • V�IELD COUNTY ADMINISTRATNE MANUAL BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 PURPOSE: The Request for Information Services Resources Form has been designed to formally request services and summarize for the Board the program, objectives, costs, and benefits of the data processing resources requested. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Headers: Indicate the fiscal year, department name, budget unit title and number, project title, Information Services liaison's name and phone number. 2. Summary of Project: Provide a synopsis of the information provided elsewhere on the form. This is primarily for Board overview. 3. Project Description: Briefly describe the problem or background which resulted in the project request, objectives that will be achieved by the project, approach envisioned by the requesting department, and possible impacts on staffing, workload, or budget. Provide relevant statistical data where appropriate. . 4. Estimated Data Processing Cost: Estimated costs for data processing should be broken down by direct costs from the data processing center, equipment costs (rents and leases, maintenance, fixed assets, etc.), contracts, and other computer services and supplies. 5. Estimated Non-Computer Cost: Information Services projects require significant amounts of time from departmental personnel. Include in this section estimated non-data processing personnel costs in the department which relate to the project. Also include the cost of any non-computer services and supplies which relate to or result from the project. Displacement of existing cost, as well as added costs should be identified. 6. Estimated Total Project Cost Remaining: If a one-time project is expected to extend beyond the next fiscal year, provide an estimate of the total project cost remaining, including the next fiscal year cost. 7. Justification and Benefits: Indicate whether the project requested is a State, Federal, or Court mandated program, expanded service, etc. Identify tangible benefits or cost savings that will result from the project. If not mandated or justified by cost savings, provide sufficient explanation to justify the requested project. 8. Alternatives to Project: Describe altematives to the project that were considered and rejected. 9. Consequences of No Action: State the consequences of not funding the requested project. Indicate whether the project can be deferred to a future year without serious difficulty. Be specific in describing possible consequences. . 42 ViIELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 REQUEST FOR INFORMATION SERVICES RESOURCES DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: PROJECT TITLE: DEPARTMENTAL I.S. LIAISON: PHONE NUMBER: • SUMMARY OF PROJECT: PROJECT DESCRIPTION(include background, objectives, approach, impact, and relevant statistical data): ESTIMATED DATA PROCESSING COST (designate personnel by category, processing, and equipment costs): • 43 UVELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 ESTIMATED NON-DP COST (include salaries, services, and supplies related to project and not identified above): ESTIMATED TOTAL PROJECT COST REMAINING: • JUSTIFICATION AND BENEFITS: ALTERNATIVES TO PROJECT: CONSEQUENCES OF NO ACTION: • 44 WELD COUNTY • ADMINISTRATIVE MANUAL • BUDGET MANUAL Request for Equipment Purchase or Major Rental Latest Revision Date: May 27, 1996 PURPOSE: This form provides a detailed listing of the equipment requested. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Heading: Provide the department name, number, fiscal year, contact person, phone number, and item to be purchased or rented. 2. Form of Acquisition: Check () appropriate category. 3. Number of Units Requested: indicate total units to be rented or purchased. 4. Purpose of Expenditure: Check () the appropriate reason(s) for this expenditure. • 5. Cost: Provide cost data requested. 6. Number of Similar Items in Inventory: Indicate the number of similar equipment items in the inventory of the requesting department. 7. Estimated Use of Requested Item(s): Indicate the number of weeks per year the item is expected to be used and the approximate months of the year if seasonal, and estimate the average usage(in days per week and in hours per day) for the specified period. Also show estimated useful life of the item based on planned usage. 8. Replaced Items: Provide the information indicated for any owned or rented item(s) that will be replaced by the request item(s). If there are no items replaced, enter N/A. 9. Recommended Disposition of Replaced Item(s): Self-explanatory. 10. Justification: Include a brief statement as to the condition of old items and reasons it will no longer economically perform the required function. All additional items should be fully explained and justified in terms of greater efficiency and/or dollar savings over current methods of operation. 45 LLD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Request for Equipment Purchase or Major Rental Latest Revision Date: May 27, 1996 REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 1. Department/Activity Contact Person Date Phone Equipment Item 5. Cost: Per Unit Total 2. Form of Acquisition(check appropriate): Purchase price or annual rental S $ ❑ Purchase o Rental Plus: Installation or other costs S S 7. Number of Units Requested: Less: Trade-in or other discount f f Net purchase cost or annual rental $ $ . d.Purpose of Expenditure(check appropriate): ❑ Scheduled replacement 6. Number of Similar Units in Inventory: ❑ Present equipment obsolete ❑ Replace wornout equipment ❑ Reduce personnel time 7. Estimated Use of Requested Item(s): o Expanded service ❑ New operation _Weeks per year(Approximate months,if ❑ Increased safety seasonal) ❑ Improve procedures,records,etc. _ Average days per week _ Average hours per day _ Estimated useful life(years) 8. Replaced Item(s): Prior Year's Item Make Age Maintenance Rental Cost Breakdowns Cost • g. Recommended Disposition of Replaced Item(s): ❑ Possible use by other agencies ❑ Trade-In ❑ Sale 10. Justification Narrative: • 46 LLD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 PURPOSE: The purpose of the Building and Grounds Special Projects form is to provide each department a formal mechanism of requesting repairs or alterations to building structures their programs occupy. Each department is responsible for requesting the Building and Grounds Department to make any necessary repairs or alterations to building structure which are not part of the regular or routine maintenance where the space is leased or owned by the County. The following information should be utilized in assessing whether or not a Special Projects Request form is necessary: A. MINOR REPAIRS AND ALTERATIONS—All non-recurring general maintenance work under $500, including moving of furniture, changes in electrical outlets for approved equipment, moving existing landscape partitions, etc. Minor repairs and alterations should be requested on a Work Order and submitted directly to the Building and Grounds Department throughout • the year, as needed. B. SPECIAL PROJECTS (Major Alterations) --Any building alteration estimated between $500 and $10,000, including installation of cabinets, fixed walls, major electrical rewiring, plumbing fixtures, and any other changes particularly related to departmental changes in staffing or program. Special projects need to be anticipated in advance so that Building and Grounds can obtain appropriate staffing levels and give operating departments realistic completion dates for special projects. Special projects are budgeted centrally and are approved by the Board of County Commissioners prior to the beginning of the project. C. CAPITAL PROJECTS -- Projects which are estimated to cost more than $10,000. When clarification is needed, the Director of Building and Grounds will determine whether requests should be classified as routine maintenance, minor repair and alteration, special project, or a capital project. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Headers: Show the fiscal year, agency and department name, budget unit title and number requesting the special project. 2. Building: Give the name of the building being occupied. 47 • Lip COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 3. Room No. or Unit: Give the room number or unit of building requesting special project. 4. Description of Project with Attached Sketch if Appropriate: The description should specifically describe what is involved in the special project. 5. Statement of Justification: Provide enough information in this section to accurately identify the reasons and justifications for the request. This can be done by indicating adverse impacts, positive impacts to the program or cost benefit justifications. 6. Date Completion Desired: Indicate the date that you would desire the project to be completed if there is a specific deadline necessary to your department. 7. Signature of Requesting Department Head. • COST ESTIMATE: The superintendent of Buildings and Grounds will develop cost estimates for the special project for consideration by the Board of County Commissioners. After a work session has been held with the Board of County Commissioners, in which the special projects are reviewed and discussed with each department, the Board of County Commissioners will provide a list of approved projects to the Director of Buildings and Grounds and each department. Each department will then be limited to the approved funds for special projects for the next fiscal year. A small contingency amount will be maintained for use by departments which have emergency or unanticipated special project requests during the fiscal year. 48 • • MELD COUNTY ADMINISTRATIVE MANUAL • - BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 SPECIAL PROJECTS FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: BUIILDING: ROOM#OR UNIT: DESCRIPTION OF PROJECT(Attach sketch if appropriate): • STATEMENT OF JUSTIFICATION: Date Completion Desired Signature(Requesting Department) COST ESTIMATE BUJLDINGIGROUNOS FUNDS APPROVED DESCRIPTION Account# Amount . Account# Amount'r. Material Equipment Contract Service TOTAL Salaries and Wages GRAND TOTAL • REMARKS: 49 LLD COU " NT ADMINISTRATIVE MANUAL BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 PURPOSE: The PBX Phone Service Requests for Additions or Changes in Services or Equipment Form has been designed to formally request and summarize proposed changes for budgetary planning purposes. The purpose, benefits received, consequences of no action, and estimated costs are included on the form. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Headers: Indicate the department name, budget unit title and number, project title, department liaison and liaison's phone number. 2. Description of Project: Provide a summary of the specific change being requested. Describe, by position or individual, what type of phone set(s) will be needed. A diagram or . floor plan is very helpful when major changes or additions are being requested. 3. Statement of Justification: Provide enough information in this section to accurately identify the reasons and justifications for the request. This can be done by indicating adverse impacts, positive impacts to the program or cost benefit justifications. 4. Date Completion Desired: Indicate the date that you would desire the project to be completed if there is a specific deadline necessary to your department. 5. Signature of Requesting Department Head. 6. Estimated Total Project Cost: The estimate for project cost will be completed by the PBX Phone Service Manager. 50 • WELD COUNTY ADMINISTRATIVE MANUAL • - BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 PBX PHONE SERVICE REQUEST (FOR ADDITIONS OR CHANGES IN SERVICES OR EQUIPMENT) AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: PROJECT TITLE: DEPARTMENT LIAISON: PHONE NUMBER: • DESCRIPTION OF PROJECT: STATEMENT OF JUSTIFICATION: DATE COMPLETION DESIRED: SIGNATURE: • • (Department Head) 51 WELD COUNTY ADMINISTRATIVE MANUAL i BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 COST ESTIMATE: Materials Wiring @ ft X _ Phone Jack @ X = SUB-TOTAL = Equipment. 0 button set @ X 5 button ECTS @ X = . 6 button Key System @ X = 10 Button ECTS @ X = 10 Button Key System @ X 20 Button ECTS @ X = 20 Button Key System @ X = 30 Button ECTS @ X 30 Button Key System @ X = Installation Charges @ X = SUB-TOTAL Other Equipment X = X = X = X = Installation Charge @ X = SUB-TOTAL = GRAND TOTAL = • 52 WELD COUNT" AD MINI S TRATIVE MANUAL • - BUDGET MANUAL Cellular Phones Latest Revision Date: May 27, 1996 Any department or office needing a cellular phone will complete a Cellular Phone Request Form, available through the Phone Services Department. On the form the department shall indicate the service requested and the justification for the cellular phone. Phone Services staff will identify the costs to acquire and operate the phone and make a recommendation to the Director of Finance and Administration concerning the request. The Director of Finance and Administration will then make a recommendation to the Board of County Commissioners. The Board of County Commissioners will then approve or disapprove the request. Only those requests approved by the Board of County Commissioners will be permitted to acquire a cellular phone with county funds. • 53 • WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Cellular Phones Latest Revision Date: May 27, 1996 CELLULAR PHONE REQUEST AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: CONTACT PERSON: SERVICE REQUESTED: JUSTIFICATION: COST: INITIAL PURCHASE$ MONTHLY$ . RECOMMENDATIONS: PHONE SERVICES: Phone Services Manager FINANCE/ADMINISTRATION: Director, Finance and Administration BOARD ACTION: APPROVE DISAPPROVE DISCUSS Barbara Kirkmeyer George Baxter Dale Hall Connie Harbert Bill Webster Date Received: Purchase Order Number: Phone Number Assigned To: . Serial Number: Brand: Model: ESN Number: 54 WELD COUNTY ADMINISTRATIVE MANUAL • BUDGET MANUAL Examples of Budget Forms Latest Revision Date: May 27, 1996 The following pages display examples of each budget form for your assistance. If you need assistance or have questions concerning any step in the budget process, please do not hesitate to contact the Department of Finance and Administration. • 55 • EXAMPLE ONLY BUDGET UNIT REQUEST SUMMARY • AGENCY/DEPARTMENT NAME: BOARD OF COUNTY COMMISSIONERS BUDGET UNIT TITLE AND NUMBER: Office of the Board -- 1000-10100 DEPARTMENT DESCRIPTION: Statutory head of county government. Each major department is overseen by one Commissioner, who serves as an assistant in another. ACTUAL BUDGETED REQUESTED INCREASE/ RESOURCES "r LAST FY CURRENT FY NEXT FY °' (DECREASE) Personnel Services $ 278,229 $ 289,351 $ 289,351 $ 11, 122 Supplies 65,823 70,303 68,303 2,480 Purchased Services Fixed Charges Capital Gross County Cost $ 344,052 $ 359,654 $ 357,654 $ 13,602 Revenue . Net County Cost $ 344,052 $ 359.654 $ 357,654 $ 13,602 Budget Positions 6 6 6 6 SUMMARYOFCHANGES: Office supplies are up $100, postage and bill service account is down $500, memberships are down $2,000 with the decision not to join NaCo, meals and travel are up $1, 100, and other purchased services are down $700. OBJECTIVES: Board objectives are the strategic objectives for the entire county. WORKLOAD ACTUAL ESTIMATED PROJECTED n/a EXAMPLE ONLY ACTIVITY ANALYSIS FISCAL YEAR 199* • AGENCY/DEPARTMENT NAME: BOARD of COUNTY COMMISSIONERS BUDGET UNIT TITLE AND NUMBER: Office of the Board -- 1000-10100 ACTIVITY TITLE: Legislative Program BRIEF DESCRIPTION OF ACTIVITY: Tracking the State Legislative process, coordinating responses to proposed legislation, assisting in compiling the County's legislative package and providing follow-up. CRITERIA FOR ACTIVITY: ❑ Mandated, No Discretion ❑ Critical ❑ Mandated, Some Discretion EX Cost Effective ❑ Other DESCRIBE YOUR RATIONALE FOR CRITERIA YOU HAVE IDENTIFIED: During past years, the Legislature was considering transfering responsibility of paying for costs incurred by the County Social Service Department for the Child Diagnostic treatment program from the State to the County. Through the efforts of the Board and staff we were able to forestall the transition. SOURCE OF AUTHORITY FOR ACTIVITY: No specific authority DISCUSS ALTERNATIVE WAYS OF PROVIDING SERVICES AND FINANCING • ACTIVITY(include possibile legislative changes): - activity is provided to some extent through CCI - full-time County legislative analyst - each office/department follow legislation for own area WORKLOAD PRIOR CURRENT FISCAL REQUEST FISCAL CATEGORY :MEASUREMENT UNITS ACTUAL BUDGETED ACTUAL POSITIONS UNITS POSITIONS Staff Hours/month 160 .93 192 1.09 nileaze/st Miles/month 0 960 'ostane $'s/month $ 13 $ 20 RESOURCES CURRENT REQUEST FISCAL INCREASE/ BUDGETED EXISTWG NEW/EXPANDED TOTAL (DECREASE) Gross County Cost N/A $21.176 $ 6.239 $ 27.416 S 6. 739 Revenue • Net County Cost $21.176 $ 6.239 $ 27.416 $ 6.239 Budgeted Positions .93 . 16 1.09 . 16 EXAMPLE ONLY SUMMARY OF CHANGE: (Complete the following analysis for each major item requested in this activity. If you have additional change items, add additional sheets as necessary: TITLE OF CHANGE: Legislative Program • ❑ New or additional program 01 Change in existing level of activity o Transfer in or out of existing program (both increases and decreases) DESCRIBE ITEM AND RESOURCES REQUESTED: The program budget separates out funds for supplies which was not shown in the 199* budget. Further, the CCI Public Lands program was not included in the budget, nor was enough appropriated for the rent of the Bill Box at the Capitol. This budget also includes mileage for secretaries and funds in the meal budget. CRITERIA: O Mandated, No Discretion o Critical o Mandated, Some Discretion ® Cost Effective o Other DESCRIBE YOUR RATIONALE FOR THE CRITERIA: Ideally the program should lend to controlling mandated costs and programs passed through the Legislature and subsequently give the County more say in how County dollars are spent. Further, if the County prepares and presents a legislative package, a more direct active route of input will be available. SPECIFIC ACHIEVEMENTS/BENEFITS EXPECTED: We are seeking to make the process used in tracking and responding to proposed legislation more efficient and effective. This will require more direct involveme by staff in contacting CCI and the Legislative representatives, which will in itse have a greater impact on the legislators and legislation. MEANS OF MEASURING RESULTS: Assessing the impacts and costs to the County of legislation which survives the session. CONSEQUENCES OF NOT IMPLEMENTING REQUEST: The Legislature often introduces bills on behalf of special interest groups which are costly and impractical to administer at the County level. Without an expressed interest at the County level, more of the type of legislation is likely to be approved. IMPACT ON OTHER AGENCIES OR DEPARTMENTS: Other County departments and offices have found the assistance from the Commissioners' Office in tracking legislation to be beneficial, as it provides a defined channel for tracking and responding to legislation and saves them time in locating bills of interest. ALTERNATIVE WAYS OR LEVELS: - Full time County legislative analyst — Less County involvement -- more total reliance on CCI - Each department follow the legislation in their areas of concern • ALTERNATIVE FINANCING: I - Z O W 0 u v o rn v Zm '. ° ill. a m Lll a oo P N N lit .1- g 0 N D - N d 2 to w 2 O a U co 'O O\ C\ N W Ljtl) N o M ono Cl Li j U .y N N in Ln I IiF- N N ^+ N 0 rea La Q a lill y � J NO U. I- ill O 64.) I11 CL }3y W W W m $. r ccust E.141 o a ..,m at ‘.1.. N G w Q ° CC h 0 W L mt Ciii N wQ 3 :y a A � � 0 0 Z ww M� Q n f- Q O O ‘.0 II II II X d �1 W CO ? uJ w • Ili G Q Z N Z •ri I-• Z N0 •rI 0 Cri O Z Q ...-- CO A • W - Z 5v ' ? Cf.) l••. 1"1" CC A N A N aa3 N r" N N a - in E tairii D WZ 7 03 o o 0 0 o N 0 0 UW a ti o �w Z CD m m `w •O «. U N III 0 y c c En w t • m m o . 0 Q m w g X000 ii ii ii it m N CO v v) co n co rn o O w O O G. y 2 O EXAMPLE ONLY APPROPRIATION REQUEST EXCEEDING TARGET . BUDGET LEVEL DEPARTMENT: Sheriff This request will be considered individually as a separate item. This form is to be completed for all appropriation requests that exceed the adjusted gross appropriation limit, and which are justified on a cost-effective basis. All critical or mandated programs should be included in the adjusted gross appropriation limit. FINANCIAL SUMMARY: Appropriation Request $ 23,860 Less: Revenue 430 Net County Cost $ 23.430 Budgeted Positions (FTE's) 1 LINE ITEM AMOUNTS MAKING UP APPROPRIATION REQUEST: Salaries $ 19,824 • Retirement 1,190 FICA 1,318 Insurance 728 Office Supplies 800 $ 23,860 SUMMARY NARRATIVE DESCRIPTION AND JUSTIFICATION: The crime prevention program includes one sworn officer to provide materials and education to the public concerning crime prevention techniques. It is estimated that insurance companies in the area will pay a portion of the materials cost ($430) since the program could substantially reduce crime and the cost of crime in Weld County. Studies attached show the benefits of crime reduction from a similar program in Tinbucktwo, Montana. (Each additional program request requires an additional form.) • EXAMPLE ONLY COST CUTTING/REVENUE RAISING • STRATEGIES FISCAL YEAR 199* AGENCY/DEPARTMENT NAME: Health Department BUDGET UNIT TITLE AND NUMBER: Home Health 2500-41300 STRATEGY: ❑ Contraction in Services O Energy Conservation ❑ Revenue Source 0 Administrative Reorganization ❑ Productivity Improvement ❑ Innovation/Technological Transfer • Reprivatization/Contract ❑ Organizational ❑ Automation (Cost/Benefit) ❑ Other: DESCRIPTION: The Home Health Care program provides intermittent nursing care under physician's orders in patient's home for the purpose of treating chronic or acute illnesses, restorative and therapeutical services to patient's place of residence, and provides • homemaking and personal care services to chronically and acutely ill individuals in their homes. The Health Department has been the sole provider in the area because public pricing to the client has been below the cost of service delivery. In the last fiscal year the Health Department has made efforts to place the service at full bcatt F ILWCE/IMPACT: Reprivatizing through contractual resources, services in the Home Health Care area would encourage competition in the community and encourage other providers to enter the marketplace. Through competitive pricing of the service and introduction of multiple service providers, all patients and clients within Weld County would have an opportunity for a broader base alternative of service and pricing structure. More competitive pricing would also allow many clients to become independent financially of any governmental subsidy for the provision of home health care services. SAVINGS/REVENUE: Total cost of this program is $441,375 for the current fiscal year, with anticipated revenues of $391,375. The net county cost for providing of care in this area is $50,000 in the current fiscal year, and utilizes 33 FTE's. By transitioning this program 4 the private sector, Weld County would be able to save $50,000 net county cost in the providing of health care services. FINANCE RECOMMENDATION: • a z 0 w IIIa in O Q' Z Ili I, Z 6T4 ct J rs W Q o O U FI 0 0 X I 0 PM o 'qW - 'ICo O o, N1•".. a' rn 14 Q. Q .-, I M `_ , ‘o I M N N in Q CC Gl U V > 6 J ..... • Q .0 0 _a m N ro , 0 i•-( Li-- o 6 aui C ,� R H co C 4...„, 4i N "cm, C 0 ai a p H N G a• 4.4 O I44 N . v u 7 6 C V m w a E L ° 1.4 W W M� llj e r9 u K o c Z U O C1 O Z 0 W al I O INC W� Z r a u , o 0 ti Z Q v) LIJ W X C a 6 P Co � ti •-ii C a •d N a Q ~ CC CI. — a c.) 0 Ln a" F' 0 j CD > I... W p U W M 2 0 O - N M -4- vl 0 Q 0 . BUDGET REQUEST BY ACCOUNT FORM EXAMPLE ONLY FOR EXPENDITURES AND REVENUES • Budget Request by Account Form(FBABDRA 2.1.5)[BNPD) ='Buaggt 307 FY97 REQUEST BUDGET rarg l"`≥° 90100 NON—DEPARTMENTAL p„ iii.; Pha9E REQUEST RE UEST ..____.___ � � .GENERAL .F..4)ND ......_ 6 ,� Period: A! ANN A1, 1 FRW.Ii5iFeql Meas. Type: Tf DOLLARS . .........1 `Acd(tiilt `"" .631 _— PROFr. SERVICES___ co ! 7i..i,;i•:r (1 w I WELD COUNTY ' Act�.U�,tc i II __ _ Index„ oG �4p. : I ® Display Comparative Data l Accun. Budgets on Entered keys Account Entry Infornation - CY: fleet ; Description Current Amount Change Amount %Text Dur Budget 400 0- {Y 59, 0p._._ r. 3 • 3 Line •Item Temil IIAu lhack•; Lenr:.$iANC Exit a. General Text EnUy Form(FOATDCT 2.1.5)(BNPD) C Typr:.j SRO, 1.Sade;I 46379000000169 Default Increment: F.5:171 Text Print Line �7 AUDIT FEES 445,00D ❑ 101 J INDIRECT COST PLAN 4S,SO0 ' ❑ 203 401K FEES 42,000 ( ❑ 3DI VISITORS' BUREAU 43,000 I ❑ 40i COURIER SERVICE ;3,900 ❑ SD TOTAL _459,400 O 60 - VISITORS' BUREAU tJILL NOT BE FUNDED AFTER THIS 0 F710.ui r YEAR PER POLICY OF BD OF CO COMMISSIONERS ❑ 00 ADOPTED IN 1996. I 0 90 401K FEES BASED UPON CURRENT ENROLLMENT I 0 100E COST PLAN RATES FIXED FOR 3 YEARS j 0 1104 COURIER SVC PAID TO PRINTING c SUPPLY+ 0 f; a . . .............., .,_ [ Rn Clhark SauIW:y„; i+II�tRfil[2 BUDGET REQUEST BY ACCOUNT FORM EXAMPLE ONLY FOR EXPENDITURES AND REVENUES • S • Budget Request by Account Form(FBABDRA 2.1.5IIBNPDI EC Diadintk I .p °aA ri E. FY97 REQUEST BUDGET '; Y' ssAer 151001 DISTRICT ATTORN • a. ..._..:. QI)E1` .RE UEST._BUDGET. fi .. J&Q.O I ..GENERAL FUND. Period: ANNUAL Pt"4'>B!71Ii,,,, 100 . i • Meas. Type: D; =MIA I —1 ._; .DOLLARS._... � 4344.-; GRANT_.._. .... 'CUA Y I WELD COUNTY OatinneN 1 :index: j EEp44tirsm ': © Display Comparative Data © Accun. Budgets on Entered keys ; Account Entry Information C Y: f` • a cctr'I Description Current Amount Change Amount %Text Dur Budget MK_ 36.000 1...._........ ...15 6 E ,[ , _J --.mi.umf--_. ::.:Asiil!�#._. �'�..�� Ytol�p {�1 akiN++Os. ` ,INfExifi°! �iID iiiGener ITextEntryF.rmIFS• a : 't 4, +1 `rbi f BSI I0621 IL43.0.0.0.Q.0.Q149.4 Default Increment: ITT.I Text Print Line - STATE REIMBURSEMENT OF DA SALARY 7 10 M EEI3.,.c.RS 20-1-301.... —....... ❑ 20 E 301 „STATE...1.Al....AME.h'DED 11.._.1.9.9.5....HY.BR9.5-134.Q_RAISEII ❑ 401 MAXIMUM AMOUNT REIMBURSED TO SOX OR $67.000 I ❑ 50 OR_..$53,600. ._E.FFECTI:VE 1-.1.-97..._...._ __. „_ ❑ 60. THIS IS AN INCREASE OVER PRIOR YEAR OF ❑ 70 $15,60().,,,_.._v ...... y .,...... n�,, -. ❑ 80 _ C ................... O • aN � E. _ p U U 4;1W N O U U N O d O '"N I-- r I— T o as ~-V P< L.I. • _ Fah JU _ > I w 0 Cr. L O O 3 x < I 0 V F- U M ^ CL J- O w w J V) V. K ['4 J W d = >.P C.) . O ra T V 2 N d S W O 1— co ^ = W K ? d 9. 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ELECTRONIC EQUIPMENT REQUEST • FISCAL YEAR 199* AGENCY/DEPARTMENTNAME Sheriff's Office CONTACT PERSON Rick Dill BUDGET UNIT TITLE/NUMBER Sheriff PHONE NUMBER 4631 1. REASON FOR REQUEST: 2. NUMBER OF VEHICLES: 2 o Request for additional vehicle(s) a Reduction in number of assigned vehicles 3. TYPE OF VEHICLE: Compact. 4d Sedans o Modification to class of assigned vehicle 0 Change in Budget Unit Number with 6 cylinder engines, specifically Chevrolet Caprice' 199* 4. SPECIAL EQUIPMENT NEEDED: Welcom police radio, first aid kit. blankets, fuses 5. LENGTH OF ASSIGNMENT: p2 Permanent a Temporary(from to ). 6. USAGE ESTIMATE: Miles/Month 1,250 Days/Week 6 days per week 7. VEHICLE ASSIGNED TO: Location Greeley office Driver Class or Title Captain Typical Driver Duties Responds to major crime or disaster. used to • transport prisoners and as backup civil process car 8. VEHICLE GARAGED: oNights o Weekends Distance from work site on site Address: Sheriff's Geragp 9. JUSTIFICATION: The vehicles are used to transport prisoners and as backup Civil Unit vehicles in the event of down time. (If more space is needed,attach second sheet) 10.DATE: 6/12/9* SIGNATURE: TELEPHONE NUMBER: 356-4000 Ext. 4631 TITLE: PLEASE DO NOT WRITE BELOW THIS LINE Cost Estimation: (Motor vehicle) Total $ Cost Estimation: (Communications) Total $ COMMENTS/RECOMMENDATION: • ti w > a o 2 ° a r a oo . o 2 w 4 c' rl L.L. ) a - O -Y C Cn co N _+ N W . d W } a: 1 H H 3+ H 3+ `� !- u co, ,Ti u co m i Q tl1 Q. a -a rn an rn Cr) rn & 4 t1t . W. 5CT r-. :: o en en en en en .9 131 ZS w c o k y Cl co (N N ti •- 0 0 a o, I a a > a+ O 2 YO t0 u to O t-. al..) td u t/� ,� 3- c ooG o0 C >, � ! W 4 Y �u u u w w U rn m to w w 0G+ c I Z » > m > C0 u u u > O c do .,9 ;;) G ',It' v I a, w a u5t J O a . >, -ri .,et ,-(1-1I u a. u >,OX >l et o OctG ►^L_1y1�7J V Y et u oz C TiC 4.� i. 0 a G a, ❑ w v v .' ¢ N CU Pri a.-1 > > u r y u X Q v U .) to u; .,i Q6 /� 1 Y COCOt a _,Nj N en Co en Q 4 00 00 C Z W $ M M k m _4 p n. c IL' s+ co a E. : � r > ca LL O a co rl 4 O c G C tz O. -: Q > o0 UO A to z Q O al I C >, "-I ..H illa 00 00 > 7 (I) a r Q : l el C O N C!} N. Fa ,Gi C V,~-1 � A : C H p 'O r1 RIO) - 2 C H G F N U O Or. u,-I O r. O C -4,-,,-, U.I t d ca C P < r r 7 0¢ C) •1 S O H O vai O FT- O O Z O z • Ca 3 I .-i N Cr -t ul ,O EXAMPLE ONLY REQUEST FOR INFORMATION . SERVICES RESOURCES DEPARTMENT NAME: Clerk to the Board BUDGET UNIT TITLE AND NUMBER: Clerk to the Board -- 1000-10400 PROJECT TITLE: Management Information System Feasihiliry System DEPARTMENTAL I.S. LIAISON: Carol Harding PHONE NUMBER: 356-4000 ext. 4217 SUMMARY OF PROJECT: The project would involve the conduct of a feasibility study aimed at determining the advisability of converting manual record keeping system to automated systems. • PROJECT DESCRIPTION (include background, objectives, approach, impact, and relevant statistical data): All record keeping functions in the Clerk to the Board's office are manually maintained and requires substantial employee hours. It would appear that many of these functions would be more cost efficient if automated. The joint center has experienced management information systems analysts who could conduct a study of the department's record keeping systems and recommend alternative courses of action for review during the 199* budget year. The major objective of such a study would be to identify whether or not substantial savings could result in the automation of such systems in terms of employee power requirements, and in terms of more efficient and accurate information retrieval and use. It is anticipated that such a system would not only d increase the efficiency of our clerical staff, but ESTIMATED uDATA 1PROCESSINGay to COS y(designatef personnel by category, processing, and equipment costs): Please contact SCT for estimates. • EXAMPLE ONLY ESTIMATED NON-COMPUTER COST(include salaries, services, and supplies related to project and not identified above): • It is estimated that no non-computer costs would be involved during the feasibility study except for those employee hours contributed in giving guidance to the SCT liaison in terms of departmental needs. ESTIMATED TOTAL PROJECT COST REMAINING: JUSTIFICATION AND BENEFITS: This project is expected to identify those areas where managerial efficiency could be increased and costs reduced by implementing a management information system. As indicated above, it is anticipated that clerical time could be saved by implementation of such a system. . ALTERNATIVES TO PROJECT: To continue to process information in the manner that exists and to increase employees as information flow increases as a result of increased case loads and developmental activity. Basically, the feasibility study is looked upon as providing alternatives to the way we are now handling information within the department. CONSEQUENCES OF NO ACTION: Increased employee hours committed to storing and retrieving information within the department. EXAMPLE ONLY • REQUEST FOR EQUIPMENT • PURCHASE OR MAJOR RENTAL 1. Department/Activity Clerk to the Board Contact Person Carol Harding Date 5/20/9* Phone 156-4000 ext 4717 Equipment Item IBM Wheelwriter 3 Typewriter 5. Cost: Per Unit Total 2. Form of Acquisition (check appropriate): Purchase price or annual rental $ 870 $ 1 . xi Purchase O Rental Plus: Installation or other costs $ $ 3. Number of Units Requested: 2 Less: Trade-in or other discount $ S Net purchase cost or annual rental $ $ 1 .74C 4. Purpose of Expenditure(check appropriate): ❑ Scheduled replacement 6. Number of Similar Units in Inventory: 12 ❑ Present equipment obsolete R Replace worn-out equipment ❑ Reduce personnel time 7. Estimated Use of Requested Item(s): ❑ Expanded service ❑ New operation 5Z Weeks per year(Approximate months, if ❑ Increased safety seasonal) ❑ Improve procedures, records,etc. Average days per week • R Average hours per day _5_ Estimated useful life(years) 8. Replaced Item(s): Prior Year's Item Make Age Maintenance Rental Cost Breakdowns Cost Typewriter #E-117594 REM 1988 $485.00 5 in 4 mon -hc Typewriter #E-808967 REM 1993 183.50 Worn out 9. Recommended Disposition of Replaced Item(s): 62 Possible use by other agencies ❑ Trade-In ti Sale 10. Justification Narrative: One typewriter is approximately 8 years old and is worn out. Service calls on //2 are more frequent and too expensive to justify continually repairing these worn out machines. • This is the beginning of a scheduled replacement program. EXAMPLE ONLY SPECIAL PROJECTS FISCAL YEAR 199* AGENCY/DEPARTMENT NAME: Planning and Zoning • BUDGET UNIT TITLE AND NUMBER: Planning and Zoning -- 1000-17100 BUIILDING: Administrative Building ROOM# OR UNIT: Cnnfaranre rnnm DESCRIPTION OF PROJECT(Attach sketch if appropriate): Installation of a 10" exhaust fan in the conference area. The fan must be "whisper quiet" and be vented to the outside of the building. STATEMENT OF JUSTIFICATION: Utilization of the room as a conference area is limited without the fan. Any meeting with more than 3-4 people make the room physically uncomfortable because of heat and stuffiness of air. Alternative of leaving the door open results in noise that is disruptive to meeting and adjacent work areas. Without use of the room for conference, meeting space is limited to staff work areas and results in loss of productivity and coordination. . 2/1/9* Date Completion Desired Signature (Requesting Department) COST ESTIMATE BUILDING/GROUNDS FUNDS APPROVED DESCRIPTION Account# Amount Account# Amount Material Equipment Contract Service TOTAL Salaries and Wages GRAND TOTAL REMARKS: EXAMPLE ONLY • PBX PHONE SERVICE REQUEST , (FOR ADDITIONS OR CHANGES IN SERVICES OR EQUIPMENT) • AGENCY/DEPARTMENT NAME: Clerk to the Board BUDGET UNIT TITLE AND NUMBER: Clerk to the Board -- 1000-10400 PROJECT TITLE: Addition of phone line DEPARTMENT LIAISON: Carol Harding PHONE NUMBER: 356-4000 ext. 4217 DESCRIPTION OF PROJECT: The addition of a phone line is requested for support services in the Clerk to the Boards office. • STATEMENT OF JUSTIFICATION: Increase volume of County related questions have made it increasingly harder for staff to answer questions on road right-of-ways and to check files for specific information. An additional phone line in the work area would allow staff to communicate with the public and requesting agencies as they reviewed the material on an open space table. This would allow prompt service and staff could clarify needs and wants by simply staying on the line, and therefore, leaving other phone lines open for County business. DATE COMPLETION DESIRED: 2/3/9* SIGNATURE: (Department Head) • COST ESTIMATE: • Materials Wiring @ ft X = Phone Jack @ X = SUB-TOTAL = Equipment: 0 button set @ X = 5 button ECTS @ X = 6 button Key System @ X = 10 Button ECTS @ X = 10 Button Key System @ X = 20 Button ECTS @ X = 20 Button Key System @ X = 30 Button ECTS @ X = 30 Button Key System @ X = IP Installation Charges @ X = SUB-TOTAL = Other Equipment: @ X = @ X = @ X = X = Installation Charge @ X = SUB-TOTAL = GRAND TOTAL = P4AFWFYP IR4J3 CELLULAR PHONE REQUEST AGENCY/DEPARTMENT NAME: County Attorney . BUDGET UNIT TITLEAND NUMBER: County Attorney -- 1000-10200 CONTACT PERSON: Bruce Barker SERVICE REQUESTED: Cell phone JUSTIFICATION: Many times the County Attorney is required to answer legal questions from staff and the public. The use of a cellular phone would make the County Attorney available at all times. COST: INITIAL PURCHASE $ 88.00 MONTHLY $ 55 00 RECOMMENDATIONS: PHONE SERVICES: Phone Services Manager FINANCE/ADMINISTRATION: Director, Finance and Administration BOARD ACTION: APPROVE DISAPPROVE DISCUSS Barbara Kirkmeyer George Baxter Dale Hall Connie Harbert Bill Webster Date Received: Purchase Order Number: Phone Number: Assigned To: Serial Number: Brand: Model: ESN Number: RESOLUTION RE: AUTHORIZATION FOR WELD COUNTY TREASURER TO ESTABLISH DEFERRED COMPENSATION TRUST FUND 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, Coloradc3 and WHEREAS, it has been determined that there is a need to set up new trust fund through the Weld County Treasurer's Office, for the administration of the Deferred Compensation program for Weld County employees and WHEREAS, the Deferred Compensation Trust Fund is a trust fund for the accounting of Deferred Investment options to Weld County employees. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County that the Deferred Compensation Trust Fund be, and hereby is introduced into the Weld County Accounting system, and that the Weld County Treasurer is hereby authorized to establish said funds accordingly. BE IT FURTHER RESOLVED that all interest accruing to monies in this fund shall be deposited in this fund. The above and foregoing resolution was, on motion duly made and seconded, adopted by the following vote on the 7th day of December, A.D. , 1983. �� BOARD OF COUNTY COMMISSIONERS ATTEST /1 (l s C/f WELD COUNTY, COLORADO U] Weld County Clerk and Recorder �I and Clerk to the Board— C • - Carlson, Chairman I \ l BY: i � IU�ii• w / t �1W -rtin, Pro Tem Deputy County Clerk e711/hick - `-- AppYov as to form: Gene Brantner r, r�� Norman Carlson e County Attorney EXCUSED Jacqueline Johnson RESOLUTION RE: AUTHORIZATION FOR WELD COUNTY TREASURER TO CREDIT INTEREST TO THE HOSPITAL OPERATING FUND 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, it has been determined that the Board of County Commissioners has authorized, in the 1985 budget process, that the Hospital Operating Fund earn interest beginning January 1 , 1985 . NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County that all interest accruing to monies in the Hospital Operating Fund shall be deposited in this fund, nunc pro tunc to January 1 , 1985 . The above and foregoing Resolution was , on motion duly made and seconded, adopted by the following vote on the 23rd day of January, A.D. , 1985 . BOARD OF COUNTY COMMISSIONERS • ATTEST: WELD COUNTY, COLORADO Weld County Clerk and Recorder and Clerk to the Board Jacqueline Johnson, Chairman BY: Gene R. Brantner, Pro-Tem Deputy County Clerk APPROVED AS TO FORM: C.W. Kirby Gordon E. Lacy County Attorney Frank Yamaguchi RESOLUTION Illp RE: AUTHORIZATION FOR WELD COUNTY TREASURER TO ESTABLISH COUNTY ROAD 5 - SPECIAL ASSESSMENT FUND AND DEBT SERVICE FUND 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, it has been determined that there is a need to set up a new fund through the Weld County Treasurer's Office, for the administration and financing of the County Road 5 — Special Assessment Fund and Debt Service Fund and NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County that the County Road 5 - Special Assessment Fund and, Debt Service Fund be, and hereby are introduced into the Weld County Accounting system, and that the Weld County Treasurer is hereby authorized to establish said funds • accordingly. BE IT FURTHER RESOLVED that all interest accruing to monies in these funds shall be deposited in these funds. The above and foregoing resolution was, on motion duly made and seconded, adopted by the following vote on the 29th day of February, A.D. , 1984. BOARD OF COUNTY COMMISSIONERS ATTEST WELD COUNTY, COLORADO Weld County Clerk and Recorder and Clerk to the Board Norman Carlson, Chairman BY: Jacqueline Johnson, Pro Tem Deputy County Clerk Approved as to form: Gene Brantner Chuck Carlson County Attorney John Martin ,r mEmoRAnDum ��k To Don Warden odfeMarch 27 , 1986 COLORADO From Lee D. Morrison , Assistant County Attorney Airport Authority and Library District subject: You have asked my opinion as to whether or not the Greeley-Weld County Airport Authority and the Weld Library District are entities distinct from Weld County. It is my opinion that both entities are separate and distinct from Weld County, are not governed by the Weld County Board of County Commissioners , but are governed by their independent Boards, and that any accounting or budgeting functions performed by Weld County are done under the terms of intergovernmental agreement with those entities and are not a part of the duties of the Board of County Commissioners or any of its Departments. The Airport Authority is authorized and organized under CRS, §41-3-101 , which provides for the creation of an airport authority in a separate body corporate and politic constituting a political subdivision of the State created for airport purpose . This • authority may be put in place by the Board of County Commissioners, in this case , in combination with the City of Greeley. However, all powers , privileges , and duties of an airport authority are exercised by the Airport Authority Board of Commissioners and not by either the governing Board of the City or of the County under CRS , 41-3-105 . The Weld Library District, again , is created by action of the Board of County Commissioners in conjunction with muncipalities pursuant to CRS, §24-90-101 , et seq. , but the management and control of the Library District is vested in a Board of Trustees which exercises the function of administering the library under CRS , §24-90-109 . This entity has separate taxing authority, separate levy, and, although it has agreements with Weld County regarding the building and certain administrative functions , is separate and apart from Weld County and not responsible to the Board of County Commissioners. Please contact me if you have any further questions in this regard. D Le D. Morrison Assistant County Attorney • LDM: ss mEmORAnDUM *IIDC To Don Warden Date February 12 , 1981 COLORADO From J. Robert Lowenbach, Assistant County Attorney subject: Hospital Budget and Accounting I am writing this memo in response to your memo of January 26 , 1981, in which you ask the question of whether or not the annual audit must include Weld County General Hospital . The annual audit is required by the provisions of §29-1-603, CRS 1973 , as amended. That section requires that the annual audit be made of the finan- cial affairs and transactions of all funds and activities of the local government for each fiscal year. Therefore, it is my con- clusion that the County Hospital Fund must be audited, pursuant to this statute. However, not all of the affairs of the hospital must be audited inasmuch as the County Commissioners do not have the power to set the hospital budget or expend funds for the hospital. Under §25-3-304 (1) , CRS 1973 , as amended, the Board of Trustees for Weld County General Hospital has "exclusive control of the use and expenditure of all monies collected to the credit of the hospital , including the right to invest or have invested hospital monies and funds held by the hospital or in the office of the county treasurer and to receive the interest and income therefrom, and of the purchase of sites, the purchase , construc- tion, or enlargement of any hospital building, and the supervision, care, and custody of the grounds, rooms, or buildings purchased, constructed, leased, or set apart for that purpose. . . . All other monies received for such hospital shall be deposited in the treasury of the hospital and paid out only upon order of said hospital board. " In view of the very substantial powers granted to the Board of Trustees for the hospital, and the fact that the Board of County Commissioners exercise no control over the expenditures of funds by the hospital, other than the setting of the hospital mill levy, it is my conclusion that the Weld County General Hospital ' s opera- tions and funds need not be audited, except the fund created by the Weld County General Hospital mill levy. If you have any further questions in this regard, please do not hesitate to get in touch with me. Sincerely, J. Robert wenbach JRL:ta mEMORAnDUM ��'��• To Bob Lowenbach Date January 26, 1981 COLORADO From Don Warden Subject: Hospital budget and accounting As we discussed during the 1981 budget process, it was our opinion after re- searching the State statutes concerning Weld County General Hospital, that the Board of County Commissioners were not the governing board adopting the budget. For this reason we excluded it from the 1981 budget document that the Board of County Commissioners adopts. It then follows that if the hospital is not part of Weld County's budget, then it should not be part of its Annual Finan- cial Report. Could you please research from a legal point of view for the County and for our auditors and give a legal opinion as to whether or not we do have to include the Weld County General Hospital in our Financial Report and our budget in the future. If you have any questions regarding this, please do not hesitate to contact me. DDW/ch a STATE OF COLORADO Department of Local Affairs pp.cocoA DIVISION OF LOCAL GOVERNMENT Pat Ratliff, DirectorraTe fi /7,d Richard D. Lamm Governor May 24, 1984 Dear County Administrator: This is to inform you of the changes in the County Finance Law made by House Bill 1246, passed by the General Assembly and signed into law by Governor Lamm on April 5, 1984. Generally speaking, the Bill provides for a procedure to account for "capital expenditure" levies made under CRS 29-1-301(1.2), whether for road and bridge or any other purposes. Specifically, the Bill requires: "My County which has moneys in a public-works fund on the effective date of this section [April 5, 1984], as amended, shall transfer all moneys in its • public works fund to its capital expenditures fund, and shall make appropriaticps out of such capital expenditures fund to fund projects which otherwise would have been funded fran such public works fund." (Efiphasis added - Section 30-25-202(4)) Copies of the entire bill are available by contacting me at the Division of Local Government. Please contact me if you'd like one, or if we can be of other help at all. Sincerel , ffrey rs Administrative Officer • 1313 Sherman Street, Room 520, Denver, Colorado 80203 (303) 866-2156 RESOLUTION • RE: ADOPTION OF ADMINISTRATIVE MANUAL SECTION ON ACCOUNTING POLICIES AND PROCEDURES AND INCORPORATION OF SAID SECTION INTO 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 Accounting Policies and Procedures, dated March 31, 1983, and WHEREAS, the Board of County Commissioners deems it advisable to adopt the above Accounting Policies and Procedures section of the Administrative Manual dated March 31, 1983, and further, to incorporate said section into the Administrative Manual. • NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County that the above Accounting Policies and Procedures section of the Administrative Manual be, and hereby are, adopted. BE IT FURTHER RESOLVED by the Board of County Commissioners that said section 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 20th day of April, A.D. , 1983. BOARD OF COUNTY COMMISSIONERS ATTEST WELD COUNTY, COLORADO Weld County Clerk and Recorder and Clerk to the Board Chuck Carlson, Chairman • BY: John Martin, Pro Tem Deputy County Clerk Approved as to form: Gene Brantner Norman Carlson County Attorney 4.4 RESOLUTION RE: AUTHORIZATION FOR WELD COUNTY TREASURER TO INVEST FUNDS IN • GOVERNMENTAL SECURITIES 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, Section 30-10-708(1) , C.R.S. 1973, as amended, states as follows: ". . .Such board by written resolution simi- larly adopted, may authorize the county treas- • urer 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. . . WHEREAS, the Board of County Commissioners of Weld County, Colorado deems it in the best interest of Weld County to � . { authorize the County Treasurer to invest Weld County funds { in said governmental securities, and yEy WHEREAS, pursuant to Section 30-10-708(1) , C.R.S. 1973, as amended, the Board is authorized to appoint a custodian of }. the funds, and suchperson shall { give surety bonds in such amounts and form and for such purposes as the Board deems =s Y� necessary, and I WHEREAS, the Board deems it to be in the best interest of - j Weld County, Colorado that the Treasurer have standing authority ''Yj* to sell or otherwise dispose of such bonds by authority of a resolution of the Board of County Commissioners. S. NOW, THEREFORE, BE IT RESOLVED by the Board of County Com- missioners of Weld County, Colorado, that the Weld County { Treasurer be, and hereby is, authorized to invest Weld County ,{ funds in such governmental securities. • F:Funds Treas. Dep A:Dept. Treas. - `+ ifill ltI Page 2 RE: GOVERNMENTAL SECURITIES alllBE IT FURTHER RESOLVED by the Board that the County Treasurer, Francis M. Loustalet, be, and hereby is, authorized and instucted to secure said investments according to law as stated in Section 30-10-708, C.R.S. 1973, as amended. BE IT FURTHER RESOLVED by the Board that the Treasurer shall have standing authority by this Resolution, until the Board acts otherwise, to sell or otherwise dispose of such bonds described above. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 22nd day of n• , --74 :." August, A.D. , 1983. I BOARD OF COUNTY COMMISSIONERS 8 # - ATTEST: Q(n}� 1z � WELD COUNTY, COLORADO _ Weld County Clerk and Recorder C z - _ //_. - ' -_,-: and Clerk to the Board .- Chuck Carlson, Chairman _ Deputy County Clerk JobS T. Martin, Pro-Tem F L/ 1 r �j/ APPROVED AS TO FORM: (0 Gene R. Bran neE r 1 County Attorney Norman Carlson J cg ue ne Jo n on i p6' 1 . . 4 _ _ �?3c F a . r DAY FILE: August 22, 1983 } A. Encumbrance System 1. Purpose 1. Purpose of an encumbrance is to obligate budget dollars before they are actually spent. 2. Process — In order for a requisition to be properly processed, please fill out the following information: 1. Date: 2. Department: 3. Fund and account number (this is the line item which the materials, equipment, etc. will be charged) 4. Deliver to: Show exact location where merchandise is to be delivered, street address, floor, room number, etc. 5. Quantity: Insert ordering unit (feet, dozen, gallon) DO NOT USE BOX, CASE, CARTONS 6. Suggested Vendors: When possible, refer particular vendor or vendors. This is especially helpful to the Purchasing Department. A sole source vendor will be considered ONLY if sufficient documentation of reason is shown by the Department Head. This must be signed by the Department Head on the face of the requisition. Example: SOLE PROVIDER Bette Rhoden 7. If the requisition shows Sole Provider, complete the Vendor's • name and address. If you have received the prices, please insert same. 8. For all other requisitions, Purchasing Department will complete the unit price, amount, name and address of vendor. 9. Description and Specifications: Present the item desired clearly as to size, color, type, grade, etc. When necessary, the information may be put on a separate sheet. If you are using specifications from a special brand and model, please state this under the description and specifications as this helps the Purchasing Department when we go out for a quote or written bid. 10. If you, as the Using Department know that the item or items you are requesting are under $2,000, please mark the requisition accordingly--example "Quote" or "Long Bid". We don't have any problems on item or items that we have bid before, however, if it is the first time for us and we don't happen to have a bidder's list we spend a lot of time trying to get the proper information needed in order to save the Using Department time. If we are unable to determine whether it is a quote or a long bid, we automatically go "long bid" process. 11. It is not necessary for the Using Department to get quotes as it is a requirement of the Purchasing Department to acquire this information directly from the vendors. 12. As soon as we have received the quotes or bids, whichever the case may be, we issue the Purchase Order, using all the information we have received from you. We insert the unit . price, total price, name and address of vendor awarded the bid, and send to accounting. • 13. The Purchase Order is reviewed by Comptroller as to 1) Budget available, and 2) Correct Classification. 14. After signing, the Purchase Order is loaded into the computer system with DR to Expense Account and CR to the Reserve for Encumbrance Account. 15. Purchase Order is returned to Purchasing Department for filing and distribution to Departments. B. Expenditure System 1 . Process A. Vendor Payments 1 . Merchandise is received by user department at which time they are verified with the Purchase Order as to completeness. 2. Department either completes a Partial Receiving Document if the shipment is a partial shipment, or indicates on the original copy of the Purchase Order the Date of Receipt. 3. The department receives Invoice from vendor and again verifies quantity with Receiving Document, and price with Purchase Order. 4. The department completes Input Document; indicating Vendor. number, Vendor Name, Invoice number, Invoice date, Due • date if not current, Discount Amount, Net Amount, Account Code (should be same as on P.O. ) , P.O. number, Type of Payment (P or T) and Original account number (if other than account now being charged) ; and forwards with Invoice & Receiving Document to Accounting. 5. Accounting verifies price extensions and loads batches into computer for payment. 6. Computer produces Warrants on a nightly basis. 7. Edit Sheet is returned to Accounting along with Warrants to be signed. 8. Register is submitted to the Board every Monday and Wednesday for their approval. 9. After approval the Approval Sheets are forwarded ta Clerk to the Board's office for signing. 10. After signing, the Warrants are returned to the Accounting Office for distribution. b. Inter-County Charges 1. Charge sheets are compiled in service unit (Building & Grounds, Printing & Supply, Computer) and forwarded to Accounting ,.is well as User Department receiving the charges. 2. Accounting verifies amounts and completes JE and orresponding IF?. IFT: Process whereby dollars are transferred from one fund . to another requiring Finance Director and County Treasurer approval. • 2. Timing 1. On Vouchers the checks will go out no later than five working days from receipt of information barring errors. 3. Use of CRT (Finance System) : 1. Items available for viewing on the CRT are 1) G/L, 2) J/E, 3) Vendor, 4) P.O. , 5) A/P, and 6) Warrants. C. Deposits 1. Timing 1. Deposits are processed in Accounting every Tuesday and Friday and last day of month 2. Process 1. Department collects dollars and prepares Deposit Permit and delivers to Accounting. 2. Accounting verifies dollars and enters information into computer; and compiles all money together, verifies, and deposits with the County Treasurer. 3. County Treasurer verifies receipt from Accounting and issues us • a receipt. D. Asset Systems 1. General fixed assets 1. Any asset having a cost of $100 or more; and useful life of three years and not procured out of IGS fund dollars. 2. Depreciable assets 1. Assets purchased with IGS dollars which requires depreciation to be booked. E. Cost System 1. Timing 1. Equipment Sheets are required each 15th and at the end of the month. 2. Process 1. User of the vehicle should record beginning and ending mileage each day along with all fuel and oil required for the vehicle. . 2. Forms are forwarded to Accounting where they are batched for punching into the Cost System. • 3. Cost System records usage of fuel, oil, parts, labor, and mileage by vehicle along with the projects (if any) they were working on. 4. Extreme care should be taken with pool cars to insure that the departments using same, turn in mileage which generates their charge. F. Annual Closing 1. Encumbrance Clean-up a. Listings and Letters 1. At the end of the year Accounting provides the departments with a list of all Purchase Orders not liquidated. 2. The departments assist Accounting by advising us 1) whether the items on the P.O. are still considered a valid purchase, and 2) if the item has been received and if so, when. 3. Accounting must then liquidate all P.O. 's associated with non-deliverable items, and clear out the encumbrance column. b. Accounting Journals • 1. Journal out in the Encumbrance Section all P.O. 's not liquidated to subsequent year. 2. Journal in G/L field entry to Reserve fund balance equal to P.O. 's left in current year. 2. Receivables 1. Accounting books once a year a Receivable for the March 1981 Transition Pay for employees affected at that time who are still on payroll. The Payroll Department assist the Accounting Department in the capturing of this figure. 2. Departments who use billing process should assist Accounting in identifying which individual billings make up the year-end balance. 3. Department should (at time of reconciliation of their receivables) determine that all balances reflect services prior to the end of the year, and not subsequent years. 4. Along with the previous analysis of Receivables, the departments should inform Accounting of any outstanding balances that they feel are uncollectible for establishment of an allowance. 5. Accounting adjusts the G/L for the Receivables at year-end and establishes corresponding allowances if necessary. • 3. Payables and Accruals 1. In the period directly following the December 31st year-end, any Input Documents should be indicated by the departments as • to which year it is to be charged to. This is done by the receiving date of the merchandise or service. If merchandise or service was received prior to January 1st, it is current year; if not, it is subsequent year. 2. Booking of salaries and fringe is performed for the December 16th-31st period as pay is made on a December 16th thru December 15th year and we have to report expenses on a January 1st thru December 31st year. The previous year accrual is reversed in current year to again assign expenses into the January thru December 31st accounting year. 3. Notification of changes in an employees salary or status is very important at year-end to facilitate proper booking of Payroll Expenses. 4. Process 1. We now use a dual year process at the beginning of the year to facilitate working on current and subsequent years concurrently. 2. We leave prior year books open until approximately February 15th, to facilitate capturing prior year expenses. 3. An audit is performed yearly and the report is available approximately June 1st, in the Finance Department for all interested individuals. . POLICIES AND PROCEDURES �, St \`‘' Section . Accounting Manual DSubject Table of Contents COLORADO Date July 1, 1989 Page 1 TABLE OF CONTENTS ; aite STATEMENT OF POLICY 3 PROCESSING OF PAYMENTS TO VENDORS 10 INPUT DOCUMENT 12 PERSONAL EXPENSE CLAIM FORM 1' VENDOR MASTER REVISION FORM 18 WARRANT CONTROL AND DISTRIBUTION 16 . CLAIM FORM: General Fund 19. Social Services 19 RE-ISSUANCE OF WARRANTS . �0 PETTY CASH FUNDS 2L CHANGE FUNDS e3 REVOLVING FUND I :4 CASH RECEIPTS F3 WELD COUNTY INVOICE FORM e7 ACCOUNTING DEPOSIT PERMIT FORM e3 TREASURER'S DEPOSIT PERMIT FORM a9 INTER-FUND TRANSFER FORM 30 INTERNAL SERVICE CHARGES: Printing & Supply 32 Data Processing - 2 n..�...T.171177 POLICIES AND PROCEDURES � Section Accounting Manual WII'Dc Subject Table of Contents • COLORADO Date rely 1, 1989 Page z f g MONTH-END CLOSE 3 SAMPLE OF FORMS: Input Document �} Personal Expense Claim 1 Verification for no Receipts 1 Vendor Master Revisions Warrant Control Form 9 Summary for Board Approval Lost Warrant Verification Lost Warrant Affidavit 3 Bond 4 Accounting Deposit Permit j Treasurer's Deposit Permit $ • Resolution to Cancel Warrants Request for Revolving Fund Advice of Inter-Fund Cash Transfer ,.,...i l'L I.,PT'TirW 117"1••n•,�1 ,T, .,�..,,.....�,. _ _irrr77,7 I ,.. �i......7 WTI 11>Tr' I 1'nr,7-77 rIFITIi'III PSI POLICIES AND PROCEDURES / `�� a Section Accounting Manual . WIiD c Subject Statement of Policy COLORADO Date July 1, 1989 Page 3 STATEMENT OF POLICY The accounting and reporting policies of Weld County, Colorado conform to generally accepted accounting principles as set forth by the American Institute of Certified Public Accountants and the National Council on Governmental Accounting. The following is a summary of significant accounting policies. BASIS OF PRESENTATION: Each fund is an independent fiscal and accounting entity with a self- balancing set of accounts recording cash and other financial resources together with all related liabilities, residual equities and balances which are segregated for the purpose of carrying on specific activities • or attaining certain objectives in accordance with special regulations, restrictions, or limitations. In addition to the funds , a self- balancing account group is established to account for the general fixed assets of the County. The various funds are grouped into six generic fund types under three broad fund categories as follows: GOVERNMENTAL FUNDS: All governmental funds and expendable trust funds are accounted for on a spending or "financial flow" measurement focus. This means that only current assets and current liabilities are generally included on their balance sheets . Their reported fund balance (net current assets) is considered a measure of "available spendable resources" . Governmental fund operating statements present increases (revenue and other financing sources) and decreases (expenditures and other financing uses) in net current assets. Accordingly, they are said to present a summary of sources and uses of "available spendable resources" during a period. General Fund: The General Fund accounts for all financial transactions of the County that are not properly accounted for in other funds . Ordinary operations of the County such as public safety, county administration and other activities financed from taxes and general revenue are reflected in this fund. • • Special Revenue Funds: Special Revenue Funds are established to account for taxes or other earmarked revenue of the County which finance specified activities as required by law or administrative action. POLICIES AND PROCEDURES 1i if it ‘, Section Accounting Manual . !iI1E Subjt :: :: 9:: Policy Date Page 4 y Capital Projects Funds: Capital Projects Funds are established to account for fin-mc_al resources used for the acquisition or improvement of the capital facilities of the County. Special Assessment Funds: Special assessment funds are used to account for the financing of public improvements or services deemed to benefit the propert .es against which special assessments are levied. PROPRIETARY FUNDS: All proprietary funds and pension trust funds are accounted for on a ' cost of services or "capital maintenance" measurement focus. This means that all assets and all liabilities (whether current or noncurrent) associated with their activity are included on their balance slee:s . Their reported fund equity (net total assets) is segregated into contributed capital and retained earnings components. Proprietary fund type operating statements present increases (revenue) and decreases (expenses) in net total assets. Enterprise Funds: Enterprise funds are established to account for goods & services I provided to general public. Internal Service Funds: Internal Service Funds are established to account for goods and services provided to other departments of the County on a cost- I reimbursement basis. I FIDUCIARY FUNDS: I Trust and Agency Funds: Trust and Agency Funds are established to record transactions relating to assets held by the County in the capacity of trustee, custodian or agent for individuals, governmental entities and non41 - public organizations. These include expendable trust, pension trust and agency funds. ... .r'I177.,.�,,,�...��r -. I...,.,I..,., ,7,71,771, 7_ _•.r^rT71 rrTrITI r . .-I. f IF 71-777 7�Illlll 111 lm POLICIES AND PROCEDURES i .1/44 Section Accounting Manual Ile Subject Statement of Policy COLORADO Date July 1, 1989 Page 5 The General Purpose Financial Statements present a combined overview of all generic fund types and account groups of the County. FIXED ASSETS, LONG-TERM LIABILITIES AND LONG-TERM RECEIVABLES : The accounting and reporting treatment applied to the fixed assets and long-term liabilities associated with a fund are determined by its measurement focus as discussed above. All fixed assets are valued at historical cost or estimated historical cost if actual historical cost is not available. Donated fixed assets are valued at their estimated fair value on the date donated. Fixed assets used in governmental fund type operations (general fixed assets) are accounted for in the General Fixed Assets Account Group, • rather than in governmental funds. Acquisitions of general fixed assets are recorded as capital outlay expenditures within the governmental funds. Public domain ("infrastructure") general fixed assets consisting of roads, bridges and rights-of-way are not capitalized. No depreciation is taken on general fixed assets. Depreciation of all exhaustible fixed assets used by proprietary funds is charged as an expense against their operations . Accumulated depreciation is reported on proprietary fund balance sheets. Depreciation is determined using the straight line method over the estimated useful lives, as follows: Buildings 30 years Land Improvements 20 years Equipment and furniture 3-10 years Weld County has long-term liabilities for accumulated sick and vacation, and phone system financed from governmental funds. They are accounted for in the General Long-Term Debt Account Group, not in the governmental funds. Noncurrent portions of long-term receivables due to governmental funds are reported on their balance sheets, in spite of their spending measurement focus. Special reporting treatments are used to indicate, however, that they should not be considered "available spendable resources, " since they do not represent net current assets. Recognition • of governmental fund type revenue represented by noncurrent receivables is deferred until they become current receivables. Noncurrent portions of long-term loans receivable are offset by fund balance reserve accounts. rri "II'�� rt�'I II��ri enPf^A�1�ffr�lrn .. �..,...,, .._.�..ir...,..,�• �..�,,,qr—�I'Amq�l�1'71'1x,.,,... .�.n..,.prm„ ir,� nM.�, ..,.-....,. I POLICIES AND P R O C E D U R E S Qf/fYom, a1 Section Accounting Manual WiIP Subject Statement of Policy O COLO ' P DO Date July 1, 1989 Page 6 Basis of Accounting refers to when revenue and expenditures or expenses are recognized in the accounts and reported in the financial statements. Basis of accounting relates to the timing of the measurements made, regardless of the measurement focus applied. The governmental funds and expendable trust funds utilize the modified accrual basis of accounting. Under this method revenue is recognized in the year in which it becomes both measurable and available as net current assets. Revenue susceptible to accrual, that is, measurable and available to finance the County's operations, or of a material amount and not received at the normal time of receipt primarily consists of 1) state highway users tax; 2) revenue sharing entitlements; 3) property taxes , assessed in one year and payable in subsequent year; and 4) various routinely provided services (ambulance and health department) . Expenditures are generally recorded when the related fund liability is incurred. An exception to this general rule is that accumulated unpaid sick pay is not accrued. Proprietary funds and pension trust funds follow the accrual basis of accounting whereby revenue is recognized in the year in which it is earned and becomes measurable. Expenses are recorded when liabilities are incurred. Agency funds are custodial in nature (assets equal liabilities) and do not involve measurement of results of operations. Unbilled charges for services are recorded in the appropriate funds at year end. ENCUMBRANCES: Weld County utilizes the encumbrance method of recording commitments related to unperformed contracts for goods and services. Under this method, outstanding encumbrances at year end are recorded as a reservation of fund balance since they do not constitute expenditures or liabilities. An appropriation is made in the subsequent year to provide authority to complete the transaction. BUDGET: An annual budget and appropriation ordinance is adopted by the Board of County Commissioners in accordance with the Colorado State Budget Act and Weld County Home Rule Charter. The budget is prepared on a basis POLICIES AND PROCEDURES Section Accounting Manual I IIlk Subject Statement of Policy COLORADO Date July 1, 1989 Page 7 consistent with generally accepted accounting principles for all governmental, proprietary and expendable trust funds. The accounting system is employed as a budgetary management control device during the year to monitor the individual departments (level of classification which expenditures may not legally exceed appropriations) . All annual appropriations lapse at year end. The Director of Finance and Administration is authorized to transfer budgeted amounts within departments of each fund. Any revisions that alter the total appropriation for each department must be approved by the County Commissioners through a supplemental appropriation ordinance. INVESTMENTS: Investments of the pension trust funds are stated at the lower of cost • or market. ' PROPERTY TAXES: Property taxes attach as an enforceable lien on property as of January 1. Taxes are levied on January 1 and payable in two installments on March 1 and August 1, or in full on April 30. The County, through the Weld County Treasurer, bills and collects its own property taxes as well as property taxes for all school districts, cities and towns and special districts located within the. county. In accordance with Section 14-7 of the Weld County Home Rule Charter, all ad valorem tax levies for county purposes, when applied to the total valuation for assessment of the County, shall be reduced so as to prohibit the levying of a greater amount of tax revenue than was levied from ad valorem taxation in the preceding year, plus five per cent (5%) , except to provide for the payment of bonds and interest. The Board of County Commissioners may submit the question of an increased levy to the County Council, and if in the opinion of a majority of the County Council the county is in need of additional funds, the Council may grant an increased levy for the county in such amount as it deems appropriate, and the county is authorized to make such increased levy. However, no such excess levy shall be granted which will allow a greater revenue than would be produced by applying the previous year mill levy to the current years assessed valuation. If the County Council does not grant an increased levy, or the increase is beyond that which the • council is authorized to grant, the question may be submitted to the qualified electors of the county at a general or special election called for that purpose. rir Tl" ,,..I..71111 ..rrf'A..HirrPrrfrilrr11"'Iri, _ .. , . .. ., - 'r•�'rrr�rrnpm'1�nvr.r m,.P'x'9� �n Tnm� � p rr,,.. i.. POLICIES AND PROCEDURES rf 1 I Section Accounting Manual III • Subject Statement of Policy O COLD Date July 1, 1989 Page 8 Unless authorized by the State Division of Local Government Sectio 26- 1-125, Colorado Revised Statutes (C.R.S. ) 1973, restricts the na imum mill levy for the Social Services Fund to 2.50 mills. Section 25- -30 , C.R.S. 1973 restricts the Weld County General Hospital Trust "u d to 3.00 mills each year. Section 30-25-201, C.R.S . 1973 , far erly restricting the General Fund mill levy was repealed effective Jan 19 , 1981. Any one capital project requiring a capital expenditure out o : unds procured by ad valorem taxation equal to a three mill levy fo : hree years, shall be prohibited unless approved by a majority vote o the qualified electors at a general or special election per Section 14 '8 of the Weld County Home Rule Charter. INVENTORIES: Inventories of governmental funds, which consist of expendable mate ials held for consumption, are stated at the lower of cost or na ket, determined by the first-in, first-out method. These funds folio the consumption method of accounting whereby expenditures are record d at the time the inventory items are used. Inventories of proprietary funds are recorded at the lower of zo t or market. Cost is determined by the average cost method. NTERFUND TRANSACTIONS: Interfund transactions resulting from reimbursements, oper ting transfers, and charges for services rendered, are recorded as the to or due from other county funds. Residual equity transfers represent nonrecurring or nonroutine tra fers of equity between funds. All other interfund transfers are reccr ed as operating transfers. Authority for the Interfund Process was g anted by resolution on December 20, 1978. VANCE TO OTHER FUNDS: 1 Non-current portions of long-term interfund loans receivable (xe orted in "Advance to" asset accounts) are equally offset by a fund b lance reserve account which indicates that they do not constitute "a'ta lable spendable resources" since they are not a component of net c rrent illassets. Current portions of long-term interfund loans receivable (reported in "Due From" asset accounts) are considered "ava'lable spendable resources" . 1 POLICIES AND PROCEDURES �qflj =�,, ql "' & I'1t! Section Accounting Manual :: : t ::::T :: Policv. Page 9 j I : SICK-LEAVE AND VACATION PAY: : Sick-leave is earned when vested but recorded as an expenditure upd M n , payment. In the event of retirement or termination, an employee is paid for 50% of accumulated sick-leave hours up to the equivalent of orle j!, month. For employees hired after January 1, 1985, no pay-off will he made. Unused vacation time is forfeited once the employee exceeds 2 yeas accrual. DESIGNATED FUND BALANCE: Fund balance designated for subsequent year's expenditures represents fund balance commitments for appropriated expenditures in excess 4f • anticipated revenue for the year ending December 31. GRANT REVENUE: Grant revenue is recognized to the extent of expenditures incurre4. The portion of the total grant which has not been spent is reflected ms unexpended grant revenue and is represented by cash and receivables, less related liabilities. il NON-FEDERAL IN-KIND CONTRIBUTIONS: I I , 9 Volunteers assist the various federally funded programs of the Hum n ' Resources Fund (a special revenue fund) in providing transportation a d various other program functions. The volunteer labor is recognized s1] a contributed revenue at minimum wage per hour. Certain volunteer lab, rR is recorded at higher rates based upon the individual's profession 1D experience. Volunteer mileage is recorded at 2OC per mile. Donat dq , food, clothing, and other goods are recognized as contributed reveneh at their fair market value. Included as a separate program are t eV offsetting in-kind expenditures. F I l R 1 II • H , Im.,..�r.r, . , ��-�,i'Ir^„I^I� p rl>¶P7..irr 'n'r`I IP'4 TPFF'11nrv�n uFrr w-rr'grrr.,.,_,. „..., ,r,..Irryrrrr�n .n.m mirmn11P'rrin,r ,''rrI!r1I ,T17 ..... POLICIES AND PROCEDURES � E "Nti Section Accounting Manual Subject Processing of Payments to Vendors • COLORADO Date July 1, 1989 page 10 PROCESSING PAYMENTS TO VENDORS The primary function of the accounts payable system is to allow f¢r 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. 1. Encumbered Purchase Orders : A. Department completes, via CRT, a purchase requisition including all pertinent information and specifications. B. Purchasing determines whether requisition requires long bid, request for proposal, or telephone proposal and completes the appropriate procedure. After completion, Purchasing assigns a purchase order number to the requisition and forwards purchase order, via CRT, to Comptroller for approval and encumbrancef. C. Accounting, as directed by Comptroller, verifies the valicity of the account information, determines the availability of funds , and enters approval code which posts encumbrance to General Leidger. D. Receiving Document is created and sent to Department. Department holds Receiving Document until goods or services are received (in full or in part) , fills out form, and returns it to the Purchasing Department. E. Vendor sends invoice directly to Central Accounting, indicating Purchase Order number on invoice. F. Purchasing enters Receiving Document information on CRT and forwards paper document to Accounting. G. Accounting matches invoice with Receiving Document and Purchase Order and activates payment. 2. Contracts: A. Department or Purchasing initiates contract agreement and forwards to Clerk to the Board to be submitted to County Commissioners for approval. B. Clerk to Board forwards contract resolution to Accounting. !II 77 ," TT,wirr7119,1171 POLICIES AND PROCEDURES sr31 '11 r Section Accounting Manual Subject Processing of Payments to Vendors ik COLORADO Date July 1, 1989 Page 11 C. Accounting assigns a contract number to agreement and encumbers total amount of contract. Accounting retains the goldenrod and white copies of form and forwards the canary copy to Purchasing and the pink copy to the department. D. Department submits payment on input document and includes the contract number in the purchase order section of the input document with any other applicable information. 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, 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 and a warrant register report. This causes a debit to the original accounts payable entry and a credit 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 done by Accounting to properly distribute cash with Treasurer. The Board of County Commissioners meets 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. • 11R11ir rr POLICIES AND PROCEDURES! (-{„, Section Accounting Manual • Subject Input Document COLOR Date July 1, 1989 Page 12 INPUT DOCUMENTS T e input document is one method through which a warrant is generate ;ram tle accounts payable system. In order to expedite prompt payment . is inportant to deliver the input document to Accounting completely, acct♦r ?ttly, and legibly filled out. T1-e input document can be broken down into five sections. The fol o*ring explains the purpose of each section and what information is necess v to acmplete the form. Vendor Information: a) Vendor number - This is obtained within the department fro Lther the vendor list or the Vendor Inquiry Menu on the CRT. If eodor is not on the list, the vendor master revision form is co ). ted 41, and forwarded to Accounting so that a vendor number o be assigned. b) Vendor name and mailing address - If the remittance addre s to which the payment is to be mailed differs from the one o the vendor file, indicate in this section. Invoice Information: a) Invoice number - A six digit alpha-numeric code which ide-at ies the payment to the vendor. This same code is printed on the heck stub. b) Invoice or statement date - A six digit numeric code. c) Due date - A six digit numeric code used when a departmen as a payment with a specific due date. For example, if a dep r vent has quarterly payments to a particular vendor, the due date lc A be used to input dates and amounts of payments. In doing o , :he expenses are realized immediately, but a warrant is not p o used until the payment becomes due. d) Discount - A six digit numeric code used to record the am u t. of any discount taken. This space must always be filled out e ther with the discount amount or with a "-0-" . lip e) Net amount - A nine digit numeric code which reflects the in o_ce amount less any discount taken. r , POLICIES AND PROCEDURES i 40, 63. �� ':.� Section Manual !OIJ :: : t nput Document�� July 1, 1989 Page 13 I , 3. Account Code Distribution: a) Account code - A 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 partial or total. 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 input document must have the signature of the elected official, department head, or 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 meeting on Monday and Wednesday mornings. In order to be included for approval on Monday or Wednesday, 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. 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. • ri .. mr �rn,ir...,i. �-.r��rm^T POLICIES AND PROCEDURES I Section Accounting Manual WISubject Personal Expense Claim Form COLD Date July 1, 1989 Page 14 PERSONAL EXPENSE CLAIM FORM e personal expense claim form should be used by a County employee t questing reimbursement of expenses. The form should include the employee ✓ tie, department, signature, department head or elected official's signature, a d the date. The details of expense are entered on Side II of the form and s arized on Side I. e personal expense claim is completed and supporting receipts are attached t an input document and forwarded to Accounting for processing. If receipts s Fporting the expenses are not available, a notarized statement verifying t e accuracy of the claims must accompany the personal expense claim form and t e input document. 41111 f i .r..�.,rt1T'rr.r ��pn_�.., rrt^�,n-IP,qr�„ ,...,. .. ..,,l..�m,n,l. .,.....,._.q,R .��,.'. _�.... .. , , -,. _..... , .L.I,•Ir`P"r"�Im'R�I II' ' I �� III POLICIES AND PROCEDURES Q1 Section Accounting Manual W� Subject Vendor Master Revision Form COLORADO Date July 1, 1989 Page 15 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 Accounting Department for action. Accounting 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: 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. P1',., r!i 77m "7 177 77,7777- . „_ , .niir, P 7 "..,,, i7OrnrrITTIT7 POLICIES AND PROCEDURES •1' : l Section Accounting Manual V � O Subject Warrant Control and Distribution COILOR ' , • Date July 1, 1989 Page 16 WARRANT CONTROL AND DISTRIBUTION s the Accounting Department has ultimate control and responsibility over ssuing Weld County Warrants, it is important that a warrant control system to maintained and that the following steps be adhered to. J. Accounts Payable: A. Accounting supplies Data Processing personnel, who operate the program that generates warrants, with warrants as needed. On a daily basis, Accounting completes Part I of the warrant control form which authorizes the use of a specific sequence of numbered warrants. Warrant control form is given to Data Processing, along with daily Accounts Payable input. B. Data Processing runs the Accounts Payable job stream which produceslb the warrants and generates a warrant register. Part II of the warrant control form is completed, which indicates the numbers of the warrants issued, those voided, and those unused. The warrant control form is signed by Data Processing, yellow copy is retained for file and the white and pink copies , along with the warrants and reports, are given to Accounting. C. Accounting verifies that the information on the warrant control form coincides with the number of warrants written and the total of the warrant register. On Monday and Wednesday Accouting presents copies of the warrant registers and claim forms to the Commissioners for approval. D. In a public meeting, the Board of County Commissioners approves claims and warrants and signs the warrant register. E. Accounting then delivers warrants and pink copy of warrant control form to Clerk to the Board for signature. F. Clerk to the Board verifies that the warrants to be signed are identical to the number of warrants approved by the Board, and maintains a log of all warrants signed. Clerk to the Board then returns signed warrants to Accounting for distribution. R. Handwritten Warrants: . Although the accounts payable system produces warrants on a daily basis , there are certain situations which demand handwritten warrants. To .r r'.,h.�mn��r ly7� �149'�i'n-,,...�7 p— .q1_,,,,,,. I1P•�., ,.�.,�.,. ...•� .._r..Ur`.,.rtirIi'I''°R i .. . . . i ini.w"., ,,T riIv7177'7 77 POLICIES AND PROCEDURES ilkl ttfIliIr iqpn Section Accounting Manual WISubject Warrant Control and Distribution COLO ADO Date July 1, 1989 Page 17 Ie request a handwritten warrant, the following procedures should be �I adhered to. r A. Department submits input document, with proper back-up, to I Accounting by 4:00 p.m. on the Friday or Tuesday afternoon before the next Board meeting. Handwrites are processed with approval of Comptroller. I B. Accounting verifies the information on the input document, assigns a warrant number and types the warrant. Staff completes the cash disbursements section of the input document, and fills out a fund claim form for the total amount of handwritten warrants. On Monday and Wednesday mornings handwritten warrants fund claim form is I presented to the Board of County Commissioners for approval. 1 C. Accounting delivers handwritten warrants to Clerk to the Board for • 1 signature. D. Clerk to the Board verifies that the warrants to be signed are I identical to the number of warrants approved on the claim form. Maintains a log of all warrants signed. Returns warrants to Accounting for distribution. 3. Social Services Warrants: A. Social Services delivers accounts payable input to produce warrants to Data Processing and voucher sheets to Accounting. Voucher sheets, which serve as claim forms, indicate the number and amounts of warrants to be processed and approved. I B. Data Processing delivers warrants directly to Clerk to the Board. I C. Accounting verifies the totals on voucher sheets, completes the Social Services warrant claim form, and on Monday and Wednesday I mornings, presents the form and warrants to the Board of County Commissioners for approval. voucher sheet claim forms are then forwarded to Clerk to the Board. F D. Clerk to the Board verifies that the warrants to be signed are identical to the number of warrants approved by the Board. . III Maintains a log of all warrants signed. Returns signed warrants - . and voucher sheet claim form to Accounting. • 1 E. Accounting returns warrants and one copy of the voucher sheet to ' Social Services and retains a second copy for file. I rr, I. .,...7 7,,,.,..i„ +p,'i -..rlrgr TrINNTV1.•r!m'r nr-q ... . ,,,1;...,,, ,,, ...,,,fTp11qiRrr ._i ,Ir^Ir"Rr r 'IrerR. POLICIES AND PROCEDURES •' Section Accounting Manual WI ' C Subject Warrant Control and Distribution CO ADO Date July 1, 1989 Page 18 4. Warrant Distribution: All warrants produced have a non-negotiable carbon copy. The carbon copy serves as office back-up so that a record of the warrant can be on file and attached to the voucher which generated the payment. In addition,addition, matching the white carbon of the warrant to the information on the input document can allow for the detection of voids before warrants are approved by the Board of County Commissioners or example, an error in the vendor number will cause a warrant to be written to a vendor other than the one to whom payment is d e. By matching the carbon copy of the warrant to the input docume t, the Accounts Payable Clerk can void and reissue any incorrect w rr is before they go before the Board for approval. The process for arrant distribution is as follows: A. Accounting verifies the information printed on the carbon opyi of the warrant and warrant stub. If the information is c rrOct, ill attaches the copy to the input document. (As the warrant r gi ter is generated from several batches of vouchers, a warrant i o ten a combination of expenditures from different documents . Th ca bon copy of the warrant can only be attached to one docum*ntland therefore, the remaining documents must have the warrant Inumer, date, and amount filled out in the cash disbursements sec ion of li the input document. ) B. After all copies of the warrants are attached to the input documents and the warrants have been approved and signed, they iare ready to be mailed. I C. Accounting Clerk removes any backup from input documents which eed to be mailed with warrant, stuffs envelopes, and divides Warr nts into two stacks: those having local mailing addresses and t ose with out of town addresses. Warrants are then taken to the ail room before 2:00 p.m. D. Accounting Clerk Files input documents by batch. a POLICIES AND PROCEDURES 4�J1 , Section Accounting Manual Subject Claim Forms COLORADO Date July 1, 1989 Page 19 GENERAL FUND CLAIM FORM When handwritten checks are presented to the Board for approval, the general fund claim form must be completed indicating the handwritten warrant numbers , the purchase order or voucher number, the vendor name, and the amount of the warrant. In addition, the section to be signed by the Finance Director must be completed and notarized. The original copy of the general fund claim form is given to the Clerk to the Board, a second copy is filed in Accounting and various other copies are attached to the input document as necessary. SOCIAL SERVICES CLAIM FORM The Social Services Fund Claim form must be completed indicating the amounts. of warrants written out of each category, i.e. , ADC, IV-D. The form is signed by the Finance Director and then presented to the Board for approval. The original copy of the Social Services Claim Form is retained by the . Accounting Office, a second copy is filed with Clerk to the Board and a third copy is returned with the checks to Social Services. POLICIES AND PROCEDURES df ,#(I:4 i {1 ' Section Areountine Manual WilB Subject Re-Issuance of Warrants COLORADO Date July 1 . 1989 Page 20 RE-ISSUANCE OF WARRANTS In order to re-issue a warrant which has been lost, misplaced, or destroyed, it is required that the individual (or vendor) requesting the new warrant complete an affidavit and bond statement, which must then be notarized. ''`hen the request is received by Accounting, a stop payment is put on the warrant and a thirty day waiting period follows before a new warrant is issued. After the thirty day waiting period, the Accounting Office will void the original warrant and re-issue a new warrant. The new warrant, along with the affidavit, bond statement, and a resolution, will be presented to the Board of County Commissioners for approval. Accounting will issue a new warrant only with the expressed consent of the Board of County Commissioners . I POLICIES AND PROCEDURES I �, s ' ( Section Arrountinv Manual 1119€ Subject Petty Cash Funds COLORADO Date July 1. 1989 Page 21 PETTY CASH FUNDS Petty cash funds are established by resolution for specific impressed amounts. They are intended to facilitate the purchase of small incidental items or services which are of an emergency nature. Petty cash funds are not to be used for loans to employees, employee personal expenses, as change funds, or to purchase goods or services that could be processed through the central purchasing channels. When a petty cash fund is established, a primary custodian and one or two deputies will be appointed to handle the fund. The names of these custodians will be kept on file in the Accounting Office. Each petty cash fund will be provided a uniform grey metal lockable cash box di by Accounting, in which to keep the cash, petty cash ledger, and receipts. The custodian will keep the key and a duplicate will be kept in the Accounting Office for emergency access or lost key replacement. The cash box will be stored in a secure place. If a secure storage area is not available, Accounting will provide one. A uniform petty cash ledger will be maintained by the custodian of each petty cash fund. The petty cash ledger and instructions in the use of the ledger will come from the Accounting Office to insure uniformity and internal control. Pay-outs from the petty cash fund and reimbursements to the fund must follow these steps: A. Custodian fills out a petty cash fund paid-out receipt with the date, payee, description of purchase, account code information, and proper signatures. He attaches receipt for purchase to paid-out receipt (the two must equal) and stores in petty cash box. B. To reimburse petty cash fund custodian completes input document requesting reimbursement for amount of paid-out receipts in cash box. (Petty cash reimbursements are exempt from purchase orders . ) C. Accounting reviews paid-out receipts and purchase receipts to insure guideline compliance. Input document is processed as any • other payment and a check is issued to replenish the fund. Each petty cash fund will be audited by Accounting periodically and at year- end to insure compliance and internal control. If non-compliance is discovered, the Comptroller will make recommendations to rectify the situation. In addition, the Finance Director will periodically review petty 7M'er..ilnl rr��rrini ifirr rirprI�I rrpr I nu Irpri7I� I.'llll I'I 1,71�m �I�171el i.T”'"7nAlA7177, Al nirrpA�gA111 I' Ir^^ II f li !, it POLICIES AND PROCEDURES t`t t Lis Section Accounting Manual 4111 winSubject Petty Cash Funds COLORAM Date July 1, 1989 Page 22 c all funds as to their justification for being, and act on any reques s for fi w or increased petty cash funds, making recommendations for rete tign, e tablishment, enlargement, or denial to the Board of County Commissi ners . a use of the petty cash fund can result in the censure of the cus odian a d/or removal of the petty cash fund. If there iS a question as to t e use the petty cash fund, the custodian should contact either his r her S pervisor or the Accounting Office. • • POLICIES AND PROCEDURES ' , 1M4 Section Accounting Manual Subject Change Funds COLORADO Date July 1, 1989 Pare 23 CHANGE FUNDS Change funds are established by resolution for specific amounts. They are established in areas where there is a volume of cash transactions, where it would be inconvenient to make a customer wait while his currency is changed to facilitate a small purchase. Change funds are not to be used for loans to employees, check cashing, "float" between petty cash funds or cash receipt funds. When a change fund is established, a primary custodian and one or two deputies will be appointed to handle the fund. The names of these custodians will be kept on file in the Accounting Office. Each change fund will have a uniform grey metal lockable cash box provided by Accounting, in which to keep the cash. The custodian will keep the key and a duplicate will be kept in the Accounting Office for emergency access or lost key replacement. The cash box will be stored in a secure place. If a secure storage area is not available, Accounting will provide one. Each change fund will be audited by Accounting periodically and at year-end to insure compliance and internal control. If non-compliance is discovered, the Comptroller will make recommendations to rectify the situation. In addition, the Finance Director will periodically review change funds as to their justification for being, and act on any requests for new or increased change funds, making recommendations for retention, establishment, enlargement, or denial to the Board of County Commissioners. Abuse of the change fund can result in the censure of the custodian and/or removal of the change fund. If there is a question as to the use of the change fund, the custodian should contact either his or her supervisor or the Accounting Office. POLICIES AND PROCEDURES r41 ' a �� Section Accounting Manual ElkSubject Revolving Fund COLORADO Date July 1, 1989 Page 24 REVOLVING FUND Disbursements from the Revolving Fund include emergency expenditures requiring immediate payment, as well as travel and expense advances of $100 or more. To request a check from the Revolving Fund, the department head must submit a request for revolving fund check form to the Accounting Department for approval. Upon approval, Accounting will complete the form with the check date, number, amount, and payee name. The request form will be kept on file in the Accounting Office. When reimbursement is received, it is recorded on the form. The Revolving Fund should be reimbursed no later than two weeks after expenditures are realized. To reimburse the Revolving Fund, an input document with the appropriate back-up is completed by the department head and hand-carried to the Accounting Office, along with any excess monies. The Revolving Fund is reconciled on a monthly basis and a report summarizing the monthly transactions is submitted to the Comptroller. In addition, the Revolving Fund is audited by the Accounting Office periodically and at year- end to insure compliance and internal control. POLICIES AND PROCEDURES ff i � SectionAccounting Manual wII'Dc Subject Cash Receipts COLORADO Date July 1, 1989 Page 25 CASH RECEIPTS Certain internal control procedures have been established relating to the receipting of cash. The establishment of point-of-sales and cash receipts will be for the convenience of the general public. However, point-of-sales , receiving cash, and cash receipts will be established by resolution only. One person will be established as the primary receipting agent for each area. One or two deputies may also be designated for receipting cash. These individuals will be the only ones allowed to receipt cash for sales in the area. The names of these individuals will be on file in the Accounting Office. The procedures for receipting cash in a department are as follows: A. Receipting Agent writes each cash sale on a pre-numbered, three- part receipt form. The receipt will detail all pertinent sales information including account code information and proper signatures. One copy of the receipt form will be given to the individual making the purchase, a second will be kept by the department, and a third will be attached to deposits . All monies will be kept intact and will not be mixed with other monies such as petty cash or change funds. The receipted monies will not be used for loans to employees, check cashing, petty cash purchases, or as "float" monies for other funds. Non-compliance of these guidelines may result in censure of the receipting agent and/or removal of point-of-sale, cash receiving, and receipting in the area. If there is a problem with the use of the receipting function, the receipting agent should contact his supervisor or the Accounting Office. The procedures for making deposits with the Accounting Office are as follows: A. Receipting Agent completes, either on a weekly or daily basis, a deposit permit form and forwards cash and the receipts from the cash box to the Treasurer's Office for processing. B. Treasurer's Office reviews deposit for accuracy, verifies that the monies deposited are equal to the total of the receipts and the total reported on the deposit form. If the deposit is properly completed, form will be stamped with a sequential numbering stamp. The Clerk signs the deposit and returns the pink copy to the department for their file. C. The Clerk combines all deposits received in the Treasurer's Office and completes a three-part Treasurer's deposit permit form. She then forwards two copies of the Treasurer's deposit POLICIES AND PROCEDURE S Section Accounting Manual Subject Cash Receipts COLORADO Date July 1, 1989 Page 26 permit and two copies of the Deposit Permit to the Accounting Office. Accounting posts the cash amounts to the funds as indicated on the Treasurer's deposit permit form. D. Accounting Clerk files the yellow copy of the deposit permit form, along with the Treasurer's receipt verifying the deposit totals, in a separate file in the Accounting Office. She inputs the pertinent information to the on-line accounting system, as well as inputs general ledger information from the accounting deposit permit forms, which also serve as journal entry forms . E. Accounting Clerk then files the forms by batch in a commissioner's deposit journal entry folder. Individual departments make deposits with the Treasurer on a weekly or daily basis and on the last working day of the month. POLICIES AND PROCEDURES 49i Section Accounting Manual WineSubject Weld County Invoice Form COLORADO Date July 1, 1989 Page 27 WELD COUNTY INVOICE FORM When billing external agencies for products or services rendered, the appropriate information is entered on the accounts receivable system: name and address, amount to be billed and revenue to be credited. The system then generates an invoice and sets up the receivable. POLICIES AND PROCEDURES �4 nae 0' �� Ni �'�, Section Accounting Manual IllsSubject Accounting Deposit Permit Form COLORADO Date July 1, 1989 Page 28 ACCOUNTING DEPOSIT PERMIT FORM Departments are responsible for completing the following sections of the deposit permit form: 1. Depositor's Signature 2. Deposit Composition -- It is important that this section have the correct breakdown of monies deposited and that any change be sealed in a coin envelope with the amount written on the outside of the envelope. This avoids the chance of any change being misplaced or lost. 3. Receipt Number -- This lists the first and last numbers of the receipts detailing the deposit. 4. Account Code -- This section includes a brief description of the revenue deposited and the corresponding account information. Accounting will not process a deposit which does not have this section properly completed. POLICIES AND PROCEDURES , ' Section Accounting Manual WII'Ic Subject Treasurer's Deposit Permit Form COLORADO Date July 1, 1989 Page 29 TREASURER'S DEPOSIT PERMIT FORM This form summarizes the deposit composition and indicates how the deposit is to be allocated by fund. One copy of the form is retained by the Treasurer's Office and two copies are submitted to Accounting for filing. POLICIES AND PROCEDURES 49, 1,0 Section Accounting Manual W��De Subject Inter-Fund Transfer Form COLORADO Date July 1, 1989 Page 30 INTER-FUND TRANSFER FORM Inter-fund transfers will be utilized between the Accounting Office and the Treasurer's Office as a mechanism to transfer funds from one fund in the county treasury to another fund. The inter-fund transfer will be an advice from the Accounting Office to the Treasurer indicating the fund, fund number, transaction, and transaction amount. The inter-fund transfer will be used as follows: 1. When warrants are issued from the accounting system, they are charged against the General Fund. To properly account for the • transactions, an inter-fund transfer will be made to reflect the proper funding distribution of the warrants. 2. When there are county inter-fund transactions involving cash, instead of issuing warrants, an inter-fund transfer will be used to reflect the transactions on the Treasurer's books. A corresponding journal entry will be made in the Accounting Office to reflect the transaction on the general ledger. When initiating an inter-fund transfer, the following steps must be completed: A. Accounting Office completes the form, including a brief description of the purpose of the transfer, the fund name and number, and the amounts to be transferred in and out. The amounts to be transferred must always be equal. Accounting completes the transfer date section, which is the exact calendar date, and assigns the inter-fund transfer a sequential number taken from the inter-fund transfer log in Accounting. B. Accounting completes the warrant register section when applicable, and initiates a corresponding journal entry so that the transaction can be recorded on the general ledger. Clerk signs the inter-fund transfer and forwards to the Finance Director. C. Finance Director approves the inter-fund transfer and returns the form to the Accounting Office. D. Accounting Office then forwards the inter-fund transfer to the Treasurer's Office for posting. POLICIES AND PROCEDURES tciQQ �f'� 1alai Section Accounting Manual W € Subject Inter-Fund Transfer Form COLORADO Date July 1, 1989 Page 31 E. The Treasurer's Office verifies the totals on the inter-fund transfer and checks the sequence of the inter-fund transfer number to guard against loss of a transfer and/or duplicate posting. Completes the date posted section of the form, signs it, retains the original for file and returns the yellow and pink copies to Accounting. F. Accounting Clerk files the yellow copy of the inter-fund transfer by number sequence in a completed inter-fund transfer file, and attaches the pink copy to the corresponding journal entry and files accordingly. RESOLUTION RE: APPROVAL OF BLANKET AUTHORITY TO UTILIZE AN INTER-FUND TRANSFER PROCESS BETWEEN THE TREASURER AND ACCOUNTING OFFICE IN WELD COUNTY. 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, a reconnended inter-fund transfer process has been submitted to the Board of County Comnissioners of Weld County, Colorado for approval, a copy of said recomnerded procedures being attached hereto and incorporated herein by reference at this point, and WHEREAS, said procedures provide a method to administratively conduct the accounting transactions between County funds in a more efficient way in the opinion of the Treasurer and Director of Finance, and WHEREAS, inter-fund transfer oust be authorized by resolution, and WHEREAS, the Board of County Commissioners of Weld County, Colorado, deems it advisable and in the best interests of Weld County to approve the abovementioned inter-fund transfer procedures. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado that the inter-fund transfer procedures be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Treasurer and Director of Finance be, and hereby is, authorized on a continual basis to make inter-fund transfers as specified in the abovementioned inter- fund transfer procedures. The above and foregoing Resolution was, on motion duly made and seconded adopted by the following vote on the 20th day of December, A.D., 1978. (Attestations and Signatures) POLICIES AND PROCEDURES ' a k 1,, � Section Accounting Manual WISubject Internal Service Charges COLORADO Date July 1, 1989 Page 32 INTERNAL SERVICE CHARGES Printing & Supply Charges: An automatic journal entry for Printing and Supply charges is generated by Computer Services and submitted to Accounting on a monthly basis. Accounting posts the journal entry and prepares an inter-fund transfer form. Data Processing Charges: Data processing charges are initiated by the Data Processing Department. A monthly summary of those charges by fund and department is forwarded to Accounting. The Accounting Office is responsible for preparing an inter-fund transfer for the journal entry submitted by Data Processing, and also posts the automatic journal entry. POLICIES AND PROCEDURES 4Jfj,. , �� + Section Accounting Manual Subject Month-End Close COLORADO Date July 1, 1989 Page 33 MONTH-END CLOSE The month-end reports summarize month-to-date and year-to-date transactions, • including accounts payable, internal service charges, payroll and cash with treasurer. While reports reflect transactions for month-end, the actual closing date may not be until the 15th of the following month and therefore, the reports also include transactions between those dates. The reports generated by month-end close are designed to provide information to department heads in a manner which will prove useful as a budgetary tool. The reports include: 1. General Ledger -- Details month-to-date transactions. 2. Year-to-date General Ledger -- Includes detail for all year-to- date transactions. 3. Trial Balance -- Summarizes account balances. 4. Revenue Summary -- Summarizes revenue by department and fund and compares figures to budget data to determine the year-to- date planned and actual status of revenue. 5. Expenditure Summary -- Summarizes expenditures by department and fund and compares figures to budget data to determine the year-to-date planned and actual status of revenue. 6. Department Summary of Revenues -- Summarizes individual revenue accounts by fund and department and compares figures to budget data to determine the year-to-date and month-to-date planned and actual status of the revenue accounts. 7. Department Summary of Expenditures -- Summarizes individual expense accounts by fund and department and compares figures to budget data to determine the year-to-date and month-to-date ' planned and actual status of the expenditure accounts . POLICIES AND PROCEDURES `1St sift Section / Accounting Manual VIIc Subject Sample of Forms COLORADO Date July 1, 1989 Page 34 f WELD COUNTY INPUT DOCUMENT - VENDOR NUMBER: VOUCHER NUMBER: C: "-7` PAYEE: CHECK ADDRESS: Number Date Amount / / $ EXPLANATION DETAILS OF DISBURSEMENT Invoice 0 Remittance Advice Net Amount Ex Original Encumbrance Tnv. Date Due Date Discount pence Account Code P.O. Number T/P Account Code TOTAL: $ S 1/4 ATTACH COPY IF APPLICABLE APPROVED BY: (Department Head) APPROVED BY: (Finance Department) I POLICIES AND PROCEDURES / �iI, Section Accounting Manual l VI Subject Sample of Forms Date July 1, 1989 Page 35 COLORADO COUNTY OF WELD DIVISION OF FINANCE ReturnCompleted Form To: Accounting Office • PERSONAL EXPENSE CLAIM • INSTRUCTIONS: Please PRINT or type; complete Part I to claim reimbursement for non- training-related personal expenses OR Part II for training related personal expenses; if both types of expenses were incurred, submit a separate form for each; detail all expenses on back of form and attach copies of receipts. NAME: - WORK PHONE: DEPARTMENT: DEPARTMENT NUMBER: PART I: NON-TRAINING EXPENSES. Reimbursement is claimed for the non-training related personal expenses shown below, which were incurred by me in accordance with the rele- vant provisions of the current Personnel Section of the Weld County Administrative Code and (if applicable) the below mentioned resolution of the Weld County Board of Commissioners: _ Resolution No.: Claimant's Signature Date DEPARTMENT HEAD'S CERTIFICATION Transportation: E Meals and Lodgings: $ I hereby certify that this claim is in Registration Fees: E accordance with the relevant provisions Mileage: E of the current Personnel Section of the Other: E Weld County Administrative Code and is to be charged as per the attached TOTAL CLAIMED: $ voucher. (DETAIL ALL EXPENSES ON BACK OF FORM) Dept. Head's Signature Date PART II: TRAINING EXPENSES. Reimbursement is claimed for the training-related per- sonal expenses shown below, which were incurred by me in accordance with the relevant' provisions of the current Personnel Section of the Weld County Administrative Code: Claimant's Signature Date DEPARTMENT HEAD'S CERTIFICATION Transportation: E Meals and Lodgings: $ I hereby certify that this claim is in Registration Fees: E accordance with the relevant provisions Mileage: S of the current Personnel Section of the Other:_ $ Weld County Administrative Code and is to be charged as per the attached TOTAL CLAIMED: $ voucher. (DETAIL ALL EXPENSES ON BACK OF FORM) Dept. Head's Signature Date ATTACH ALl SIR'PORTING RECEIPTS TO FORM POLICIES AND PROCEDURES Li ,,,,,:s, s & Section Accounting Manual Wi ll Subject Sample of Forms COLORADO Date July 1, 1989 Page 36 TRANSPORTATION AND OTHER EXPENSE DETAIL r INANVr11NI Mk AI S HO III 1 01 MEN EXPENSES I)A 11 •I Nlle!AT p II, I IIANI:1.. 111.111.1\ Ntt AilxtNI time YfUt.M1 1 S $ S IS i I I I I I I I f f I TOTALS. S S S S MILEAGE EXPENSE DETAIL OIX)Mt ft N NI AI)IN[i 1Nmr rullrt)s1 r•NIINI. OA11 !NOM/AT II) NII I Alit 0$ 'NIP SI Atli I INI\II Hit I s I $ J 1 I i 1 1 ` , ,1 t TOTALS. S TILIAOI ALLOWANCE: MIL£5 tr 20`'MIL£FON FACM MILE S NAMING S_� TOTAL S ATTACH ALL SUPPORTING RECEIPTS TO FORN -� POLICIES AND PROCEDURES l ;, 1I. lei Section Accounting Manual Subject Sample of Forms COLORADO Date July 1, 1989 Page 37 I hereby verify that all the above expenses, for which I have rn receipts, are true and accurate to the best of my knowledge. DEPARTMENT: Subscribed and sworn to before me this day of , 19 My =mission expires NC2ARY PUBLIC POLICIES AND PROCEDURES r�� 4' tte Section Accounting Manual Subject Sample of Forms COLORADO Date July 1, 1989 Page 38 VENDOR MASTER REVISIONS ACTION VENDOR NUMBER REMIT NUMBER VENDOR NAME ADDRESS LINE 1 2 3 ZIP CODE TELEPHONE NUMBER PREPARED BY: DATE ACTION CODES: A - ADD NEW VENDOR C - CHANGE EXISTING VENDOR POLICIES AND PROCEDURES / 'Va 11„! Section Accounting Manual WI6'oc Subject Sample of Forms COLORADO Date July 1, 1989 Page 39 • • WELD COOMM DIVISION OF FINANCE WARRANT CONTROL FORM Part I: Stock Issue Issued by: Date: To. M uenad are warrants numbered Comments: Received by: thru for Fund No. • For computer processed warrants: Part 2: Processed Warrants Issue date: To: First register page no. Attached are the warrants described Last register page no. below for Fund No. Total register amount S I ( t voided: thru ssued: thru thru ( thru Ihru ( thru thru ( ) thru IAN ( ) thru thru UN ( I Unused: the thru ( ) thou Ihru ( ) thru thru ( ) thru Comments: Issued by: Date: Received by: Date: Date: Date: • Date: 807-79-033 • POLICIES AND PROCEDURES Section Accounting Manual WIiDc Subject Sample of Forms COLORADO Date July 1, 1989 Page 40 WELD COUNTY, COLORAD PAGE FUND CLAIMS WARRANT P.O. d NO. VO. NO. VENDOR AMOUNT State of Colorado ) TOTAL ) ss County of Weld ) • This is to certify that all accounting and budgeting procedures have been completed on the above listed claims as shown on Pages 1 through and dated 198 and that payments should be made to the respective vendors in the amounts set opposite their names with the total amount $ Dated this _ day of , 198_. Weld County Finance Officer Subscribed and sworn to before me this day of , 198_ My commision expires: Notary Public State of Colorado ) ss • County of Weld ) We, the Board of County Commissioners of Weld County, Colorado, hereby (approve) (disapprove) the claims as set forth above; and warrants in payment therefore are hereby ordered drawn upon the Fund totaling E Chairperson Member ATTEST: Member County Clerk and Recorder Member By: Deputy Member POLICIES AND PROCEDURES Section Accounting Manual WCSubject Samule of Forms COLORADO Date July 1, 1989 Page 41 STATE. Of COLORADO ) 55 COUNT OF WELD CLAIM; THIS IS TO CERTIFY THAT ALL ACCOUNTING AND BUDGETING PROCEDURES NAVE BEEN COMPLETED ON THE FOLLOWING LISTED CLAIMS AND THAT PAYMENTS SHOULD BE MADE TO THE RESPECTIVE PAYEES IN THE AMOUNTS SET OPPOSITE THEIR NAMES AS CERTIFIED BY THE DIRECTOR OF THE WELD COUNTY DEPARTMENT OF SOCIAL SERVICES. THE AMOUNTS BY CATEGORY ARE AS FOLLOWS: TOTAL WARRANTS CLAIMS AMOUNT ADC ADC - U IV - D OAP AND IRA A B GA MED. TRANS. ADM SERVICES CHILD WELFARE PAC • DC LEAP 0 A P SUBTOTAL 0 A S S SUBTOTAL S S GRAND TOTAL DATED THIS_DAY OF ,19_ DIRECTOR OF FINANCE G ADMINISTRATIVE SERVICES SUBSCRIBED AND SWORN TO BEFORE ME THIS_DAY Of 1g_ NOTARY PUBLIC MY COMMISSION EXPIRES STATE OF COLORADO ) ) 55 COUNTY OF WELD WE, THE BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY, COLORADO, HEREBY APPROVE THE CLAIMS AS SET FORTH ABOVE AND WARRANTS IN PAYMENT THEREFORE ARE HEREBY DRAWN UPON THE SOCIAL'SERVICES FUNDS AND CHARGEABLE AS STATED: ATTEST: WELD COUNTY CLERK ANO RECORDER AND CLERK TO THE BOARD BY: DLPUTY COUNTY CLERK DATE PRESENTED: POLICIES AND PROCEDURES ifiLls i0104 Section Accounting Manual WeSubject Sample of Forms COLORADO Date July 1, 1989 Page 42 DUPLICATE WARRANT NO. WHEREAS, Warrant No. dated , in the amount of $ - has been misplaced, lost or destroyed and said Warrant No. has not been presented in the Office of the County Treasurer of Weld County, Colorado, and WHEREAS, satisfactory affidavit and bond necessary to indemnify and hold Weld County harmless on account of the alleged -loss of the original warranthas been filed in the Office of the Board of County Commissioners. NOW, THEREFORE, BE IT RESOLVED, by the Board of County. Commissioners, Weld County, Colorado, that the aforementioned • duplicate Warrant No. • , in the amount of $ , be issued. The above and foregoing resolution was, on motion duly made and seconded, adopted by the following vote on, the day of , A.D.,-19 . . THE BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO . ATTEST: COUNTY CLEATS AND RECORDER AND CLERK TO THE BOARD 3Y: Deputy County Clerk F?PROVED AS TO FORM: POLICIES AND PROCEDURES 1 ` ( ), ' `�f Section Accounting Manual I W��RO� Subject Sample of Forms COLD Date July 1, 1989 Page 43 ADO AFFIDAVIT • STATE OF COLORADO ) ss. COUNTY OF WELD ) I� , of Weld County and State of Colorado, being first duly and legally sworn upon my oath, depose and say: that I am the iden- tical person to whom was issued a county warrant, numbered in the sum of $ _.._. and drawn upon the County Treasurer of Weld County, dated , 19 . That said warrant has been misplaced, lost or destroyed and after the most careful and diligent search, I cannot find the same, nor can I produce the same for presentation for payment. That I have not assigned or disposed of this war- rant to any other person or persons, and that I am still the legal owner of said war- rant and the money to be drawn from the County Treasurer of Weld County, thereby. That I make this affidavit for the purpose of including the county commissioners c: said Weld County, to issued to me a duplicate of said warrants upon the condition that I indemnify said county for and on account of said lost warrant. Address Subscribed and sworn to before me this day of , 19 .... POLICIES AND PROCEDURES . wit Section Accounting Manual ISubject Sample of Forms COLORADO • Date July 1, 1989 Page 44 HDND • QJOW ALL MEN BY THESE PRESENTS, That I, ..____........._— —__..__.____.._.._ in the County of Weld and State of Colorado, as principal, and .................... ......._ ..._�........_..._.._...__..._._.._ of the County of .. and State of Colorado, and .....—.__....._—._. of the County of...___._. and State of Colorado, as sureties are held and firmly bound unto the County of Weld, State of Colorado, in the sum of S , lawful money of the United States of Ameriea, for the payment of which well and truly to be made, we bind ourselves, each of us, and our heirs, executors and administrators, jointly and severally, firm- ly by these presents. Sealed with our seals, and dated this_._........._ -day of .._...__ A. D., 19..__.. The condition of this obligation is such that: WHEREAS, a certain Warrant was drawn upon the County Treasurer of Weld County, and was issued and made payable tc ..._....__.__...._..__.._._.._..__.___...__...__.._..... . dated —...—_......_....... A. D, 19.--, in the sum of $ ,____........____, said Warrant being Numbered .the same being lost, and having established by proof said loss to the satisfaction of the Board of County Commission- ers of Weld County, Colorado, they have by proper order entered a record authorizec the issuance of a duplicate warrant in the said sum of $,— NOW, THEREFORE, If the said Obligors shall save and keep harmless the County of Weld and all of its officials from all damages, suits and claims of whatsoever nature occasioned by the issuance of said duplicate warrant without the surrender of tM original, then this obligation to be void, otherwise to remain in full force and of- ' feet. Signed, sealed and delivered in the Principal presence of • Address _r�.—__.—.._.._..... Witness Surety • Witness - Address Surety AddAddreess.. . ..._._..- -_- -- s POLICIES AND PROCEDURES 0 \ I Section Accounting Manual WilkSubject Sample of Forms COLORADO Date July 1, 1989 Page 45 DEPOSIT PERMIT COUNTY OF WELD JE #: BY: DEPOSITOR'S SIGNATURE DATE: / / EXPLANATION: DEPARTMENT ACCOUNTING YEAR:_ DEPOSIT ': T - DEPARTMENT ACCOUNT CREDIT EXPLANATION FUND NUMBER NUMBER CODE AMOUNT (42-43) (44-47) (48-55) (56) (68-78) G 0 G G G G G G G TOTAL: $ DEPOSIT COMPOSITION: WARRANTS: RECEIPT E DEPARTMENT ACCOUNT DEBIT CHECKS: FUND NUMBER NUMBER CODE AMOUNT (42-43) (44-47) (48-55) (56) (68-781 CURRENCY: THRU / COIN: • Total: $ TOTAL: $ POLICIES AND PROCEDURES ir '• Section Accounting Manual WIDc Subject . Sample of Forms COLORADO Date July 1, 1989 Page 46 TREASURER'S DEPOSIT PERMIT - OFFICE OF FINANCE a.m. DEPOSIT DATE , 19 TIME P.m. CHECKS WARRANTS CASH dollars halves quarters dimes nickels cents CASH ITEMS TOTAL 01 GENERAL FUND 11 ROAD & BRIDGE 19 HEALTH SERVICES 21 HUMAN RESOURCES 24 SECTION 8 HOUSING AUTH. 25 HOUSING AUTH. GRANTS 52 LIBRARY 61 IGS - MOTOR POOL 64 IGS - PRINTING & SUPPLIES 66 INSURANCE 67 INFORMATION SERVICES 77 AIRPORT TOTAL TOTAL DEPOSIT TREASURER'S CASH ITEM # DEPOSITED BY RECEIVED BY • POLICIES. AND PROCEDURES ` Section Accounting Manual iggikSubject Sample of Forms COLORADO Date July 1, 1989 Page 47 RESOLUTION WHEREAS, GENERAL FUND WARRANTS IN THE TOTAL AMOUNT CF $ HAVE BEEN ISSUED IN ERROR OR THE AMOUNTS FOR WHICH THEY WERE DRAWN HAVE OTHERWISE BEEN CHANGED. WHEREAS, A LIST OF THE SPECIFIC WARRANT NUMBERS, OAFES, NAMES, AND AMOUNTS IS ON FILE WITH THE ACCOUNTING DEPARTMENT. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS, WELD COUNTY, COLORADO, THAT SAID GENERAL FUND WARRANTS FOR THE WEEK OF IN THE MOUNT OF $ BE, MD THE SAME ARE HERESY CANCELLED AND HELD FOR NAUGHT. THE ABOVE AND FORGOING RESOLUTION WAS, ON MOTION DULY MADE AND SECONDED, ADOPED BY THE FOLLOWING VOTE THIS DAY OF , I98__. BOARD OF COUNTY COMMISSIONERS ' WELD COUNTY, COLORADO ATTEST: COUNTY CLERK AND RECORDER AND CLERK TO THE BOARD BY: OE U Y COUNTY CLERK APPROVED AS TO FORM: COUNTY ATTORNEY POLICIES AND PROCEDURES ' t i Section Accounting Manual WII'oe Subject Sample of Forms COLORADO Date July 1, 1989 Page 48 REQUEST FOR REVOLVING FUND CHECK From: (Person Requesting Check) To: Weld County Comptroller Date: Check to be issued to: Check amount: - Reason for issuance: • Approved: (Elected Official or Department Head Signature) MNMMMfN*MM.NH**** *rte Mf*HiN*MNMMfY*HMNAY Accounting Office Use Only Cheek written: Check Number: - -Check Amount: Payee: Statement Sent: Payment Rec'd: 807-79-024 " "7717777717 POLICIES AND PROCEDURES Section Accounting Manual Subject Sample of Forms WIIDc COLORADO Date July 1, 1989 Page 49 WELD COUNTY ADVICE OF INTER-FUND CASH TRANSFER To: Mike Loustalet, Treasurer From: Don Warden, Director of Finance Inter-Fund transfers of cash, as stated below, are necessary to account For • TRANSFER IN TRANSFER OUT FUND NO. DR Cash DR Due To CR Due From CR Cash II Transfer Date: _ Inter-Fund Transfer No.: _ Date Posted: JV Ref. No. : Posted By: Warrant Register Date: Warrant No. thru Prepared By: Mike Loustalet Donald D.Warden Treasurer of Weld County Director of Finance b Administration POLICIES AND PROCEDURES j� �. 'los 1 Section Grant Managnmont IlkSubject_ Tah1 of .on n COLORADO Date 1/15/79 Page TABLE OF CONTENTS TABLE OF CONTENTS GRANT APPLICATION PROCEDURE 1 - 3 GRANT-IN-AID FACT SHEET 4 - 5 GRANT INFORMATION AND JUSTIFICATION 6 - 7 GRANT RESOURCE PRESENTATION 8 - 9 GRANT REVIEW ANALYSIS 10 FOLLOW-UP REPORTING OF GRANT PROGRAMS 11 GLOSSARY 12 - 18 i POLICIES AND PROCEDURES tw, 6,, Section Grant Management WII'D2. Subject Grant Application Procedure COLORADO Date 1/15/79 Page 1 GRANT APPLICATION PROCEDURE The following procedure should be followed by departments which wish to apply for grants from the Federal or State Governments or from private agencies. For purposes of this procedure, a "grant" is defined as a project or program which: -- Is funded wholly or in part by the Federal or State Governments , or by a private donor. -- Is planned for a limited period of time. The program is not planned to be permanent and a termination of funding as of a specific date • is anticipated. -- The program has a specific objective; usually in the nature of a demonstration or else has a fixed, one-time objective. -- Payment is not based upon a contract for services wherein the County is reimbursed for performing a service for the State or Federal Government. Step #1 : When a department has determined that it will apply for a grant, it should draft a proposal . Frequently this is on a standard grant ap- plication required by the grantor. Step #2: Once the proposal is complete, Grant-In-Aid Fact Sheet, Grant Information and Justification, and Grant Resource Presentation forms should be com- pleted. It is suggested that the above forms be completed in the following order: A. Grant Information and Justification B. Grant Resource Presentation • C. Grant-In-Aid Fact Sheet POLICIES AND PROCEDURES -I a , .'PeiSection Grant Management IlkSubject Grant Application Procedure COLORADO Date 1/15/79 Page 2 The information necessary to complete the above forms in almost all cases will be information that can be taken directly from the original standard grant application. The Grant Information and Justification form is to provide the Board and grant review group the necessary information to analyze the purpose of the grant, the benefits the County will receive from the grant, alternatives to the program, and impact on the County if the grant is not approved or is discontinued. The Grant Resource Presentation form provides detailed budget and staffing requirements of the grant, the long and short term fiscal impact on the County, and puts the grant in perspective in allowing it to be assessed as to whether this or other programs should be expanded or curtailed in the given year and over time. • The Grant-In-Aid Fact Sheet is a summary of the proposal for the purpose of giving the Board an executive synopsis of the grant proposal and the staff recommendations from the grant review group. Specific instructions on filling out the above forms are located on the back of the forms. Step #3: After the grant application and the three forms listed in step #2 are completed they should be sent to the Director of Finance. The Director of Finance will then provide copies to the Grant Review Group for analysis one week before a meeting is convened. The Director of Finance will enter the application into the grant inventory for Weld County for tracking purposes. The Grant Review Group will be appointed by the Board and will include: Director of Finance Representative from Accounting Representative from Personnel Affirmative Action Officer On an ad hoc basis representatives from Human Resources, Social Services , Health, Public Protection departments, • and any other impacted department will be convened if the grant requires coordinated efforts. POLICIES AND PROCEDURES, ,,, , ,,, , Section Grant Management W111eSubject Grant Application Procedure COLORADO Date 1/15/79 Page 3 The review group has no authority to approve or disapprove grants , but will only serve as a resource to evaluate the applications, assist and serve as a resource to the department making the application, help co- ordinate grant programs in the County, and will provide a staff review and recommendation to the Board. Step #4: Once the grant review group analyzes the grant a Grant Review Analysis form will be completed and the "Summary of Grant Review Group Recommenda- tions" will be completed on the Grant-In-Aid Fact Sheet. Step #5: The Grant-In-Aid Fact Sheet and grant application will then be submitted to the Board as a regular agenda item for action. • Step #6: If the application is approved by the Board, the grant will be submitted to the grantor agency for consideration. Step #7: If the application is approved by the grantor agency, the grantee depart- ment will execute the grant program in Weld County. Step #8: Once the grant ends, or on an annual basis for multi-year grants , the grantee department will prepare the "Follow-up Reporting of Grant Pro- grams" form and reivew it with the grant review group and the Board. The purpose of the follow-up is to give the Board a mechanism to monitor the performance of grant programs in the county. If a specific department has an adequate monitoring system, the system in existence can be used in lieu of the system proposed in the grant procedures, eg. Human Resources MBO System. 0 POLICIES AND PROCEDURES j) Air Apki Section Grant Management OWE'ilk Subject Grant-In-Aid Fact Sheet COLORADO Date 1/15/79 Page 4 STATUS TYPE OF REQUEST Submitted: — New Program Reviewed: __ _ Expanded Service Bd. Approved: '_ Workload Increase Applied: _ State Mandate Awarded: WELD COUNTY Federal Mandate Audited: __ Continuing Program GRANT-IN-AID FACT SHEET ---- --- Department: Number: Project Title: Grant Number: Dep't. Contact: Telephone:_— _. Grantor Agency: Authority for Grant (Appropriate statute): Funding Period: Beginning Date__ _ _ Ending Date _ — Summary of Proposal: S Fiscal Data: Cash For Funding New -Tirect In-Kind Source Costs Costs Match __Total _ pct. Federal State — -- -- — —County ---- —— — — —_ Other —_-_--- __------ _-- TOTAL GRANT __— Staffing: New or Personnel Classification _—FTE Cost Existing Summary of Grant Review Group Recommendations: • Board Action; `_Approved: Resolution _—� Dated^-. —_-____ Denied Date:__ 807-79`013 POLICIES AND PROCEDURES "O' a � � Section Grant Management 'WI O Subject Grant-In-Aid Fact Sheet (Reverse Side) COLORADODate 1/15/79 Page 5 INSTRUCTIONS TO COMPLETE GRANT-IN-AID FACT SHEET Status: To be completed by Finance Office. Type of Request: Check the appropriate box using the following definitions as a guide: A. New Program: A new program is to be regarded as a new function or service to be provided to the public which does not currently exist. New programs may be the result of a newly identified need which is not being met. B. Expanded Level of Service: This category may be regarded as a request to increase an existing function or service. This change may be prompted by the need to serve a larger number of people, or in other ways to improve the quality of service. C. Workload Increase: This is a change which results from an identified work- load increase or backlog resulting from an inability to meet current demands for service. D. State Mandate: Result of legislative change that requires the program. E. Federal Mandate: Result of Federal legislative or administrative change that requires the program. F. Continuing Program: Continuation of existing program under a grant. Department/Number: Budget unit title and number. Project Title: Provide a request title that is logical and descriptive. Use the name your agency/department uses whenever possible. Grant Number: To be completed and assigned by Director of Finance. Dept Contact/Telephone: Name of project director in department and his phone number. Grantor Agency: Full name of governmental or private agency granting the funds. Authority for Grant: Where applicable the appropriate statute authorizing grant and funds. Funding Period: Self-explanatory. Summary of Proposal: Provide a synopsis of the information that is detailed in the Grant Information and Justification form and Grant Resource Presentation form. Fiscal Data: Provide funding sources and briefly summarize fiscal impact of the proposal on the County. Staffin.: Provide detailed list of positions required, costs, and indicate whether . they are new or existing positions. Summary of Grant Review Group Recommendations: Summary of staff recommendations TO BE COMPLETED BY GRANT REVIEW GROUP. Board Action: To be completed by Director of Finance after Board takes action. 807-79-013 POLICIES AND PROCEDURES f� �a jA Section Grant Management II Wilk Subject Grant Information and Justification c don COLORADO Date 1/15/79 Page 6 WELD COUNTY GRANT INFORMATION AND JUSTIFICATION Summary Description of Grant: Needs Statement/Program Purpose: • Population or Program in Need: (include workload statistics) Objectives/Goals: Alternatives to Grant: Consequence of No Action: Effects of Discontinuing Grant: S Impact on Other Departments or Programs (including staff support departments): 807-79-014 POLICIES AND PROCEDURES k , Section Management Grant M Subject Grant Information and Justification (Reverse Side) COLORADO Date 1/15/79 Page 7 INSTRUCTIONS TO COMPLETE GRANT INFORMATION AND JUSTIFICATION Summary Description of Grant: Overview of grant program or project. Needs Statement/Program Purpose: A quantified statement as to why the program is necessary. (The health, social, economic, etc., factors that are of public concern.) Population or Program in Need: The estimated number of people (institutions, etc.) in need of and eligible for the program; i.e., all children under 5 years of age, 20% of people over 60, all inmates, all vehicles licensed after certain date. Objectives/Goals: A quantified statement of projected program outcomes; e.g. to achieve immunization of 95% of school age children; to assure a score • of in all food services, etc. Alternatives to Grant: Few problems have only one solution. Define one or more reasonable ways when possible, which arc different than your proposal, to solve the problem. Consequence of No Action; Cite the consequences if no action is taken on this proposal. Generally, relate the impact if no funding is available for this proposal. Effects of Discontinuing Grant: This should be evaluated in the event grant funds are discontinued either by the County or the granting agency now or at some future date. Impact on Other De artments or Programs: Assess how this grant does or could inter- relate with of er ounty programs and what adverse or positive impact it could have. This assessment should include the impact on staff support departments, eg. data processing if a new system is involved. • POLICIES AND PROCEDURES j Section Grant Management IIDe Subject Grant Resource Presentation COLORADO Date 1/15/79 Page 8 WELD COUNTY GRANT RESOURCE PRESENTATION Grant Ceiling Amount: $ Detail Budget by Line Item: Current FY Current FY 19 Item __Total _ Budget Sup_Appr. Bu get Capital Items to be Acquired: Priority of Program Within Budget Unit: Long Range Fiscal Commitments/Comments on Fiscal Impact: Recommended Long Range and Short Range Program Curtailments to Fund This Program If Any Net County Cost is Involved Now or 1n the Future: Attach Additional Position Requests It New Positions Required: Indicate Any Special Reporting Requirements for Personnel: • 807-79.0'S POLICIES AND PROCEDURES j' 1 +pt) Section Grant Management ih iD a Subject Grant Resource Presentation (Reverse Side) COLORADO Date 1/15/79 Page 9 • INSTRUCTIONS TO COMPLETE GRANT RESOURCE PRESENTATION Grant Ceiling Amount: Maximum grant expense limitation for direct and indirect costs. Detail Budget by Line Item: List the line item budget detail and indicate the funding year and whether or not supplemental appropriations are required. Capital Item to be Acquired: Detail all capital outlay items and indicate restric- tions or limitation on use of item during and after grant commitment. Priority of Program Within Budget Unit: Discuss how this program ranks in rela- tionship to other programs within the budget unit. Recommended Long Range and Short Range Curtailments: If a net County cost is it o d now or will be over time for this program, and the budget unit must • fit it into its current resource capoci t.y, what program in the budget unit can be curtailed or eliminated to fund this specific program. Position Requests: Attach additional position requests If new positions are required. Reporting Requirements: Indicate any special reporting requirements for Personnel, e.g. LEAH requires special affirmative action reports. S POLICIES AND PROCEDURES Section Grant Management SwiftSubject Grant Review Analysis COLORADO Date 1/15/79 Page 10 WELD COUNTY GRANT REVIEW ANALYSIS Fiscal: Cash For Funding New Indirect In-Kind Source Costs Costs Match Total Pct. Federal State -_ - —— - County _- -- - -- -- Other TOTAL GRANT Fiscal Comments: I Personnel: Review Committee: S 807-79-016 POLICIES AND PROCEDURES jT Section Grant Managementilk Subject Follow-up Reporting of Grant Programs COLORADO Date 1/15/79 Page 11 FOLLOW-UP REPORTING OF GRANT PROGRAMS Department: Program Title: Grant Period: Beginning Date Ending Date Summary of Program: (Purpose, need, etc.) BUDGET ___ _ ACTUAL Need/Population to be served: 1 Need/Population Served: Goals and Objectives: Accomplishments of goals and objectives (include measures of success): 0 Resources: Cash For Resources: Cash For _ Funding New Indirect In-Kind Funding New Indirect In-Kind Source Costs Costs Match Total Pct. _ Source Costs Costs Match Total Pct Federal __ i Federal State { State _ -_ _ County I County Other Other _ _ TOTAL GRANT TOTAL GRANT _ - _, - _ Personnel Classification FIE Personnel Classification FTE Personnel Classification FTE Personnel Classification FTE Comments: (Explanation of variance between budget and actual, unfilled needs, successes, failures, unresolved issues, etc.) 807-79-017 S POLICIES AND PROCEDURES ,1f1 Section Grant Management IlDe Subject Glossary COLORADO Date 1/15/79 Page 12 GLOSSARY TYPES OF GRANTS: Block Grant--A grant that is distributed in accordance with a statu- tory formula for use in a variety of activities within a broad functional area largely at the recipient's discretion. Categorical Grant--A grant that can be used only for specific, nar- rowly defined activities. Usually legislation details the para- meters of the program and specifies the types of eligible ac- tivities, but sometimes these may be determined by administrators. Conditional Grant--A grant that is awarded with limitations (conditions) attached to use of the funds . Both categorical and block grants 411 are conditional , although the categorical grant generally has a greater number and severity of conditions. Formula-Based Categorical--A categorical grant under which funds are allocated among recipients according to factors specified in legislation or in administrative regulations. Project Categorical --Nonformula categorical grants awarded on a competitive basis to recipients who submit specific, individual applications in the form and at the times indicated by the gran- tor agency. Formula-Project Categorical--A project grant for which a formula specified in statutes or regulations is used to determine the amount available for a state area, and then funds are distributed at the discretion of the administrator in response to project applications submitted by substate entities. Open-end Reimbursement Grant--Often regarded as a formula grant, but characterized by an arrangement wherein the federal government commits itself to reimbursing a specified portion of state- local program expenditures with no limit on the amount of such expenditures. Discretionary Grant--A grant awarded at the discretion of a federal administrator, subject to conditions specified by legislation. • Generally used interchangeably with project grant. POLICIES AND PROCEDURES ilk' `4„ j' a Section Grant Management e WIiD a Subject Glossary COLORADO Date 1/15/79 Page 13 General Revenue Sharing--A financial assistance program for states and their general purpose political subdivisions under which funds are distributed by formula with few or no limits on the purposes for which they may be spent and few restrictions on the procedures by which they are spent. Special Revenue Sharing--Usually used interchangeably with the term block grant. The term was employed by the Nixon Administration in connection with its grant consolidation proposals. Those who consider special revenue sharing a separate form, usually differentiate it from the block grant by its lack of a matching requirement and imposition of fewer conditions on recipient performance. Target Grant--A grant which "packages" and coordinates funds for • wide-ranging public services directed at a specific clientele group or geographic area. Major examples include the Appala- chian Regional Development Program, the Community Action Program, and the discontinued Model Cities Program. ELEMENTS OR CHARACTERISITICS OF GRANTS: Allocation Formula--The quantitative formula by which grant funds are distributed to eligible recipients. Usually it is speci- fied in legislation , but sometimes is provided by regulations. Cost-Sharinq_--The provisions by which the costs of assisted programs are shared between the grantor and the recipient (and sometimes by third parties). Closed-end--A legislative appropriation with a limit, i .e. , an "end". Contrasted with open-end. Equalization--Varying the size of individual grants in order to provide a more uniform service level among recipients who have different fiscal capacities. Usually achieved by using an income factor in the allocation formula. Fiscal Factor--A factor in an allocation formula that reflects dif- frences in recipients ' fiscal capacity. See Equalization. POLICIES AND PROCEDURES Lit 1.46 • "► � Section Grant Management WII'Pc Subject Glossary COLORADO Date 1/15/79 Page 14 Generally Applicable Requirements--Performance requirements that Congress attaches more or less across the board to all grant programs. They are usually imposed to achieve certain national policy objectives , such as uniform relocation benefits , equal employment opportunities, and environmental protection. Hold Harmless--A grant provision that guarantees recipient grants equal to at least some percentage--often 100%--of a previous year's grant. It is designed to protect the recipient from sharp decreases in grant revenue due to fluctuations in the formula's factors or to changes in the formula itself. Often used only for temporary transition periods, staged at decreasing percentages for successive years. In-Kind Match--A recipient's fulfilling of its cost-sharing obligation by a contribution other' than cash, such as the rental of space or equipment or staff services. Sometimes called "soft-match" . Maintenance of Effort--A requirement that the recipient maintain the level of program expenditures financed from his own resources prior to receipt of a grant and use the grant funds to supple- ment state-local expenditures for the aided activities. Matching Share--The contribution that recipients are required to make to supplement the grantor's grant moneys. High Match--A recipient's contribution which is 50% or greater. Low Match--A recipient's contibution which is less than 50% of the total cost. Nonsupplant Provision--A provision that does not clearly specify an actual level of spending to be maintained (as in a maintenance of effort provision) but merely stipulates that recipients shall maintain spending from their own resources at the level that would have existed in the absence of the federal aid. Open-end--A program for which Congress has established no limit on the amount of federal funds available for matching recipient expenditures. Examples are the AFDC and Medicaid programs. See • Closed-End. Pass-Through--A process by which a state government receives federal grants and passes the money through to substate jurisdictions. Such action may be mandated by the grant statute or result from a state decision. POLICIES AND PROCEDURES A cr �,. r S i Section Grant Management illi SubjtGlossary WIiDc. a 15 Date 1/15/79 Pag e g Program Need Factor--A factor in an allocation formula that reflects differences in recipients ' program needs. Examples are total population, number of school age children, and miles of highway. Soft-Match--Used interchangeably with the term "in-kind" match. IMPACT OF GRANTS: Fungibility--A grant is "fungible" when the recipient is able to use the grant moneys for purposes other than those specified in the grant authorization. Stimulative--A grant is stimulative when it increases the expenditures of the grantee for the specified activities over and above what they would have been in the absence of the grant. • Substitutive--A grant is substitutive when it is used by the reci- pient to reduce spending from the recipient's own sources for the aided activity, freeing these own-source funds for other programs or for tax stabilization or reduction. Supportive--A grant is supportive when a reduction or withdrawal of the grant is unlikely to weaken support for the aided activity from the recipient's own resources. Targeted--A grant is considered targeted when its eligibility and allocation provisions are drawn tightly so that only the most "needy" cases are assisted, and the amounts of aid are directly proportional to program needs. INSTRUMENTS OR FEATURES OF GRANTS MANAGEMENT: Annual Arrangements--A program used by HUD in the early 1970's in- volving a written agreement with a local chief executive whereby HUD committed itself to approve a number of specific grant pro- grams, with dollar limitations, for the applicant city, and the city in turn agreed to meet project selection criteria and take certain other prescribed steps. Catalog of Federal Domestic Assistance--A compilation of federal pro- grams grams of assistance available to states, localities, and other recipients, prepared annually by the Office of Management and Budget and updated semiannually. POLICIES AND PROCEDURES ? 1 lin Section Grant Management Ilk Subject 1/15/79 16 ect Glossary COLORADOPage Chief Executive Review and Comment (CERC)--A program of the early 1970's under which a city's chief executive was given the right to review and comment on all applications for federal assis- tance affecting city services and activities before federal funding decisions were made. Federal Assistance Review (FAR)--A three-year federal effort initiated in the late 1960's , conducted by OMB and agencies represented on the Domestic Council , for the purpose of decentralizing, standardizing and simplifying the federal grant system. FM Circular 73-2--A federal management circular establishing the principles for audit of federal operations and programs by Executive Branch agencies. • FM Circular 74-4--A federal management circular establishing cost principles applicable to grants and contracts with state and local governments. FM Circular 74-7--See OMB Circular A-102. Federal Regional Councils (FRCs)--Standing inter-agency committees composed of regional officials from 11 federal agencies. Lo- cated in each of the ten standard federal administrative regions , FRCs are created to assist state and local government by the coordination of federal program grants and operations in the field. Integrated Grants Administration (IGA)--An experimental , then demon- stration program of the Administration in the early 1970's , geared to simplifying the job of recipients in obtaining federal funds and to enhancing their capacity to integrate federal and other programs, including their funds , directed at common objec- tives. Superseded by the Joint Funding Simplification Act of 1974 and OMB Circular A-111 . OMB Circular A-85--A management circular which prescribes a procedure for federal agency consultation with chief executives of state and local general purpose governments in advance of the issuance of new regulations that have an intergovernmental effect. • OMB Circular A-95--A management circular establishing a four-part procedure by which state and local governments and certain others are involved in the evaluation, review and coordination of federal and federally assisted programs and projects before they are approved. POLICIES AND PROCEDURES 1 "pt) Section Grant Management Ilic Subject Glossary COLORADO Date 1/15/79 Page 17 OMB Circular A-102--A management circular establishing uniform adminis- trative requirements for grants-in-aid to state and local govern- ments. Formerly known as FMC 74-7. OMB Circular A-111--A management circular establishing a procedure permitting and encouraging state and local grant recipients to obtain funds from multiple federal sources through the submission of a single application, a single audit, and negotiation with a single point of federal contact. Superseded the procedure ini- tially established by the IGA. Planned Variations--A modification of the Model Cities program in the early 1970's which permitted 20 selected cities greater flexi- bility in the use of federal funds and provided greater coordi- nation of all such funds coming into the cities. Flexibility • included authorization to spend funds citywide rather than in limited neighborhoods and to minimize federal administrative requirements. REGIS--A federal management information subsystem which focused on regional offices and helped to underscore the need for a better system of tracking grant applications. RMIS--The Regional Management Information System made available to FRCs as new tools for their task of interagency and intergovern- mental coordination in the field. Standard Federal Regions--Ten administrative regions of the federal government established by OMB Circular A-105. See Federal Re- gional Councils. Treasury Circular (TC) 1082--The Treasury Circular requiring federal grantor agencies to inform states of grant awards made within their jurisdictions. LEGISLATION AFFECTING GRANT ADMINISTRATION : Section 204, Demonstration Cities and Metropolitan Development Act of 1966--The first federal legislative provision requiring applications for an array of urban assistance programs to be referred to a metropolitan planning body and general purpose local governments • in its area for comment as to their consistency with comprehensive planning. It also required areawide planning bodies to be composed of or responsible to elected officials of an areawide governmental unit or constituent general purpose local governments. POLICIES AND PROCEDURES Section Grant Management • 1 O Subject Glossary COLORADO Date 1/15/79 Page 18 Intergovernmental Cooperation Act of 1968--The first successful multi- faceted legislative effort by the federal government specifically aimed at improving the administration of federal grant-in-aid programs. It addresses such issues as better information for governors and state legislators regarding grants coming into their states , the waiver of the single state agency requirement, and better coordination of federal programs having areawide and inter- governmental significance. Intergovernmental Personnel Act of 1970--Another landmark intergovern- mental statute, with the purpose of strengthening state and local personnel administration, training and developing state and local employees, and encouraging the temporary exchange of personnel between the federal government and state and local governments. • Joint Funding Simplification Act of 1974--The legislation which pres- cribed the program implemented through OMB Circular A-111 (see above). Federal Program Information Act of 1977--Legislation providing for the continuation and improvement of a central source of information about federal assistance programs , including continual revision and making the information accessible to potential assistance recipients through the use of modern computer technology. S POLICIES AND PROCEDURES • -? S3/4/, ';ii Section Equipment Management Iii; Subject Table of Contents — COLOBA Date 6/22/92 Page 1 TABLE OF CONTENTS Page INTRODUCTION 2 STATEMENT OF INTENT 3 CRITERIA DEFINITIONS 4 DEPARTMENTAL POOL 5 INDIVIDUAL ASSIGNMENT 6 INTERMITTENT RESIDENCE GARAGING 7 RESIDENCE GARAGING 8 TAX ON PERSONAL COMMUTING USE OF COUNTY VEHICLES 10 USE OF COUNTY-OWNED MOTOR VEHICLES 11 OTHER POLICIES RELATING TO COUNTY VEHICLES 15 FIXED ASSETS 19 SALVAGE AND EQUIPMENT TRANSFER FORM (SAMPLE) 24 POLICIES AND PROCEDURES Section Equipment Management Subject Introduction WIIDc — COLORADO Date 6/22/92 Page 2 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. Effective September 17, 1984, the Equipment Service Manager shall be the Project Manager under the fleet maintenance contract. S S • POLICIES AND PROCEDURES fr �pi Section Equipment Management .■ Subject Statement of Intent COLORA Date 6/22/92 Page 3 STATEMENT OF INTENT To provide a vehicle assignment policy which may be applied uniformly and consistently that will result in assignments based upon actual, demonstrated, and compelling need in the conduct of official County business. All vehicles will be garaged overnight at a site designated by the Equipment Services Manager, except the vehicles listed under the Residence Garaging Section S POLICIES AND PROCEDURES S-1, \ Section Equipment Management Subject Criteria Definitions nig COLORA Date 6/22/92 Page 4 CRITERIA DEFINITIONS Departmental Pool -- Vehicles assigned to and dispatched by a County agency or department, utilized by multiple drivers, and garaged primarily at the pool location or site designated by Equipment Services Manager. Individual Assignment -- Vehicles assigned directly to a designated classification or specific individual within a designated classification and utilized primarily or exclusively by the assigned operator. Intermittent Garaging -- Occasional overnight garaging up to five consecutive nights or as may be approved by the department head, beyond five consecutive nights requires approval of the Commissioner Coordinator. a • POLICIES AND PROCEDURES (f , � +irk Section Equipment Management IlkSubject Departmental Pool — COLORADO Date 6/22/92 Page 5 DEPARTMENTAL POOL Mileage -- Vehicles utilized an average of 833 miles per month or more (10, 000 miles per vehicle per year or more on County business. ) Special Equipment -- Performance of a department's assigned or mandated services requires the utilization of specialized and/or emergency equipment that is physically attached to the vehicle. S Time -- Vehicles utilized an average minimum of 6 hours per day per vehicle. Location -- The geographical location of a department's operations preclude the utilization of alternative methods of transportation. Special Assignment -- Performance of a department's functional operations requires the use and transportation of special tools and materials and/or when only an official County vehicle can be utilized to complete the designated special assignment. POLICIES AND PROCEDURES j Section Equipment Management Subject Individual Assignment illik —� COLORADO Date 6/22/92 Page 6 INDIVIDUAL ASSIGNMENT Mileage -- Vehicles utilized an average of 833 miles per month or more (10,000 miles per year or more on County business. ) Personalized Equipment -- Vehicle required to transport special personalized equipment utilized on field assignments that would render a hardship or be economically unfeasible to remove from the vehicle on a daily basis. • Time -- Vehicle utilized an average minimum of 6 hours per day per individual (on actual assignment) . a POLICIES AND PROCEDURES 4(''•w, SectionEquipment Management WSubject Intermittent Residence Garaging — COLORA Date 6/22/92 Page 7 INTERMITTENT RESIDENCE GARAGING Designated Standby -- An employee utilizing specialized equipment is required to be immediately available for emergency call back. Travel -- Conduct of official business requiring travel outside County boundaries, as approved by the department head, precludes securing a pool or assigned vehicle the day of authorized travel. Time -- Conduct of official business; i.e. , meetings, seminars, etc. , outside of regular business hours as approved by the department head. POLICIES AND PROCEDURES -0, . ' Section Equipment Management Subject Residence Garaging COLORADO Date 6/22/92 Page 8 RESIDENCE GARAGING Residence garaging is permitted for vehicles assigned directly to a designated classification or position within a department where it has been determined by the Board of County Commissioners that it is in the interest of the County to allow daily residence garaging because the job assignment requires availability of the vehicle by the operator potentially on call at all times for County service. Only positions specifically designated by the Board of County Commissioners are permitted permanent residence garaging. The Comptroller shall, at all times, maintain a current authorization list of positions designated by the Board. See following list: (FORMAT) : Department (Number of vehicles) Positions with residence garaging Road & Bridge (24) Assistant Road & Bridge Director Road Maintenance Section (2) Maintenance Support Branch Head Maintenance Support Field Foreman Truck Branch Head Bridge Section Head Mining Section Head On-Call Person (weekends only) (2) Ambulance (Ambulances only) None Planning (2) None a POLICIES AND PROCEDURES Section Equipment Management IDeSubject Residence Garaging COLORADO Date 6/22/92 Page 9 Sheriff (28) Sheriff Undersheriff Investigations Lieutenant Investigations Sergeant Patrol Captain Jail Captain Building Inspection (6) None Building & Grounds (6) Superintendent of Building & Grounds Coroner (1) Coroner or Deputy Coroner District Attorney (4) District Attorney Investigators (3) Pest & Weed (5) None Library (1) None Health (1) None Human Resources (32) None POLICIES AND PROCEDURES 701 Section Equipment Management WIlDSubject Tax on Personal Commuting Use of County Vehicles COLORA Date 6/22/92 Page 10 TAX ON PERSONAL COMMUTING USE OF COUNTY VEHICLE Due to IRS regulations on employee fringe benefits, employees are allowed no personal use of their employer-provided vehicle. Vehicles are to be used for commuting to and from work and for business purposes during working hours. Only "de minimus" personal use is permitted (such as a stop for lunch) . $3.00 per work day of commuting will be included in employees' income to reflect the commuting use of the vehicles. This income will be added to applicable employees' wages on a quarterly basis. Social Security and taxes will be withheld at that time on the $3.00 per day additional income. Certain vehicles are exempt. The list includes law enforcement vehicles, passenger buses with a capacity of 20 persons or more, and special utility trucks (other than a van or pick-up) . • This will be effective for 1986 and all future years unless otherwise notified. S POLICIES AND PROCEDURES lei Section Equipment Management Subject Use of County-Owned Motor Vehicles Ilk COLORADO Date 6/22/92 Page 11 USE OF COUNTY-OWNED MOTOR VEHICLES DEFINITIONS The definitions of this section shall govern the construction of this policy, unless the context otherwise requires: A. "County-owned motor vehicle" means any motor vehicle owned by or under control of the County of Weld and provided for use of any County officer, board, commission, deputy, assistant, clerk, attache or other County employee, in the performance of official duties; B. "use in conduct of County business" means using, driving, operating, storing, or parking, in the performance of or necessary to or in the course of the duties of County employment; it also includes use in S emergency cases where ordinary humanity dictates no other course than to render aid to persons in distress; C. "employee" means all County officers and employees except incumbents of elective offices. CARE OF VEHICLE The driver of a County vehicle shall report every noted defect of the County vehicle or its operation to the Equipment Services Manager in person or on the appropriate form as soon as possible to assure proper maintenance attention. USE OF SAFETY BELTS The driver of a County vehicle shall operate his vehicle only after the safety belts have been properly fastened by the driver and the passengers in the vehicle. These safety belts shall remain fastened at all times while the vehicle is in motion. USE OF COUNTY-OWNED MOTOR VEHICLES County-owned motor vehicles shall be used only in the conduct of County business. No County officer or employee shall use or permit the use of any County-owned motor vehicle other than use in the conduct of County business. No County officer or employee shall transport persons in any County-owned motor vehicle unless such transportation is necessary in the conduct of County business. POLICIES AND PROCEDURES 6,kfit'l Section Equipment Management WIiDcSubject Use of County-Owned Motor Vehicles 41111 COLORADO Date 6/22/92 Page 12 VEHICLE OPERATION DAMAGE REPORT The Personnel Department shall administer the vehicle operation damage report program, including all forms and procedures. The driver of any County vehicle is responsible for completing an accident report and submitting it to the Personnel Department within 24 hours following any collision in which any damage may have been caused or any other situation in which there was damage caused to a County vehicle. ASSIGNMENT OF CAR: MUST BE PROPERLY GARAGED When a County-owned vehicle is assigned to an individual for use outside working hours, the individual to whom the vehicle is assigned shall be responsible for affording the maximum protection practical against theft, vandalism, damage, and the elements by placing such vehicle in a garage or carport if available; the minimum of such protection shall be assurance that such vehicle is off-street at night when not in actual use. • DISCIPLINARY ACTION FOR MISUSE Any employee or appointed officer who uses a County-owned motor vehicle otherwise than for use in the conduct of County business or in other violation of this policy shall be subject to disciplinary action pursuant to the provisions of Weld County personnel policies. LIABILITY FOR COSTS OF MISUSE An employee or officer who misuses a County-owned motor vehicle shall be liable to the County for the actual cost proximately resulting from any misuse by him of such County-owned motor vehicle. RESPONSIBILITY OF SUPERIORS A superior is liable for disciplinary action and/or the actual cost of damages resulting from any misuse by a County employee to the extent that the superior allows, directs or authorizes the misuse of a County-owned motor vehicle. S POLICIES AND PROCEDURES t. 141 Section Equipment Management Subject Use of County-Owned Motor Vehicles lik — COLORADO Date 6/22/92 Page 13 COSTS OF MISUSE Actual costs of misuse of a County-owned motor vehicle shall include the following: A. Expense of Operation. Expense of operation of a County-owned motor vehicle for the distance traveled during such misuse, or where the misuse amounts to an unreasonable deviation thereof the distance traveled in excess of the shortest practical route, computed on a mileage basis in accordance with the schedule of mileage rates established by the Board of County Commissioners for the payment of private mileage claims of County employees; B. Property Damage. Any and all property damage to the County-owned motor vehicle and other County property, proximately resulting from such misuse; provided, however, that a credit shall be allowed the County officer or employee equal to any amount paid to the County by a third party; C. Reimbursement to County. The amount of any judgment or claim not covered by insurance that the County pays by reason of the death, injury, or damage to persons or property arising out of misuse of a County-owned motor vehicle, including interest at the legal rate accruing from the time of payment by the County. In no event shall these rules be construed as conferring a right of subrogation on the part of insurance carriers for County vehicles where no such right existed at the time of the adoption of these rules or independently thereof. These rules are intended to provide rules for the use of County-owned vehicles as between the County and its officers and employees only, and shall not affect in any way rights and obligations of third parties, including insurance carried for the County-owned vehicles. INVESTIGATION, DETERMINATION AND COLLECTION OF COSTS The department head shall in each case investigate, determine the costs attributable to misuse (with the assistance of the Equipment Services Manager), and collect the amount of actual costs attributed to the misuse of County-owned vehicles by employees of his department. Money collected from the employee shall be deposited in the County Treasury to the credit of the fund supporting operation of the vehicle which was improperly used. POLICIES AND PROCEDURES ( t If( -- Ills' 1, 'a Section Equipment Management WISubject Use of County-Owned Motor Vehicles • COLORADO Date 6/22/92 Page 14 APPEALS Any employee involved in the misuse of a County-owned motor vehicle shall be given an opportunity to give an explanation. Such employee shall have the right within ten days after service upon him of a demand in writing for reimbursement of costs of misuses, to demand a hearing before the Grievance Officer. a a POLICIES AND PROCEDURES L 14s, -1, w Section Equipment Management Subject Other Policies Relating to County Vehicles — COLOAA Date 6/22/92 Page 15 OTHER POLICIES RELATING TO COUNTY VEHICLES 1. Driver's License. All drivers of county vehicles shall show proof of a valid driver's license, of the class required for the type of vehicle driven. 2. Laws. Drivers of county vehicles shall abide by all applicable laws regarding operation of motor vehicles, including the 55 MPH speed limit. 3. Hitchhikers. Drivers of county vehicles shall not pick up hitchhikers. 4. Maintenance. County personnel who are assigned responsibility for a county vehicle shall ensure regular maintenance by County Shop standards, and that safety inspections are conducted. Additional maintenance or safety requirements for county vehicles or equipment may be required by the Supervisor of the County Shops, although not specifically provided for in this statement of policy. 5. Accidents. In case of an accident involving a county vehicle, the driver should immediately notify proper law enforcement authorities, regardless of the extent of damage to the vehicles involved. A. If the extent of the damage and conditions at the accident scene warrant, the driver shall contact the County Communications Center and request towing service. Should law enforcement authorities at the scene determine a need for immediate removal of the vehicle, they shall have the discretion to contact a private towing service. B. No later than the next regular workday, the driver shall notify his immediate supervisor or department head of the accident and submit to the supervisor the Accident Exchange Information Report received from the other driver at the scene of the accident. The supervisor shall ensure that all reports and forms are accurately completed and submitted to the County Finance Office as detailed in the Safety and Insurance Section of this manual. Failure to report an accident or a high POLICIES AND PROCEDURES j� iwa j Section Equipment Management 1111cSubject Other Policies Relating to County Vehicles —S COLORADO Date 6/22/92 Page 16 incidence of accidents by a driver shall result in review by the department head and/or Finance Officer, who shall recommend appropriate action. 6. County Equipment. County equipment (construction/maintenance) shall not be used for the purpose of construction, maintenance or repair on private property except as authorized by resolution of the Board of County Commissioners. Exceptions Authorized: A. Removal of gravel or borrow material, as per written contractual "Agreement for Use of Soil for Road Purposes. " B. Emergency/disaster situations. Use of equipment in emergency situations shall be at the discretion of the senior department employee at the scene. Such use shall be reported to the department head not later than the next regular working day. C. To provide safe passage for school buses or emergency vehicles. D. In-kind services to municipalities under provisions of 43-2- 202, CRS 1973. Request for such use shall be submitted in writing to the County Engineer by governing officials of the municipality. Prior to rendering such service, the County Engineer shall receive verification of the County's financial responsibility to the municipality from the Finance Officer. E. Special use of equipment, other than those herein provided for, shall require specific authorization by resolution of the Board of County Commissioners. 7. Agreement for Use of Soil for Road Purposes. Prior to Weld County using its equipment to remove earth material from other than county property and easements for the construction of county roads, Weld County and the owner of the property will complete an "Agreement for Use of Soil for Road Purposes, " which will include the total estimated quantity of material to be removed; a project number; the legal description of the property; and any other provisions agreed to by the owner and Weld County. Said agreement shall be forwarded 1111 to the Clerk to the Board for inclusion in the official records of Weld County. POLICIES AND PROCEDURES Section Equipment Management I Subject Other Policies Relating to County Vehicles Coa Date 6/22/92 Page 17 8. Two-Way Radio Equipment. All vehicles/equipment operated during emergency situations, such as blizzards or flooding, shall be equipped with two-way radio equipment. If such equipment is not regularly available in a vehicle, the supervisor shall request the issuance of such, on a temporary basis, from the Communications Department. 9. Vehicle Access. Hours of access to all vehicles in the main shop will be from 7:00 AM to 5:00 PM. Special arrangements including early departure and late arrival and assignment of vehicles to employees whose positions require after hours availability of county vehicles must be made with the appropriate department head to utilize vehicles after working hours. No vehicle will be used for personal reasons. 10. Centralized Vehicle Pool. If a vehicle assigned to a particular department is not in use by that department's personnel, it shall be available for use by other county personnel. Request for such use shall be made by the department head to the employee assigned responsibility for that vehicle. 11. Official Business Only. County vehicles/equipment shall be used for official county business only; use for other than county business shall be deemed cause for immediate dismissal. 12. Exemptions. Law enforcement vehicles or emergency vehicles, including Weld County Ambulance Service vehicles, shall be exempt from the provisions of this policy statement, which, because of the nature of said vehicle usage, are not applicable. 13. Motor Vehicle Records Check. Applicants selected by department heads for employment to a position that requires driving of a county vehicle or equipment will be required to complete a Motor Vehicle Records Check form. The Personnel Department will forward the form to the state for search of the individual's traffic record. In addition, past employers will be checked for the applicant's driving ability and driving record. This will prevent us from employing high risk individuals and thus help us to reduce our liability exposure. The Motor Vehicle Records Check form will be automatic for all employees of Road and Bridge, Buildings and Grounds (except POLICIES AND PROCEDURES E � 0 ` Section Equipment Management Subject Other POlicies Relating to County Vehicles VIiI COLORA Date 6/22/92 Page 18 janitors) , Ambulance, Building Inspection, HRD drivers and all sworn personnel for the Sheriff's Department. All other departments should identify on the personnel requisition form, those positions that will require driving a county vehicle so that a motor vehicle records check may be conducted for personnel employed for those positions. It takes approximately two weeks to complete the checks. In order not to hold up employment for those positions, individuals employed will be required to sign a statement of understanding to the effect that driving of county vehicles is a requirement for the position and a poor driving record will be grounds for dismissal as a part of the regular probation period. i a POLICIES AND PROCEDURES El V0leiSection Equipment Management Ills Subject Fixed Assets COLOBA Date 6/22/92 Page 19 FIXED ASSETS 1. INTRODUCTION Adequate accounting records of fixed assets are necessary in assuring proper control and maintenance of county assets. In addition, proper fixed asset accounting is necessary to permit financial reporting conformity. All fixed assets are valued at historical cost or estimated historical cost if actual historical cost is not available. Donated fixed assets are valued at their estimated fair value on the date donated. The criteria used in determining whether an asset is "fixed" or permanent is governed by Section 29-1-506, CRS 1973, which states ". . .an inventory shall be required only with respect to 1111 items of property having an original cost of $500 or more unless such items having a value of less are required to be inventoried by directive of the state auditor. " In addition, County policy requires that a fixed asset have a useful life of three years. Fixed assets used in governmental fund type operations (general fixed assets) are accounted for in the General Fixed Assets Account Group, rather than in governmental funds. Public domain ("infrastructure") general fixed assets consisting of roads, bridges and rights-of-way are not capitalized. No depreciation is provided on general fixed assets. Depreciation of all exhaustible fixed assets used by proprietary funds is charged as an expense against their operations. Accumulated depreciation is reported on proprietary fund balance sheets. Depreciation is provided using the straight line method over the estimated useful lives, as follows: Buildings 30 years Land Improvements 20 years Machinery and equipment 3-10 years 2. GENERAL FIXED ASSETS General fixed assets are those assets not related to a specific 4111 service or function. To insure thorough disclosure and sufficient detail, the financial section should include a schedule of fixed assets by function and activity and a schedule of changes in general fixed assets by function and activity. POLICIES AND PROCEDURES ) S lei Section Equipment Management WII'De Subject Fixed Assets S COLORADO Date 6/22/92 Page 20 3. As department heads and elected officials are held responsible for the inventory assigned to their department per Section 29-1-506, CRS 1973, it is not necessary to follow certain guidelines to insure an accurate inventory system. 4. All county departments are required to inform Accounting of any changes in equipment location before the equipment is moved. Therefore, it is necessary to properly fill out a Salvage and Equipment Transfer form. The form must include: A. A brief description of the item(s) to be transferred. B. The inventory number(s) on the equipment. C. The signatures of any department head affected by the move. Departments are not responsible for filling out a Salvage and Equipment Transfer form for any new purchases as the fixed asset accountant will recognize those additions to inventory through an analysis of the capital outlay expenditure accounts. Annually, an inventory of all fixed assets will be conducted and the results filed with the Comptroller per Section 29-1-506, CRS 1973. Please note that while chairs, hanging bins, partitions and small items of equipment are not included on the general fixed asset report, they are tagged with a Property of Weld County label to help safeguard against theft and misuse. The following is a list of steps to be followed: A. Equipment and Inventory - Acquisition 1) Purchasing a) Forwards P.O. 's to the Comptroller's Office for approval 2) Assistant Comptroller a) Reviews P.O. to determine if purchase meets the rules for capitalization b) Authorizes P.O. if it meets capital rules, or recodes expenditure to appropriate account • POLICIES AND PROCEDURES ti 1 -1, ` Section Equipment Management Subject Fixed Assets Date 6/22/92 21 COLORA Page c) Files copy of P.O. until the month-end expenditure reports are available. At this time (when the item has been paid for, expensed) all pertinent information is recorded on a data input (fixed asset trans form) form to which the P.O. is attached. 3) Fixed Asset Accountant a) Assigns proper equipment number and labels asset. (Note that Fixed Asset Report WFAR20 by asset number prevents the use of duplicate inventory numbers) b) Verifies all expenditures captured in the capital outlay accounts and journals out of the accounts any expenses which do not meet the capitalization criteria B. Equipment Acquisition - Social Service 1) Social Services Support Division Administrator a) Responds to equipment need by preparing purchase requisition for approval by Director. b) Forwards request to Purchasing. 2) Social Services Technician a) Initiates payment upon receipt of invoice 3) Social Services Accountant a) Notified Fixed Asset Accountant (including specified location, description and dollar amount) . 4) Fixed Asset Accountant a) Assigns proper equipment number and labels asset. di (Note that Fixed Asset Report WFAR20 by asset number prevents the use of duplicate inventory numbers) POLICIES AND PROCEDURES p Section Equipment Management Subject Fixed Assets Vale —� COLORADO Date 6/22/92 Page 22 C. Equipment Transfer 1) Department a) Declares that an item is surplus or obsolete b) Prepares a Salvage and Equipment Transfer form retains the gold copy and forwards all other copies to Comptroller c) Requests Buildings and Grounds Work Order on computer 2) Comptroller a) Approves transfer and sends forms to Fixed Asset Accountant for action 3) Fixed Asset Accountant a) Verifies information on transfer form, signs the request and retains the original (white) copy in a "pending transfer" file b) Transfer form is then forwarded to B & G 4) B & G a) Moves the equipments, signs the transfer forms, sends the pink copy to Accounting and retains the yellow for file 5) Fixed Asset Accountant a) Reviews the pink copy and transfers the asset on the system. (NOTE: Assets under $500 will not be handled) D. Buildings, Land and Improvements 1) Purchasing a) Forwards P.O. 's to the Comptroller's Office for approval POLICIES AND PROCEDURES �4 '; 1, Section Equipment Management till a Subject Fixed Assets COLORADO Date 6/22/92 Page 23 2) Comptroller a) Reviews P.O. 's to determine if purchase meets the rules for capitalization (i.e. those expenditures which are repair and maintenance related should not be expensed in the capital outlay accounts) and approves on computer 3) Fixed Asset Accountant a) Updates fixed asset system and the ledger when expenses are closed at year-end to reflect the total costs related to the acquisition of or improvement to land and buildings. POLICIES AND PROCEDURES -11• T � hi. lin Section Equipment Management Subject Salvage and Equipment Transfer Form (Sample) COLORADO Date 6/22/92 Page 24 SALVAGE AND EQU1PMl N1 TRANSFER FROM: Accounting __ DATE: 5/1/82 Originating Ucpt� -- -- .__-- -�`-- -- TO: COMPTROLLER SUBJECT: (Check one only) ( ) Transfer to sal vane This portion is filled out as ( ) Transfer from salvage appropriate ._ ( ) Equipment to be retained for parts (X) Equipment transferred from Accounting to Purchasing (Dept.) (Dept.) ( ) Equipment Exchange (Note: All Salvage and Transfer Reports must show exact location, contact person, description, inventory number, and serial number. ) If needed continue on attachment. Description Inventory No. Exact Location c New Location No. z calculator 626-0026 Accounting 006 Purchasing 001 m loc. code In O n n m Reason(s) for transfer: Calculator no longer needed in Acct. transfered to an area which can utilize the equipment. XXX Arcnunting, yvy 0urda,W r (Dept. Head) wept. Head) 'Note: Transfers between departments must have the signature of both Department Heads. Date: 5/1/82 n Date Received: 5/1/82 -+ Date Inputed into Computer: 5/3/82 Input after equipment is moved and pink copy of form in returned to Acct. XX N XX m Comptroller Fixed Asset Accountant c Form to be made in original and three copies f" noted below: o Date Received: 5/3/82 c Original and 2 copies to be sent to Comptroller. I^ Gold copy to be retained by originator. Q^ Action as indicated above has been Comptroller takes necessary action A forwards A 2 copies to Bldg. 8 Grds. R retains the 0 completed this date. original. Bldgs. 8 Grds. completes the necessary task I^ P. forwards the pink copy to the fixed asset a XX accountant 8 retains the yellow copy. rn Signature Fixed asset accountant assigns a new location o number, enters the new information into the K Date picked up no Int._ computer once a month, and attaches the pink 5/ copy onto the computer input sheet. Date delivered 3 Int._ POLICIES AND PROCEDURES Section _ —_— SAFETY AND INSURANCE liltSubject Table of Contents COLORADO Date 10/2/89 Page 1 TABLE OF CONTENTS Page RISK MANAGEMENT: PRACTICES AND PROCEDURES 3 CAPP COVERAGES 6 EXTENSION OF PROPERTY COVERAGE BEYOND NORMAL COVERAGES . . . 8 EXTENSIONS OF LIABILITY COVERAGE 10 COVERAGES -- EXCLUDED 11 POLICY LIMITS , COVERAGES, RETENTIONS 12 RESPONSIBILITY & AUTHORITY FOR LOSS CONTROL, LOSS PREVENTION & INSURANCE PROGRAMMING 13 SAFETY & LOSS PREVENTION PROCEDURES 15 ACCIDENT & CLAIM REPORTING 16 PROCEDURES FOR REPORTING ACCIDENTS & LOSSES 17 CONTRACT & LEASE REQUIREMENTS 18 PROCEDURE FOR SECURING INSURANCE ALLOCATION OF INSURANCE COSTS ?0 REPORTS TO BE FILED WITH DIRECTOR OF FINANCE AND ADMINISTRATION 21 RECORDS TO BE KEPT BY THE DIRECTOR OF FINANCE AND ADMINISTRATION 22 SAFETY MANUAL: INTRODUCTION 23 SAFETY PROGRAM STATEMENT 94 POLICIES AND PROCEDURES t /; 'S lin Section SAFETY AND INSURANCE Subject Table of Contents 40 COLORADO Date 10/2/89 Page 2 Page MANAGEMENT PARTICIPATION 26 SAFETY PROGRAM RESPONSIBILITIES 30 SAFETY PROGRAM METHODS 34 OCCUPATIONAL ILLNESS & INJURY CONTROL 39 RECORDKEEPING 42 FLEET SAFETY 43 EMERGENCY PROCEDURES 45 GENERAL SAFETY RULES 48 EXHIBITS : 1 - Personal Injury/Accident Reporting System 49 2 - Job Safety Analysis 50 3 - Safety Check List 51 4 - Fire Inspection Check List 52 5 - Supervisor's Investigation Report 5/4 6 - Vehicle/Property Damage Reporting System 56 7 - Accident and Damage Report 57 8 - State of Colorado Report of Motor Vehicle Accident 58 9 - Road Test 60 10 - Employer's First Report of Accident or Occupational Disease 61 • POLICIES AND PROCEDURES el I la I\ 'IPS Section SAFETY AND INSURANCE Subject Risk Management Ilk COLORADO Date 10/2/89 Page 3 PRACTICES AND PROCEDURES A. PURPOSE: This policy statement establishes uniform procedures for handling County of Weld liability, property, fidelity, and worker's compensation exposures . B. DIRECTOR OF FINANCE AND ADMINISTRATION: The Director of Finance and Administration has the responsibility for the County's risk and insurance management. He shall identify and treat all exposures which could result in financial loss to the County. C. BUDGET: The Insurance IGS Fund budget has been established to allow payment for property, casualty, fidelity, and worker's compensation insurance premiums, claims and losses , personnel costs, equipment . purchase and other expenses. D. INSURANCE COVERAGES: The following policies shall be observed in determining amounts of insurance and bonds : 1. Effective July 1, 1986 Weld County, in accordance with a resolution adopted May 21, 1986 , agreed to join Colorado Counties Casualty and Property Pool (CAPP) under the authority of Article HI`;, Section 18(2) (a) of the Colorado Constitution, and Sections 24- 10- 11 . 5 , 29-13-102 , and 29-1-20 et seq. , CRS , 1973 . The insurance pool shall provide all property, liability and fidelity coverage for the county as outlined under the CAPP Coverage Section of this manual beginning on page 3 . 2 . Employee Fidelity Bond: An employee fidelity bond shall be secured for all County employees as required by the Laws of the State of Colorado, the Charter, ordinance or regulations of the County of Weld, or upon recommendation of the Director of Finance and Administration or the County Attorney's Office . 3 . Worker's Compensation Insurance: Worker's Compensation shall be provided under the County's self-insurance permit with excess insurance limits as recommended by the Director of Finance and Administration. • POLICIES AND PROCEDURES � f Section SAFETY AND INSURANCE • Subject Risk Management iiBcCOLORADO Date 10/2/89 Page 4 4. Unemployment insurance shall be paid under the federal and state option of the reimbursement method. The cost shall be paid out of the self-insurance program. 5 . Other Insurance: Other insurance such as boiler, medical malpractice or any type of coverage deemed necessary by the County shall be placed into affect. The policy limits of such coverages shall be determined by the Director of Finance and Administration and placed through CAPP. E. RESPONSIBILITY: Department heads shall report to the Director of Finance and Administration the following changes in property under their supervision: 1 . Changes in Building Use: All changes in the use or occupancy of buildings shall be reported. Strict observance of this requirement • is necessary since building use bears directly on insurance rates and public liability status. 2 . Razed Buildings: All razed buildings or buildings sold shall be reported immediately to the Director of Finance and Administration in order that insurance on such buildings can he cancelled. 3 . Changes in Equipment: In order to provide a complete record for the insurance of equipment, department heads shall file a report with the Director of Finance and Administration covering the disposal and procurement of all insurable equipment. 4. Property Losses : Property losses occurring from fire or other causes which may be recovered from an insurance company shall he immediately reported in writing to the Director of Finance and Administration. 5 . Duties of the Director of Finance and Administration: Changes and adjustments in insurance policies necessitated by reports from the department heads shall be made by the Director of Finance and Administration. POLICIES AND PROCEDURES .____________ SeCt10n SAFETY AND INSURANCE tkrila.' IgIc. Subject Risk Management COLORADO Date_ 10/2/89 Page 5 RISK MANAGEMENT Board of County Commissioners Safety Officer Dir. of Finance and Director of Personnel \————— Admin. Asst. Director of Personnel Overall Responsibility for Risk Personnel Tech. Management for Weld Count' Responsible for the design,man- agement and direction of safety and loss prevention.Processing —— 7 • and maintenance of claims. Weld County Safety Committee Elected Officials and I Advisory body recommending Department Heads 1- policy and procedures affecting Responsible for providing a the Weld Count Safety Pro- safe working environment for gram. Monitors compliance, employees investigates problems and reccomends training. II-Chairperson Supervisors I -Vice-chair. l -Secretary Responsible to insure safe l-Member for each County actions for employees and safe . department operations of machines and equipment and safe training. WELLNESS TRAINING INVESTIGATIONS INSPECTIONS SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE SUBCOMMITTEE Review accident investigation Advisory role and steering reports. investigates accidents Conducts walk through Provides advice and direction inspections of all County committee for Weld County's to insure that proper proem- P for Safety training for Weld 'acilities.Identifies hazards and Wellness Program dares are followed.Reccom- County mends new procedures, follows up to insure they are identifies problem areas and corrected. deficiencies. POLICIES AND PROCEDURES rt Sectiof1 SAFETY AND INSURANCE COLORADO Subject Risk Management WIDc Date 10/2/89 Page 6 C CAPP COVERAGES The pool coverages have been structured around the protection provided public entities under the Colorado Governmental Immunity Statutes . In the recent Colorado Supreme Court decision of Lee v. Colorado Department of Health, Case No. 835A414, the court strongly upheld the provisions of the immunity act as currently written. This gives credence to the pool's approach of limiting coverage for state tort liability claims in Colorado Courts to only those where immunity is not a defense. Consequently, it is important to note when reviewing the coverages outlined on the following pages , that for state tort liability claims these are limited according to the Colorado Governmental Immunity Act. If the Colorado Supreme Court overruled the limitation on judgments outlined in the immunity act, it would be the individual Counties responsibility to make payments or judgments in excess of 150,000 each person/400,000 each incident. It is the pool's opinion that any decision overriding or changing the limitation on judgments would not be retroactive but would apply only to future decisions. The following coverages are being provided for federal action or suits brought in states other than Colorado: 1. Property Including: A. Buildings B. Contents C. Contractors ' Equipment and Miscellaneous Property Floaters D. Fine Arts E. Glass - (Includes Stained Glass and Vandalism) F. Valuable Papers G. Electronic Data Processing Equipment H. EDP Extra Expense I . Extra Expense J . Owners Interest in New Construction K. Miscellaneous Unnamed Locations - $500,000 0 POLICIES AND PROCEDURES j) ait ,� Section SAFETY AND INSURANCE iIIDc. Subject Risk Management COLORADO Date 10/2/89 Page 7 2 . General Liability Including but not Limited to (Claims-Made Form) : A. Premises B. Products Liability/Completed Operations C. Blanket Contractual D. Personal Injury E. Law Enforcement Professional Liability F. Worldwide Coverage G. Liquor Legal Liability H. Care, Custody and Control I . Teachers Professional Liability J . Punitive Damages (silent in form) K. Cemetery Liability L. Broadcasters, Publishers and Advertisers Liability M. Medical Payments (Premises) • N. Watercraft (Limited to Boats under 26 Feet) 0. Employee Benefit Liability P. Non-Owned Aircraft and Watercraft Q. Incidental Medical Malpractice 3. Errors and Omissions (Claims Made Form) : A. Elected and Appointed Officials B. Employees and Volunteers as Named Insured 4. Crime Coverages Including: A. Employee Dishonesty Coverage - $150,000 Each Loss B. Monies and Securities - $150,000 Each Loss 5. Auto Liability Including (This is a Claims Made Form) : A. Personal Injury Protection (Statutory Benefits) B. Medical Payments C. Owned and Non-Owned 6 . Automobile Physical Damage g POLICIES AND PROCEDURES I Section SAFETY AND INSURANCE Subject Risk Management COLORADO Date 10/2/89 Page 8 EXTENSION OF PROPERTY COVERAGE BEYOND NORMAL COVERAGES On the building coverages the Protected Self Insurance Plan includes all the normal coverages of fire, lightning, windstorm, hail, explosion, riot and riot attending a strike, civil commotion, aviation damage, smoke damage , vehicle damage and vandalism. In addition the following broadening of property coverage is included: 1. Losses on 100% Replacement Cost Basis without depreciation. (ACV if the building is not replaced within two years. ) 2 . "All Risk" to include flood and earthquake coverage (with a $1 ,000,000 annual aggregate applying separately to each) . 3. "All Risk" to include water damage from rising water, backing-up • of sewers, and wind driven rain and damage by surface water, waves , tidal wave, or spray from any of the foregoing. 4. Collapse of buildings or parts thereof extended to all risk of loss except normal settling, normal shrinkage , or normal expansion in foundations , walls , floors, or ceilings . 5 . Automatic protection for newly acquired properties including contents and owned builder's risk up to $500,000 . 6 . No Coinsurance Clause or requirement. 7 . No calculations of individual location rates . 8. Replacement to extend to any additional cost for rebuilding or repairing to meet ordinance requirements . 9 . Cost of demolishing portions of building which are required to be removed because of damage by an insured hazard. 10. Loss by freezing whether buildings are occupied or vacant. 11 . Loss to statuary, marble, glass , fences, structures whether on or off the premises . 12 . Loss by animals or birds . POLICIES AND PROCEDURES Section SAFETY AND TNSTiRANCF Subject Risk Management COLORADO Date 7(.9/89 Page 9 13. Comprehensive automobile coverage and collision coverage automatic whether declared or not. 14. Robbery, Burglary and Theft of all property, including money and securities. 15 . Care, Custody and Control Coverage. 16. Property in transit wherever located. I • POLICIES AND PROCEDURES rt(ift t Section SAFETY AND INSURANCE Subject Risk Management vlgpc COLORADO Date 10/2/89 Page 10 C EXTENSIONS OF LIABILITY COVERAGE All of the usual Comprehensive General and Automobile Liability coverages are included. In addition the following broader protection is provided. 1. Personal Injury - Bodily Injury, Mental Injury, Mental Anguish, Shock, Sickness, Disease, Disability, False Arrest, False Imprisonment, False Eviction, Detention, Wrongful Eviction, Malicious Prosecution, Discrimination, Invasion of Right of Privacy, Libel, Slander or Humiliation, Defamation of Character, Disparagement of Property, Piracy and any Infringement of Copyright or of Property, Erroneous Service of Civil Papers , Violation of Civil Rights, and Assault and Battery. 2. Insurance includes Blanket Contractual Liability includes all written and oral contracts. • 3 . Insurance will cover any owned automobiles or buses automatically on acquisition. 4. Insurance will cover any special event sponsored by the County. 5 . Broad form named insured includes all employees and volunteers while acting within the scope of their duties as such. 6 . Advertisers ' Liability. 7 . Law Enforcement Professional Liability. 8 . EMT's and Paramedics Professional Liability. 9 . Public Officials Liability. POLICIES AND PROCEDURES I Section SAFETY AND INSURANCE Subject Risk Management lilt COLORADO Date 10/2/89 Page 11 COVERAGES - EXCLUDED 1. Personally Owned Automobiles 2. Property Losses of a Degenerative Nature - (Wear and Tear, Deterioration) 3 . War Risk and Nuclear Damage 4. Sexual Misconduct 5 . The first $500 of each Property, Auto Physical Damage and Crime loss 6. Medical Malpractice Insurance other than Incidental Medical 7 . Pollution (Including Sudden and Accidental) and Asbestos 8. Employees and Trustees Accidental Death and Dismemberment 9. Workers ' Compensation 10. Athletic Participation for Schools 11. Personal Surety Bonds Required by Law 12. Pension and Welfare Fiduciary Responsibility Insurance 13 . Foreign Exposures 14 . Failure to provide Utilities 15. Eminent Domain and Inverse Condemnation 16 . Time element coverages other than extra expense 17 . Boiler and Machinery 18 . Aircraft 19 . Hospital and Clinic Malpractice • POLICIES AND PROCEDURES 14.1 Section SAFETY AND INSURANCE Subject Risk Management — COLORADO Date 10/2/89 Page 12 POLICY LIMITS, COVERAGES , RETENTIONS PROPERTY: $ 50,000,000 Each Occurrence (Includes EDP, Inland Marine, "All Risk" Basis with Sublimits Auto Physical Damage) of $1,000,000 Each Occurrence/ Aggregate Applying Separately to Flood and Earthquake GENERAL LIABILITY: Bodily Injury/Property Damage: $ 150,000 Each Person $ 400,000 Each Claim AUTOMOBILE LIABILITY: Bodily Injury/Property Damage: $ 150,000 Each Person $ 400,000 Each Claim ERRORS AND OMISSIONS : $ 150,000 Each Person • $ 400,000 Each Claim/Aggregate CRIME COVERAGES : Monies & Securities (Inside) : $ 150,000 Each Loss Monies & Securities (Outside) : $ 150,000 Each Loss Employee Fidelity: $ 150,000 Each Loss EXCESS LIABILITY (FEDERAL AND OUT OF STATE ONLY) $ 850,000 Each Person excess $150, 000 each person $ 600,000 Each Claim excess $400 , 000 each claim RETENTIONS : Specific : Property $ 150,000 Each Loss 3rd Party Liability $ 150,000 Each Claim Crime $ 150,000 Each Loss Combined Retention $ 150,000 Each Loss Aggregate (Loss Fund) $ 3 ,400,000 Annually MAINTENANCE DEDUCTIBLE: $ 500 Applying only to Property, Auto Physical Damage & Crime Losses . Each individual County will he . responsible for losses within the maintenance deductible. P O L I C I E S AND PROCEDURES is 0 Section SAFETY AND INSURANCE Subject Risk Management Ilk — COLORADO Date 10/2/89 Page 13 RESPONSIBILITY AND AUTHORITY FOR LOSS CONTROL, LOSS PREVENTION AND INSURANCE PROGRAMMING A. The purpose of this procedural statement is to state the responsibilities and authority of the Director of Finance and Administration and other departments of the County and its agencies with respect to implementing the County's program on property and liability loss control. B. Responsibilities of the Director of Finance and Administration: The Director of Finance and Administration is expected to: 1. identify risk exposure areas, and make recommendations to the Board • of County Commissioners as to whether to insure , self- insure or budget for these risks, or to use some combination of these methods. It is also his responsibility to recommend changes in current County policy with respect to loss prevention, self- insurance and insurance coverages when appropriate ; 2 . maintain perpetual inventories on the insurable values of all property, including buildings, contents, equipment , vehicles and supplies ; 3 . together with the County Attorney be informed of proposed changes in the liability status of municipalities in the State of Colorado and provide loss controls necessary to avoid any large liability losses; 4. review municipal and state ordinances and appropriate federal manuals to determine when insurance and bonds are required, permitted, or desirable at the discretion of the community; 5 . together with the Director of Personnel supervise and encourage all loss prevention activities and cooperate with department heads to establish a working safety program; and 6 . make periodic reports to the County Commissioners with respect to the current status of the insurance and loss prevention programs . • POLICIES - AND PROCEDURES i a 1 41111 Section SAFETY AND INSURANCE IIIc Subject Risk Management 11 COLORADO Date 10/2/89 Page 14 C. Responsibilities of Other Personnel: 1. Department heads shall cooperate with the Director of Finance and Administration in his investigation of loss exposures and claims and in the operation of an effective safety and loss prevention program. They shall also review all contract forms with the County Attorney and Director of Finance and Administration before signing them so that any increase or decrease in the County's contractual liability can be properly identified and controlled. 2 . The County Attorney's Office shall review all contract forms entered into by the County to identify and reduce any contractual liability being assumed by the County and attempt to transfer such liabilities. 3 . The County Attorney's Office shall further notify the Director of • Finance and Administration of changes in the State statutes and common law which affect municipal liability. 4. The County Attorney shall also provide assistance to the insurer in the investigation and settlement of claims against the County from both employees and the public . 5 . The County Attorney shall also provide legal assistance in the examination of insurance and bond contracts entered into by the County. • POLICIES AND PROCEDURES 4Y.-- t, Section SAFETY AND INSURANCE IIDeft Subject Risk Management COLORADO Date 10/2/89 Page 15 SAFETY AND LOSS PREVENTION PROCEDURES The Director of Personnel shall design and manage a workable safety and loss prevention program with the cooperation of all County department heads and their designated safety representatives. The purpose of this program is to reduce accidents causing injuries to County employees and the public and to reduce the frequency and severity of all property losses . The program will consist of making periodic inspections of facilities , investigating the causes of accidents and property losses, developing training programs for employees , and communicating safety literature to all departments . Department heads will then be expected to have such literature posted. The Director of Personnel shall make maximum use of the expert services of insurers' brokers and departmental safety directors whenever possible to develop better safety and loss prevention procedures . • POLICIES AND PROCEDURES j' � Section SAFETY AND INSURANCE Subject Risk Management WIiDc — COLORADO Date 10/2/89 Page 16 ACCIDENT AND CLAIM REPORTING Prompt reporting of losses helps expedite claims handling, reduces loss of time for personnel and results in cost savings through settlement of justifiable claims . Therefore, all accidents resulting in bodily injury to any person whether or not employed by the County, and all incidents resulting in property damage, destruction or illegal taking of County property, shall be reported to the Director of Personnel as outlined in the Safety Manual . Claims against insurance companies or persons damaging County property will he filed by the Director of Finance and Administration and the County Attorney's Office. • • POLICIES AND PROCEDURES ill 6-4114 i? Section SAFETY AND INSURANCE IgDc. Subject Risk Management COLORADO Date 10/2/89 Page 17 PROCEDURES FOR REPORTING ACCIDENTS AND LOSSES It is important that accidents and losses be reported promptly and in accordance with prescribed procedures. The maintenance of a favorable public image, the protection of the County's interests, the reduction in time lost for personnel and equipment, and the savings realized through prompt settlements, are significant benefits which may be realized. Supervisory personnel at all levels should require adherence to these principles. All accidents must be reported within 24 hours of the department's knowledge. A First Report of Accident MUST be received by the Personnel Office within 24 hours of knowledge of the accident. Departments filing late reports shall be fined $100 per day. S POLICIES AND PROCEDURES 1� S , 1,0Section SAFETY AND INSURANCE Subject Risk Management _t COLORADO Date 10/2/89 Page 18 CONTRACT AND LEASE REQUIREMENTS All contracts entered into by the County will have to meet the insurance and indemnification requirements for all County contracts . Short form contracts , professional agreements and leases should be discussed on an individual basis with the Director of Finance and Administration or the County Attorney so appropriate insurance requirements may be added into these agreements . • I POLICIES AND PROCEDURES Ite \ -491 ' j Section SAFETY AND INSURANCE Subject Risk Management Ilk COLORADO Date 10/2/89 Page 19 PROCEDURE FOR SECURING INSURANCE The County of Weld shall maintain an insurance program specifically designed to meet the needs of the County and be changed based on need. A. All department or division heads are to make recommendations as to coverage which would best protect their particular operation. B. All reports and records received from the different departments will be reviewed and the insurance program will be revised to meet the changing requirements. C. The Director of Finance and Administration will consult with the County Attorney's Office for their recommendations concerning the County' s • liabilities. D. The Director of Finance and Administration will make recommendations to the County Commissioners as to the proper and adequate insurance coverages. E. After approval by the Board of County Commissioners of the acquisition of insurance , the insurance shall be obtained through the Colorado Counties, Inc. Casualty and Property Pool. 0 POLICIES AND PROCEDURES , Section SAFETY AND INSURANCE WI��Pc Subject Risk Management COLORADO Date 10/2/89 Page 20 ALLOCATION OF INSURANCE COSTS A. Where County operations or divisions have their own revenue sources or are a legal entity to themselves , insurance costs should be attributed to such operations or divisions and will be charged specifically to those operations or divisions. B. When premium breakdown is not determinable, liability insurance, Worker's Compensation and property insurance costs shall be allocated accordingly to each department based on payroll and loss experience . Blanket fidelity bond premiums shall be allocated by the number of employees in each department. Property insurance costs are allocated according to the specific properties used and operated by each of the divisions or departments. Allocation of insurance costs shall be in accordance with FMC 74-4. ' C. Unemployment insurance cost for Human Resources and Social Services shall be charged back as the County is billed. Road and Bridge shall be charged an annual amount for unemployment costs of seasonal employees . D. Human Resources and Social Services shall be charged the manual rare for worker's compensation based upon the state fund rates . E. The deductibles from CAPP of $500 shall he billed to the depar-m.ent incurring the loss. Worker's Compensation losses shall have a $100 deductible charged to the department with the loss . F. Departments with specialized policies for their programs , such as clinical malpractice, headstart student accident, etc. , will he charged directly for the insurance. POLICIES AND PROCEDURES b � • Section SAFETY AND INSURANCE Subject Risk Management IOC COLORADO Date 10/2/89 Page 21 REPORTS TO BE FILED WITH DIRECTOR OF FINANCE AND ADMINISTRATION A. All claims reports . B. Copies of authorizations for the acquisitions or disposal of property. C. Minutes of all legislative meetings, safety meetings and all other board meetings in which insurance or loss prevention is discussed. D. Inspection reports when the building inspector or Fire Department inspects County premises. • E. All other reports, proceedings and memoranda which have to do with the County's Risk Management Program. S POLICIES AND PROCEDURES 41. Sect1071 SAFETY AND INSURANCE W�iDe Subject Risk Management COLORADO Date 10/2/89 Page 22 RECORDS TO BE KEPT BY DIRECTOR OF FINANCE AND ADMINISTRATION A. An inventory of current locations, descriptions and insurable values of all property owned or leased by the County. B. An insurance register, outlining all coverages in force and including premiums , policy numbers, servicing agents, terms of coverage and expiration dates. C. Premium payment and allocation records. D. Claims filed and pending. E. Loss records subdivided into property, liability and other liability claims paid by the insurer under existing insurance policies . • F. Claim recoveries received from third parties who have damaged County property or is reimbursing for County wages paid. • P 0 [ IC I E S AND P R O C E DU R E S 4? Section SAFETY AND INSURANCE IgDc. Subject Safety Manual COLORADO Date 10/2/89 Page 23 INTRODUCTION The Weld County Safety Program represents a practical commitment to safety. It sets forth philosophy and policy goals, organizational authority, safety program directives , and methods of prevention. The full implementation of the safety program is required of all employees at every level of the organization. The responsibilities outlined in the program are the minimum and should in no way be construed to limit individual initiative to implement more comprehensive procedures in an effort to reduce losses. The success of the safety program is highly dependent upon the cooperation of all employees . A successful safety program will benefit all employees , • their families, taxpayers , and members of our community. • P O L I C I E S AND PROCEDURES i s t Section SAFETY AND INSURANCE WII'Oc Subject Safety Manual COLORADO Date 10/2/89 Page 24 SAFETY PROGRAM STATEMENT 1.1 PURPOSE - The Board of County Commissioners believes the safety of our employees is a vital consideration in the operation of our shops , offices , vehicles and facilities. Maintenance of safe and healthful working conditions and the development of safe operating procedures including the organization and execution of a continuing accident prevention program is the responsibility of management at all levels . 1 . 1 . 1 Weld County will implement and administer an all-encompassing safety program. In all of our assignments , the health and safety of all will be the first consideration. Department heads and supervisory personnel at all levels of the County work force are directed to make safety a matter of continuing concern, equal in importance to all other operational considerations. The County goal is to ensure maximum use of • each tax dollar available. 1. 2 CONCEPT - Within the operational activities of any endeavor , there may be exposure to personal injury or property damage that may be unintentionally hidden. Reviews of contemplated operations will include consideration of errors or improper actions which could occur. Accidents are unplanned events . Proper planning and training can eliminate many accidents. Most accidents are preventable. The purpose of a safety program is to initiate such pre-planning as is necessary to minimize unsafe acts, contain environmental hazards and controlunsafe conditions . 1. 2. 1 Continual emphasis on safety aspects , the refinement of work procedures , and safe working conditions has been shown to reduce significantly potential injuries , property damage , and work interruption. Every elected official, management official , and employee is charged with the responsibility of supporting and cooperating with the safety program outlined in this document. All employees are expected, as a condition of employment, to adopt the concept that the safe way to perform a task is the most efficient and the only acceptable way to perform it. Safety adherence and performance will be considered as an important measure of supervisory and employee performance evaluation. • POLICIES AND PROCEDURES tii$c Section SAFETYINNCE Subject Safety Manual — COLORADO Date 10/2/89 Page 25 1. 2 .2 Safe practices on the part of employees shall be a part of all operations, and supervisors at all levels shall have the main responsibility for safety in each of their areas of supervisory responsibility. 1.2.3 The Director of Personnel shall have the overall responsibility for safety measures within Weld County government and is hereby designated as the Safety Officer for Weld County, Colorado. 1 .2.4 The Road and Bridge Safety Manual shall be the safety manual for Weld County employees of the Road and Bridge Department; all such employees are instructed to read it and follow the terms therein to the best of their ability in the light of good safety practices. • 1. 2 . 5 Other departments may develop their own safety manuals . With the approval of the Safety Officer, they shall become the safety manuals for their respective departments . S POLICIES AND PROCEDURES dir �►tt ` Section SAFETY AND INSURANCE WIDcqb Subject Safety Manual COLORADO Date_ 10/2/89 Page 26 MANAGEMENT PARTICIPATION 2 . 1 IMPLEMENTATION OF PROGRAM - Management's commitment to safety can only be realized by active management involvement in the safety program. Individual responsibilities in the effective implementation of the safety program are outlined in Chapter 3. With the adoption of this program, each department will set forth its goals and objectives in striving toward reducing losses due to preventable accidents. 2. 1.1 While numerous accidents may not be deemed preventable , the extent of the frequency or severity of personal injury or property damage may be mitigated by safety program measures . The most effective accident prevention measures are those which have been formulated at each level of organization, thoroughly discussed and coordinated by all concerned, and supported by top management. The organization of a safety • committee within the County facilitates the maximum exchange of ideas between supervisory personnel and greatly enhances the immediate definition of policies covering hazards , problem areas , and promotion of a safety program. 2 . 2 SAFETY COMMITTEE - A County safety committee will be formed to function as an advisory body to develop and recommend to the County Commissioners matters of policy and procedure affecting the administration of the County safety program. The Safety Officer will be assigned as permanent member. 2 . 2 . 1 Each major department listed below will appoint a primary and alternate member. Membership will be selected by the department head with the alternate member to serve during the primary member's absence. Regularly scheduled meetings will be held on a bi-monthly basis , or as often as deemed necessary to obtain desired results . Each committee member will serve a minimum of one year, with appointments staggered to maintain continuity. Attendance will be mandatory. Accounting/Purchasing Health Department Ambulance Human Resources Assessor Library Buildings & Grounds Office of the Boardill Clerk & Recorder Personnel/Payroll POLICIES AND PROCEDURES ? (, Section SAFETY AND INSURANCE -■Dc. Subject Safety Manual COLORADO Date lo/2/s9 Page 27 Communications Pest & Weeds County Attorney Planning & Zoning Data Processing Sheriff District Attorney Social Services Engineering Treasurer Extension Veterans 2 . 2.2 The Safety Committee will take an active part in the following specific functions: A. Formulate committee operating rules . B. Develop monthly activity themes , safety awards and related programs. C. Promote the adoption and use of general safety rules . D. Establish a schedule for departmental and general surveys. E. Establish procedures for handling safety recommendations and suggestions. F. Review and analyze the injury and accident reports and make appropriate recommendations to preclude future accidents or injuries . G. Provide and maintain a suitably located bulletin board on which safety information only will be posted and changed at monthly intervals. H. Assist with the promotion of safety training activities for employees . I . Review and make recommendations on disciplinary procedures to be implemented for safety policy notations . J . Recommend incentive awards for departments and/or employees to the Commissioners . K. Serve as the Advisory Committee for the Wellness program in Weld County. POLICIES _ AND PROCEDURES fiC S ' Section SAFETY AND INSURANCE Subject Safety Manual � COLORADO Date 10/2/89 Page 28 2 .2.3 A member of the Committee will be appointed as secretary and shall record and maintain complete minutes of all committee meetings in accordance with the following: Date I. Call to order II. Roll call III. Approval of minutes IV. Old Business V. New Business VI. Adjournment Signature of Secretary 2 . 2 .4 The Safety Committee will meet the second Tuesday of every other month at 9:00 a.m. unless it falls on a holiday or is otherwise changed by proper advance notification. The agenda will be as follows: • A. Chairman calls meeting to order. B. Secretary calls roll and lists members present and absent. NOTE: A member who must be absent should notify the Secretary in advance . The alternate member should attend in member's absence . C. Introduce visitors or new members . D. Read previous minutes . 1. Corrections or discussion. 2 . Approval of minutes. E. Discuss all unfinished business . 1. Report on matters held over. 2. List all recommendations not acted on since last meeting. F. New Business. 1 . Review of sub-committee reports . 2. Review of injury and accident reports . 3. Other pertinent topics . G. Review training features . • POLICIES AND PROCEDURES '1 . 1 lin Section SAFETY AND INSURANCE Subject Safety Manual Ilk — COLORADO Date 10/2/89 Page 29 H. Announcements. 1. Assignments . 2. Date and time of next meeting. 3. Other. I . Adjournment. 2 . 2 . 5 Officers will be elected and will perform duties as follows : A. CHAIRPERSON 1. Conduct the meetings. 2. Follow-up on any pending items of business or recommendations made during the meeting. B. VICE CHAIRPERSON 1. Assume the duties in absence of the Chairperson. C. SECRETARY 1. Arrange for meeting place. 2. Notify members of meeting. 3 . Arrange agenda. 4. Prepare minutes of meetings . 5 . Distribute minutes. 6 . Report status of recommendations . 7 . Assume duties of chairperson in absence of Chairperson and Vice Chairperson. C. MEMBERS 1. Report unsafe conditions . 2. Attend all safety meetings. 3. Contribute ideas and suggestions for improvement of unsafe conditions. 4. Encourage others to work safely. 5. Make inspections . 6. Serve as liaisons between Committee and all County officials, department heads and employees . S POLICIES AND PROCEDURES Section SAFETY AND INSURANCE : it SafetyualCOLORADO ate 10/2/89 Page 30 SAFETY PROGRAM RESPONSIBILITIES 3 . 1 Each County employee will be fully responsible for implementing the provisions of this program as it pertains to the operations under their jurisdiction. The responsibilities listed below are minimum, and will in no way be construed to limit individual initiative to implement more comprehensive procedures to reduce losses and enhance safety programs . 3 . 2 SAFETY OFFICER - The Safety Officer will be fully responsible for the direction and administration of the program. Duties include: A. Establish and administer the safety program. B. Develop within County personnel a strong safety attitude and a clear understanding of their duties and responsibilities to include assisting in safety training. C. Participate actively in the County safety committee . D. Review serious and disabling accidents personally to satisfy himself that accident cases are being investigated and proper corrective action is being recommended for the prevention of reoccurrence. E. Consult directly with all management personnel and amploveas on safety matters and provide all the guidance necessary to assure effective administration. F. Make follow-up investigations when required to ensure that unsafe conditions or practices identified by the safety committee or the department heads have been properly corrected. G. Inform the Commissioners and department heads about the status of matters affecting the safety program. H. Develop and maintain an effective driver training and selection program for all drivers of County equipment. I . Periodically evaluate compliance with the program within departments by making inspections of facilities for hacardous conditions and practices. POLICIES AND PROCEDURES :i ibl ;sir Section SAFETY AND INSURANCE IIe Subject Safety Manual COLORADO Date 1U/2/89 Page 31 J. Take action to budget all necessary safety equipment. 3. 3 ELECTED OFFICIALS AND DEPARTMENT HEADS - Each Elected Official and department head has the full responsibility and authority for maintaining a safe and healthful working condition within his/her jurisdiction. Each department head is responsible for providing the type of work environment, work procedures , and service to the public that will promote, to the highest extent possible , the safety of County employees and the general public. Therefore, each Elected Official and department head will: A. Develop and actively support a departmental safety program that will effectively reduce and control accidents. B. Develop in conjunction with the Safety Officer, practical safety rules and regulations pertinent to the activities conducted by the department. C. Establish and maintain a system of job safety analysis and monthly safety inspections . (See Exhibits 2 and 3) . D. Provide for adequate job training and continuing safety instruction to all employees in the department. Hold each subordinate supervisor fully accountable for an explanation of the preventable injuries , collisions, and liability incurred by a departmental employee . E. Take corrective action for any unsafe condition that is observed which could adversely affect the safety of an employee or the general public. F. Review all disciplinary action taken on employees who have violated safety policy. G. Ensure that all drivers of County equipment attend the driver training and selection program developed by the Safety Officer. H. Coordinate compliance with safety and fire codes . I . Recommend purchases of safety equipment to the Safety Officer, and maintain existing safety equipment. POLICIES AND PROCEDURES ► Section SAFETY AND INSURANCE 1119€ Subject Safety Manual COLORADO Date__ 10/2/89 Page 32 J . Provide resources and direction to supervisors for safety training. K. Insure that MSDS's (Material Safety Data Sheets) are available to employees and that proper handling is done on hazardous chemicals . 3.4 SUPERVISORY PERSONNEL - A supervisor has the responsibility for the safe actions of his/her employees and the safe operation of machines and equipment within his/her operational area. The full potential of an effective safety program will only be accomplished when supervisors are active and held accountable in all phases of the program. The supervisor's ability to maintain a safe working environment for his/her subordinates will be considered in the supervisor's overall evaluation. Supervisors at all levels will be responsible for the following: A. Aggressively enforce the safety procedures that apply to the work they supervise. • B. Provide adequate basic job training and safety instruction to all employees under their jurisdiction. C. Be fully accountable for preventable injuries , collisions , and liabilities caused by their employees . D. Ensure that all management policies herein are fully implemented for maximum efficiency of each job. E. Provide continuing safety instruction while issuing daily work assignments to focus attention upon potential hazards , changes in work conditions or procedures. F. Ensure all employees are instructed in, and understand the use and need for, protective equipment for specific hazardous jobs . G. Continually observe and evaluate work conditions and work procedures to detect and correct unsafe conditions and practices . H. Promptly investigate and document all accidents and make certain that the recommended corrective actions are completed. (See Exhibit 5) . I . Impose appropriate disciplinary action when warranted. J . Ensure the necessary safety equipment and protective devices for • [/ POLICIES AND PROCEDURES Lir t\ ' Section SAFETY AND INSURANCE IlkSubject Safety Manual COLORADO Date 10/2/89 Page 33 each job are available, used, and maintained properly. 3 . 5 EMPLOYEES - Each employee is required, as a condition of employment, to develop and exercise safe work habits in the course of their work to prevent injuries to themselves, their fellow workers , and conserve material and equipment resources. Each employee will: A. Promptly report to his/her supervisor all accidents and injuries occurring within the course of his/her employment. B. Cooperate with and assist in investigation of accidents to identify correctable cause and to prevent reoccurrence. C. Promptly report to his/her supervisor all unsafe actions , practices , or conditions observed. • D. Become familiar with and observe approved safe work procedures during the course of his/her work activities . E. Keep work areas clean and orderly at all times . F. Avoid engaging in any horseplay and avoid distracting others . G. Obey all safety rules and follow published work instructions . H. Wear required protective equipment when working in hazardous operation areas. I . Wear shirts at all times. J . Wear seat belts when operating any County vehicle or when operating a personal vehicle on County business , unless personal safety dictates otherwise. • POLICIES AND PROCEDURES .,„, Section SAFETY AND INSURANCE W1 O Subject Safety Manual COLORADO Date 10/2/89 Page 34 SAFETY PROGRAM METHODS 4. 1 Each of the following safety methods share an important part in the overall safety program. Omission of any part will mean that even minimum accident prevention cannot be obtained. 4. 2 SAFETY INSPECTIONS - Safety inspections will be conducted on a formal basis , at least monthly, by each department head or his/her representative. (See Exhibit 3, 4, and 4a) . Informal inspections should be made during the month to include a written report, to assure that hazards are kept at a minimum and safe work practices are enforced. Formal inspections will be made on a regular basis (at least once per year) of all County facilities. 4. 2. 1 Emphasis should be placed upon condition of facilities , • equipment, and machines as well as implementation of the overall program such as: A. Good housekeeping. B. Use of prescribed protective equipment. C. Compliance with published department work rules . D. Qualification of drivers and condition of vehicles . E. Proper storage of flammable liquids and maintenance of fire fighting equipment. F. Proper guarding of open pits , ditches , tanks , etc . G. Proper maintenance of electrical equipment, power tools , and hand tools. H. Administrative compliance with this manual and other pertinent directives. I . Compliance with the Hazardous Communication Standard (OSHA) . 4 . 3 JOB SAFETY TRAINING - No supervisor will assume that a newly hired, • newly assigned, or reassigned employee clearly knows all the job safety POLICIES AND PROCEDURES DS ' Section SAFETY AND INSURANCE liReSubject Safety Manual — COLORADO Date 10/2/89 Page 35 procedures . The employee must be trained. It is the direct supervisor's responsibility to properly train all subordinates . 4. 3 .1 Training must be accomplished on a continuing basis . Therefore, the older employee must be re-trained through a series of follow-up instructions and/or training periods . 4. 3 .2 The Training Sub-Committee of the Safety Committee will provide specific training efforts in identified areas . 4.4 ACCIDENT INVESTIGATION AND REPORTING - Investigation of any accident is an invaluable tool in controlling losses . Each accident must be considered a total loss unless its true cause is objectively determined and all contributing deficiencies are corrected. Investigation, recording, and corrective follow-up of each accident can be time • consuming, but are important if the cause is to be successfully eliminated. (See Exhibit 5) . 4.4. 1 The Investigations Sub-Committee of the Weld County Safety Committee will prepare monthly summaries of accidents and injuries to be submitted to all departments through the Safety Committee Minutes . The Safety Committee will use this information to make recommendations to departments for corrective action. 4.4. 2 Vehicle Accidents: Each accident involving a County vehicle will be investigated by the supervisor of the person involved and reported on an "Accident and Damage Report" . (Exhibit 7) . A. Employee completes the Accident and Damage Report and submits to his supervisor within 24 hours after occurrence. If injury is involved, immediately call the Personnel Department. B. When damage exceeds $250, employee also completes the State FRA Report (Exhibit 8 and 8a) , and submits to his supervisor within 24 hours after occurrence . If damage exceeds $1,000 call the Personnel Department within one day. C. Supervisor reviews reports with employee and completes . the "Supervisor's Investigation Report" . The supervisor then submits the reports to the department head with POLICIES AND PROCEDURES ir Section SAFETY AND INSURANCE WI`Pc Subject Safety Manual COLORADO Date 10/2/89 Page 36 recommendation for disciplinary action when necessary. D. Department head reviews reports with the supervisor and enforces disciplinary actions. E. Department head obtains two written estimates of damage. The department head sends the Accident and Damage Report (along with estimates for repair) to the Personnel Department. These reports must be submitted to Personnel within four days of occurrence. The Supervisor's Investigation Report is submitted to the Personnel Department. F. The Personnel Department submits the "Accident and Damage Report" to our insurance adjusters, with copies to the Safety Officer and County Attorney when appropriate . G. After the insurance carrier has completed their investigation, they will contact either the Personnel Department or the department directly involved. At this time they will give approval to have the repairs made and the appropriate estimate that should be followed. H. It is the responsibility of the department head to assure that: 1. the vehicle is taken to the proper place for repairs; 2. repairs are made properly and vehicle is in acceptable condition after repairs are made ; and 3 . all bills for repair of the vehicle are submitted to the Personnel Department. 4 .4. 2 Personal Injury Accidents : Every on the job personal injury or accident will be investigated by the supervisor of the person involved as soon as possible after it has occurred. A. Employee completes the Worker's Compensation Form (Exhibit 10) and submits it to his supervisor • immediately. POLICIES AND PROCEDURES -11111, Section SAFETY AND INSURANCE dIgDc. Subject Safety Manual — COLORADO Date lo/2/89 Page 37 B. The supervisor reviews the report with the employee and completes the "Supervisor's Investigation Report" . The supervisor then submits the reports to the department head with recommendation for disciplinary action when necessary. C. The department head reviews the reports with the supervisor and enforces disciplinary action when necessary. D. The department head then forwards reports to the Safety Officer. The report should include signatures from the employee involved, the immediate supervisor, the Sub- Committee representative, and the department head. • 4 . 5 SAFETY DISCIPLINE - Corrective action will be taken when any person: A. Violates policies which are directly associated with saving lives or preventing injuries. B. Causes injury to himself or others. C. Destroys or damages equipment. D. Violates safe work rules. E. Disregards traffic regulations . F. Demonstrates an attitude of indifference or defiance. 4. 5 . 1 When a violation occurs, other than a vehicle accident, the respective department head will take whatever disciplinary action is required. 4. 5 .2 In the event of a vehicle accident, department heads :-ill impose disciplinary action (when required) , and sub,nit report of that action with the Accident & Damage Report, as well as to the Safety Officer. 4. 5 . 3 The Department Head may fine the employee up to $100 if the employee is at fault, or for any employee involved • in an accident without wearing a seatbelt. POLICIES AND PROCEDURES Section SAFETY AND INSURANCE WIDcSubject Safety Manual COLORADO Date 10/2/89 Page 38 4. 5.4 Disciplinary actions resulting from vehicle accidents will be monitored by the Safety Officer, and in cases where little or no action is taken, the department head will be required to justify, upon query, his actions to the Board of County Commissioners . A. When any disciplinary action is taken resulting in a restitution or suspension without pay, the monies received will be forwarded to the Office of Finance & Administration for deposit into the IGS - Insurance Fund. 4. 6 Each accident will result in the department being assessed $100. S • ' POLICIES AND PROCEDURES IDeSection SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 39 OCCUPATIONAL ILLNESS AND INJURY CONTROL 5 . 1 In addition to the methods cited in Section 4, there are several steps which may be taken to reduce the possibility of occupational illness and injuries. 5. 5.1 Physical Examinations will be required in accordance with the Personnel Policies Manual. 5.2 FIRST-AID TREATMENT FOR SICK OR INJURED EMPLOYEES - Significant injuries or illness shall be reported and the supervisor will send the injured employee to seek first aid or medical treatment from the designated county medical facility. • 5.2.1 The Engineering Department will develop and maintain a list of doctors in small towns and clinics in the County for use in emergencies. Radio procedures will be established so that injuries to employees in remote areas of the County can he handled as efficiently as possible. 5 .2 . 2 If the employee has seen a doctor and he considers the employee capable of returning to regular work, the employee will be allowed to do so. If the employee is considered to be incapable of full job performance, the employee may have job duties reassigned that can be performed properly and safely. The employee will be required to have the Weld County Medical Work Release form completed and signed by his/her doctor. 5 . 2 . 3 The family of an employee who is severely ill or injured shall be notified promptly by the department head. 5 . 2 .4 The Safety Officer shall be notified immediately by the department head of all disabling and probable disabling injuries . 5. 2 . 5 The Board of County Commissioners will be notified immediately of all deaths. 5 . 3 EMERGENCY MEDICAL TREATMENT - In the event of a serious injury requiring III immediate medical treatment, first-aid will be administered as necessary and an ambulance called. The facility nearest the accident scene shall P O L IC I ES AND PROCEDURES ry j\ Section SAFETY AND INSURANCE 'p� Subject Safety Manual COLORADO Date 10/2/89 Page 40 be used. 5 .4 INTERACTION OF MEDICATION - An employee taking strong or multiple medication which causes dizziness, blackouts, drowsiness , double vision, impaired judgment or other abnormal reactions will not attempt or he allowed to work until the effects of the medication have dissipated. If multiple medication affects the individual's ability to act and perform normally, the individual will be required to consult with his physician. 5. 5 INTOXICATION OF EMPLOYEES - An employee reporting to work who is obviously under the influence of alcohol or drugs will be suspended immediately until a thorough investigation is completed by his supervisor. Upon evaluation of the facts and confirmation of work rule violations, the employee may be dismissed in accordance with personnel policies. 5 .6 EMPLOYMENT DURING ABSENCE FROM DUTIES - An employee who is absent from his duties because of illness or injury, whether his status is disability leave, accident compensation time, or leave-without-pay, shall not work outside his County employment. 5 . 7 PERSONAL PROTECTIVE EQUIPMENT - Designation and use of protective equipment for all jobs which have an inherent injury potential will be specified by the supervisor involved. Detailed specifications for the design, purchase, and use of all protective equipment will be coordinated by supervisors . Employees will be fully accountable for the use of specialized protective equipment provided by the employer. Protective Equipment Hazard Hard Hat Falling objects, electrical conductor, etc. Goggles/face shields Flying debris , welding sparks Ear plugs Prolonged exposure to noise exceeding sound tolerance levels . Gas masks/self-contained Toxic or abnormal atmosphere • breathing apparatus conditions. POLICIES AND PROCEDURES I Section SAFETY AND INSURANCE IlkSubject Safety Manual — COLORADO Date 10/2/89 Page 41 Protective clothing: gloves , Lacerations , abrasions , humps , aprons, leggings, shoes & full suits heat, nails and melted metals . Reflective/bright vest Working around traffic. 5.7.1 When the use of personal protective equipment has been specified for hazardous work, its use will be mandatory. Supervisors will be held accountable for employees allowed to work without compliance. 5 . 8 PROPER DRESS FOR WORK - Employees will wear clothing suitable to the job performed. For example: around machinery, hot or injurious substances , sunburn, or other harmful agents , employees with long hair will wear a cap or net. In toxic atmospheres employees will be clean shaven so the mask contacts the face. Employees working in hazardous areas will not wear tennis shoes, loafers, platforms or sandles , and are encouraged to wear safety-toe shoes on jobs where there is a hazard from dropping equipment or materials. Employees will wear shoes and shirts at all times. When mowing lawns employees will not wear tennis shoes . 5 .9 HARD HATS REQUIRED - The wearing of safety hard hats will be mandatory for Road and Bridge Department employees. Hard hats are not required while in a vehicle or equipment with a closed cab; however, they are required to be on when out of the vehicle or cab. 5. 9. 1 Hard hats will be furnished by the County. 5 .9 .2 Failure of any employee to comply with this directive could result in disciplinary action in accordance with the County personnel procedures. • P O L_ IC_ I ES AND PROCEDURES j1 0 \ Ive Section SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 42 RECORDKEEPING 6 . 1 EMPLOYEE FILES - A file will be kept by the Personnel Department on each County employee . All matters pertaining to accidents , medical exams , or disciplinary actions will be sent to the Personnel Department. 6 . 2 SAFETY COMMITTEE MEETING MINUTES - Copies of minutes will be kept by the committee chairman, the Safety Officer, and department representatives. 6 . 3 INSPECTIONS - All department heads are responsible for inspection reports on their areas. In addition, the Inspections Sub-Committee of the Safety Committee will conduct walk through inspections of all work areas on a regular, scheduled basis. 6 .4 Accident reports will be maintained by the Personnel Department. S • POLICIES AND PROCEDURES 1,1 ' Section SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 43 FLEET SAFETY 7 . 1 DRIVER SELECTION - Driver selection is done by the department supervisor, Personnel Director, and the Safety Officer. 7 . 1.1 County vehicle driver qualifications : A. A valid Colorado driver's license of the proper class . B. A clean traffic record. C. Passing of an eye test. D. Successfully passing of a road test administered by the • supervisor or a qualified operator. (See Exhibit 9) . E. Understands that seat belts are to be used while operating County vehicles. F. Successfully completes the County's defensive driving course. 7 . 2 PREVENTIVE MAINTENANCE - Operators of County vehicles will perform checks before and after the operation of a vehicle. Checks include tires, gas , oil, radiator, windshield (wiper and washer) , brakes (hand and foot) , and all safety equipment. The Equipment Services Manager will maintain records on all vehicles to ensure identification of required maintenance. Fire extinguishers will be provided and mounted in all County vehicles by the Equipment Services Manager, and will he checked out during the regularly scheduled preventive maintenance inspection. 7 . 3 REPAIR OF VEHICLES INVOLVED IN AN ACCIDENT: The following procedure must be followed in order to get a vehicle involved in an accident repaired. (This procedure includes windshield repair, also. ) : 1. When an accident occurs a department representative should notify Personnel at 356-4000, extension 4234 immediately. 2 . The driver and department must submit an accident report to • Personnel within one (1) work day. POLICIES AND PROCEDURES # a Section SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 44 3. If a County owned vehicle needs repair, it is the driver's department responsibility to get at least three repair estimates . A department representative will contact at least three vendors provided by the Controller and either get their repair estimates directly, or have the repair estimates sent to Personnel. Be sure and advise the vendors that the work will be billed to Weld County, P.O. Box 758, Greeley, Colorado 80632 , ATTN: Personnel . 4. When all three estimates are received by Personnel a determination will be made as to who will do the repair work. 5 . Once the vendor has been determined, if the vehicle is operable the driver's department will be notified and should drive the vehicle to the vendor. If the vehicle must be towed, contact the Controller to arrange towing with either ARA or a private provider. 6 . Once the vehicle is repaired it shall be the driver's department responsibility to pick-up the vehicle and inspect the vehicles repair work. If work is complete, the vehicle can be put back into use . ARA Fleet Services are not responsible or involved in the insurance repair work on vehicles. The only contact that they will have is if they want to submit an estimate on the work. • POLICIES AND PROCEDURES +dl t. lei Section SAFETY AND INSURANCE lineSubject Safety Manual COLORADO Date 10/2/89 Page 45 EMERGENCY PROCEDURES 8 . 1 In cases of fire pull "Red Fire Alarm" located in various parts of the building. 8 .1. 1 Call operator for assistance in reporting to Fire Department or Sheriff's Department of a bomb or fire situation. 8 .1.2 Notify Buildings & Grounds for assistance in fire situations. 8. 1.3 Exit from the building will be in accordance with Emergency Evacuation Plan as posted in each office and in the hallways . 8.1.4 All County buildings are required to develop, post and train all building occupants in their emergency evacuation plan. A copy of each plan will be approved and maintained in the Personnel Department. 8 .2 BOMB THREATS: When a bomb threat or report is made , attempt to get as much information as possible. The following questions should be asked: A. Where is the bomb? B. When is it to go off? C. Name of person reporting. D. Telephone number of person reporting. E. Who set the bomb? F. Listen for background noises . 8 .2 . 1 If possible, try to get another employee on the line to monitor the call. This will allow one person to take action while the other gathers information. Try to write down exact wording of caller. Be sure to note the time of the call . 8. 2.2 The following notifications should be made as quickly as possible: POLICIES AND PROCEDURES MilSection SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 46 A. Department Head (if possible) B. Sheriff's Office C. Security (if during their working hours) D. Maintenance E. Communications Center 1. The following advisement will be made by the Communications Center over the public address system: "A bomb threat has been received for this building. Anyone desiring to leave may do so at this time. " F. The Personnel Office • 8 .2. 3 Upon notification, each person should visually check their work area. If anything unusual or out of the ordinary is observed, DO NOT TOUCH it. Notify your department head. A search command center will be established in the Communications Center of the County Complex Building. 8 . 2 .4 The Command Center will be manned by a County Commissioner (if available) , the ranking officer of the Sheriff' s Office , and any other department head wishing information. All information and press releases will be made through the personnel of the Command Center. 8.2. 5 The Command Center should be notified of any findings . Employees will be allowed to exit the building, if they wish, during the building search. The Communications Center must be manned during this time. If Communications Center employees wish to leave the building, the Director will operate the Center. Mandatory evacuation orders may be made by any County Commissioner during this time . 8 .2.6 If an explosive device is located, the building will be evacuated immediately upon orders of the Sheriff or the ranking deputy present, according to building fire evacuation plans . The Communications Center will only he evacuated if • the device is so located as to cause damage inside the POLICIES _ AND PROCEDURES IIe t Section SAFETY AND INSURANCE Subject Safety Manual COLORADO Date 10/2/89 Page 47 immediate area. The Communications Center will institute their procedures for emergency operation outside the building, if evacuation is ordered. REMEMBER: Do not touch anything which is unusual in your area. Report anything which you cannot account for in your department. If you find or see an explosive device, leave the area quickly and close all doors behind you. NOTE: This procedure is written for the entire Complex. Each Department may initiate specific procedures inside that department to elaborate on specific assignments . The Sheriff's Office is available to assist with these procedures on request. 0 0 • POLICIES AND PROCEDURES 11 *tin Section SAFETY AND INSURANCE WIiDc. Subject Safety Manual COLORADO Date 10/2/89 Page 48 GENERAL SAFETY RULES 9. 1 PROTECTIVE CLOTHING OR EQUIPMENT - Wear special protective clothing when specified, such as: gloves, body protection, face protection, safety shoes , safety glasses, hard hats, etc. 9. 2 HOUSEKEEPING - Keep equipment, tools, materials and work areas clean and orderly. 9 . 3 MACHINE GUARDING - Be sure that all drives, transmissions , and revolving parts are guarded. 9 .4 MOVEMENT - Walk, never run. Use handrails on stairs . Be cautious when approaching swinging doors, corners, congested areas. 9. 5 LIFTING - When lifting bend the knees or get help with heavy loads . 9 .6 "HORSEPLAY" - An act in jest can end in disaster. 9.7 FIRE AND EMERGENCY PROCEDURES - Know what to do, what action to take , where to go. 9 . 8 REPORT ALL INJURIES - Report all injuries to your supervisor. 9 . 9 HAND TOOLS - Regularly check the condition of all hand tools . 9. 10 PORTABLE POWER TOOLS - All portable power tools must be grounded or double insulated. 9 . 11 SMOKING - Obey all smoking regulations . 9 . 12 SEAT BELTS - All drivers will wear seat belts while operating County vehicles or when operating personal vehicles on County business . Drivers will be responsible to insure that all passengers in the vehicle have fastened their seat belts while the vehicle is in motion. fr POLICIES AND PROCEDURES •s bf ` Section SAFETY AND INSURANCE COLORADO I'DSubject 1 �Z y Manual -- Exhibit 1 Date Page 49 PERSONAL INJURY/ACCIDENT REPORTING SYSTEM Employee Injury or Accident First report of injury/accident investi- gation completed by Supervisor. CETA report County Reports (*) reviewed by (*) reviewed by Exec. Dir. Department Head min • T_ County Personnel Department 3 copies of 1st report of injury. Copies of 1st report of injury/accident Workman's Comp. investigation report. Carrier • Safety Director Monthly Report. Board of County Commissioners • * Disciplinary action may be taken if necessary. • POLICIES AND PROCEDURES 4 ` ' Section SAFETY AND INSURANCE Wn Subject Safety Manual -- Exhibit 2 COLORADO Date 10/2/39 Page 50 DEPARTMENT EMPLOYEE DATE JOB SAFETY ANALYSIS Basic Job Steps Potential Hazards Safe Job Procedure Break the job down into its basic steps. What are the hazards for each Job Step. [ How should job be done. all • POLICIES AND PROCEDURES S 1-49 Section SAFETY AND INSURANCE Subject Safety Manual -- Exhibit 3 IIDc COLORADO Date lo/2/89 Page 51 SAFETY CHECK LIST LOCATION DATE INSPECTED BY TIME AM PM EXTERIER INSPECTION YES NO N/A REMARKS Parking lot pavement in good condition Bumper guards in good condition Ample drains for water removal ' Visible parking and walkway markings All curbs in good condition ENTRANCE AREA 40 Ramps, where necessary, and in good repair Stairs in good repair Handrails, where necessary Doorways wide enough for wheelchairs Lighting adequate Non-slip surfaces at all entrances INTERIOR All hallways free of storage Hallways mopped one-half at a time, with employees using ropes and stanchion. All floors free of small objects Approved ladders and stools provided as necessary. • Hallway and stairway railings secure All stairway treads and nosings in good condition. All fixture wiring arranged to avoid tripping hazards. Shower and lavatory floors checked each shift. Kitchen and lunchroom floors checked each shift. S POLICIES AND PROCEDURES +, Qljf Section SAFETY AND INSURANCE Subject Safety Manual -- Exhibit 4 Page 52 COLORADO — 9 FIRE INSPECTION CHECK LIST LOCATION DATE INSPECTOR TINE START COMPLETED 1. Sprinklers YES NO N/A a. Sprinkler valves accessible & locked open. b. No leaks, corrosion, or other defects noted. c. All sprinkler heads unobstructed.d. Caps in place on the fire department pumper connection. e. Monthly alarm & valve test. 2. Fire Alarms , a. Fire alarm boxes accessible. b. All alarm boxes tested monthly. c. Alarm horns/bells audible in all areas.d. Alarms connected to fire/answering service. e. Automatic heat/smoke detectors properly placed& free of covers, etc. 3. Fire Doors a. Doors in good operating condition. b. Doors unobstructed. c. Doors kept closed. d. Doors adequate in width for easy movement e. Electric door closers in operating condition. — f. Fuse links not used to hold doors opens. — 4. Fire Extinguishers & Hose Stations a. All employees familiar with location & opera- tion of extinguishers. b. All extinguishers unobstructed.c. Proper extinguisher location.d. All unapproved/obsolete extinguishers removed. e. Weekly visual and monthly recorded inspections of extinguishers with annual servicing. f. Cabinet doors on hose stations operate properly. g. Hose in good condition & nozzles in place.h. All hoses re-hung annually. 5. Catastrophe Planning a. Sounth the building fire alarm/call fire dept. b. Evacuate building. c. Close the door to the affected area. d. Notify staff. — e. Search building/close all doors to affected area. — 6. Smoking a. Safety type ash trays. b. Smoking regulations enforced. • c. NO SMOKING signs posted. d. Safety•type metal waste baskets used in smoking — areas. DDLICIES AND PROCEDURES Si{; 1 lift Section SAFETY AND INSURANCE IieSubject Safety Manual -- Exhibit 4a COLORADO Date 10/2/89 Page 53 FIRE INSPECTION CHECK LIST YES NO N/A 7. Heating and Cooking Equipment Heating a. Annual inspection of equip. b. All repairs made by certified person. _ c. Only trained personnel operating equip. _ e. Combustion safeguards in accordance with state & local codes. f. Combustible storage kept out of boiler & furnace room. Cooking a. Annual inspection of equipment. _ b. Fixed extinguishing system serviced (semi-annually). _ c. Manual &-automatic shut-offs checked. III d. Vapor globes on lights in hood. e. Ducts over cooking equip. cleaned. f. Filters over cooking equip. cleaned. B. Electrical Hazards a. All wiring completed by licensed electrician. _ b. All equipment "UL" listed. _ c. All electrical equipment grounded. d. All spiced cords removed. _ e. Proper size fuses in use. _ f. Extension cords prohibited. _ g. All light cords in the open. _ h. Annual inspection of all cords, outlets & switches _ General a. Combustibles kept away from heaters. _ b. Combustibles not stored in boiler room. c. Waste materials stored in proper containers. _ d. Waste materials emptied on each shift. Other Hazards - Suggestions a. Lint cleaned from laundry dryer daily. b. Lint cleaned from laundry room overhead pipes. _ c. Battery powered emergency lights tested monthly. d. Written record of battery testing. e. Emergency generator tested weekly - 1 hr. test. _ f. One fire drill per month. g. Fire drill records up to date. 0 Qy POLICIES AND PROCEDURES r1. 1-4frt �� ` t ' Section SAFETY AND INSURANCE WIO Subject Safety Manual -- Exhibit 5 CO�R�A� Date 10/2/89 Page 54 SUPERVISOR'S INVESTIGATION REPORT Gallagher Bassett Insurance Service The unsafe acts of persons and the unsafe conditions that cause accidents can be corrected only when they are known specifically. It is your responsibility to find them and name them and to state the remedy for them in this report. COMPANY DEPARTMENT Weld County LOCATION OF ACCIDENT DATE b HOUR OF ACCIDENT NAME OF INJURED PERSON DEPT. NUMBER INJURED'S JOB OR POSITION DESCRIBE THE INJURY S *DESCRIBE THE ACCIDENT (State what the injured was doing and the circumstances leading to the accident. Attach extra sheets if needed) *UNSAFE CONDITION (Describe as oily floor, poor Light, lack of guards on belts and gears, broken step, etc. Attach extra sheets if needed) *UNSAFE ACT - Unsafe work procedure (Described as removed guard, adjusted moving machine, or a specific item of substandard procedure, lack of planned safety, etc. Attach extra sheets if needed) *REMEDY (As a supervisor, what action have you taken or do your propose taking to prevent a repeat accident. Attach extra sheets if needed) Employee Dace Immediate Supervisor Dace Safety Committee Somber Date Department (lead/Elected official . Dace * See the Instructions on the reverse side. POLICIES AND PROCEDURES r �* �. atilei Section SAFETY AND INSURANCE iiPe Subject Safety Manual -- Exhibit 5a — COLORADO Date 10/2/89 Page ss When answering Describe the Accident, Unsafe condition, Unsafe act, and Remedy questions, please ask the following questions: 1. Why, what, where, when, who, and how? 2. Did any of the following affect this accident and how; Equipment Material People Selection Selection Selection Arrangement Placed Placement Use of Handling Training Maintenance of Process Leadership 3. Complete and return co Personnel within 48 hours after accident. 4. Type or write legibly with black pen that will photocopy well. 5. Do not settle for the obvious; be sure to get the base cause of the accident. (See questions 1 and 2) 6. Signature blanks are to be signed by the person indicated. Signatures only -- no initials. 7. Department Head is to review before signing to be sure counseling and other appropriate action has been taken. 8. Attach extra sheets if required to achieve an adequate report. NOTE: Worker's Compensation First Report of Accident form is to be filed within 24 hours after the accident. This is different than the Supervisor's Investigation form. MOST ACCIDENTS ARE PREVENTABLE AND SO ARE THE LOST DOLLARS AND PRODUCTION HOURS FOR YOUR DEPARTMENT. • POLICIES AND PROCEDURES �. Section SAFETY AND INSURANCE Subject Safety Manual -- Exhibit 6 — COLORADO Date 10/2/89 Page 56 VEHICLE/PROPERTY DAMAGE REPORTING SYSTEM Accident or Property Damage Employee completes Accident/Damage report and State FRA (if cost exceeds $200) . Immediate Supervisor Reviews reports and recommends what action should be taken Department Head Department Head reviews and signs report. (*) State FRA (must complete within 10 Personnel days of accident) . Department Copies of Accident/Damage Report to all the following: State Safety County Safety Department Director Attorney Committee of Revenue *Disciplinary action may be taken if necessary. POLICIES AND PROCEDURES .y, 41 ro ,{, section Safety and Insurance Subject Safety Manual -- Exhibit 7 COLORADO Date 10,12/89 Page 57 WELD COUNTY ORIGINAL COPY ACCIDENT AND DAMAGE REPORT Personnel Dexst wst DATE AND HOUR OF ACCIDENT LOCATION OF ACCIDENT TYPE OF VEHICLE LICENSE NO. COUNTY NO. POLICE CALLED: _ YES _ NO SUMMONS ISSUED: PERSONAL INJURIES: YES NO IF YES, GIVE NAME AND EXTENT: SUPERVISOR'S SIGNATURE DEP'T DATE EMPLOYEE AND OTHER OWNERS OF DAMAGED PROPERTY NAME ADDRESS PHONE EXT. OF DAMAGE I EST. AMOUNT • WITNESS TO ACCIDENT OR DAMAGE NAME ADDRESS PHONE REMARKS I I STATEMENT OF COUNTY EMPLOYEE OR OTHERS INVOLVED: CRAW DIAGRAM-SHOW VEHICLES-SHOW NORTH: SIGNATURE OF EMPLOYEE OR OTHER *** STATUS ON REPAIR OF COUNTY VEHICLE *•* Is this vehicle going to be repaired? If vehicle is to be'repaired please submit three estimates to the Personnel • Departrent within fourteen days of accident. If vehicle is not going to be repaired, please explain; • rg \ POLICIES AND PROCEDURE S a I int \ Section SAFETY AND INSURANCE :utt jec S:f:t:9Maa1 nu -- Exhibit 8 11111k COLORADO ate i / / Page Ss CONFIDENTIAL STATE OF COLORADO REPORT OF MOTOR VEHICLE ACCIDENT REPORT TT,'Toot., .,, •rtDRU TOE] TO ore NSPECTION AND PUBLIC NCEVrDOOES•NUTC„AN,ENEENANc SAL REsroN5NLTV NNE E NOTEOu ,EmENT ------ CANNOT NE USED AT ., ,. „n n,,, ERA e IP..w.u,.w.„n VY..,,,P..TP..,.Ie A,„ .. .. ANv TRIAL DEPARTMENT OF REVENUE ANSWER FULLY EACH MAIL TO I MOTOR VEHICLE DIVISION TI,INI0 DAYS uESTION TO AVOID - CL0AINN ACCIDENT SUGPLEMENTARv n ath A..'ur Me 40004 REPORT Ox uxwe,a xEPuxr TU MD,O„vPxIL.E o.v.ix,ry TAIAT,LOOT Tyr..„ „ENYE„.A„Ala, DATE A CCIDENTINVOLVED `T,7757 ED AND c - PPIY -- PEDes -- ANIMAL. c c on,ERI,. LOCATION A -.. .. — ., OF .. r ..--- .,, . -..:T �.�1. ..... ADDDEM PM A .,.. VEHICLE DRIVER AND OIYNER INFORMATION ISHOW OWNER ANORIVER Icv ERICL'e WAD PAR REPI YOU' D1 PIVEP S.,RST NAME MIDULF IR,r IAL,LAST NnME iT—oo RLss WERE DRIVING CITY STATE EIPLUDt SEA DRIVERSTILINSITY„—TrKILLED VEHICLE l INnRED NUMBER �T�.sr. FtS 1.±141, or -F- ,2,_ . . T• IEL.I No 1 OESCRmE SAMAL.E TD VEHICLE OWNER I5 Flas�.ME.M:r,LAST NAME STOUT AD_OR SS'-_ —.—__ 01 sT.a nP COOL VEHICLE DRIVER ANDOWNERINLRMATIENISNOwOWNERA 5DRrvER IF VEHICLE WA S PAR EEUI DRIVER'sin'sT rvnME,MiDUT.E IrvITIAILPST rvAMF iT TE(V�on[sT — OTHER 02 PERSON CITY ST A.L .IPA URIVEo-nI EC nsv NL ,N- T FE,um L IYEPPAROLE.�.� 5R; WAS DRIVING ':V.n Ny INJURED VEMICIE _cErss RnlLID EA DAMA„E SNxT I. AR NUMBER I,ESCRIRE DA T VE,VELL _.--��— 2 02 ,wNEA TIASTNAM,HILR=V—AA ,ADERENE TY ,IPLEDE IF NEJE<',IAN Two HICLESwEREInVOLVED.DESCRIBE THE OTHER VEHICLES..N THE SE VERSE SIDE,,E' 5'TIRM „sW AD.,ITIONAL EURMN Ir NEEUED OTHER ..y,..,.I..I .IIIL..,.I.L.E IA I, rl, NIOLRTY _ INFOb n r- ND rss EEATIOR P L IHIVIV:. IN EEEELT AT TIVFUI L..I FENI,YES NO „AcE Tool LIABILITY EOLICV IN FRONT OF EOu PLET INN HE PLANES E„„W IP Y EEAIL TUDIVC n FLELI FURMnoN. milS M EASSUni EIIATYUU WERE NOIINNUHED N NAME OF IN SullANCE EOMPANr A ,NOT ActrvcrI THAT l5su EO POLITE U HDaE DEFILE AYnuess __ _ _ _ _ ,,,COP A N AGENCY T.AT SOLD POLICY AEU _ _ _ __________ ..._ RESB .,..Pe. PouCY HOLDEN _ ADORE SS COLORADO FILE IN HUT DO NOT D ETAER IRA POLICY r0 TOTER LIABILITY FOR'TAMALE OR INJURY TO OTHERS_____- HCMEOECICE ADDRESS AL:ENCv!HAT SOLO POLICY__ .._ ADDRESS POT ICY NO _POLICY PEAIOU-rROM. ...E. TT. T FEE warn, >—YPE. DATE OF ACCIDENT— 14 OR NEAR eHY e..eVA" _ CDLURPOO MAKE OF NOUN "'"" P., .. 'UENTION v CHICLE NO I _ _IVPE „AR_ OR SERHIALIAL NO DRIVER UwNEH _.. __ _ .. _AEUHL ss iIl- _ k POLICIES AND PROCEDURES 1'l f C Section SAFETY AND INSURANCE Subject Safety Manual -- Exhibit 8a COLORADO Date 10/2/89 Page 59 1REHIDLE DRIVER AND OWNER INFORMATION I SHOW OWNER AS DR IV ER IF VEHICLE WAS P°RREW OTHER 03T1 D I`ER s.IRSTNAME.MmDLErcTIALLAST NAME STRESS ADDRESS PEB$ON —' cITT' „ATE e.PVTOF ..,, - SER— I,RIHu.,L,,,ENO 14,E WAS DpAwal LLEu I_ DRIVING UREDE VEHICLE LCEnAFw.FE...j TEAH STATE RO. 0A..4 E MIA „—E MODE juKAR NUMBER °ES°AIn ...ACE rO.E»IrLE LAP r ..N°_ �M 3 03IO FIRST NAMEM 1 LAST NAME STRE[,ADDRESS CIT. S,AT[ ZIP coin VEHICLE DRIVER AND OWNER INFORMATION'SHOW OWNER AS DRIVER IF VEHICLE WAS PARI(EDI OTHER D4I O VERs.�Rs.NAME,MIDDLE INITIAL,LAST NAME rs 575T ASDREEE ' PERSON DRIVINGWAS CITY siAn -Pram[ 5, 'I WEG ER s ucENs[ KILLED E VEHICLE LICENSE PLATE APPRO.DAMAGE IPARSED H STARE IIvuREDp NUMBER bl.[.RC ,EISP. h.. MODES vuR °Esc,.OAMA crow MCL[ f•a I_n L� 4 oat° NER SF,RST N,MT.LASTNAME „RE..ADORES[ ODE D[41R,. JIw�Y[ rLLENO FIRST NAMEMmDLEINIT,AL LAST NAME STREET ADDRESS Du uSTATE DECOR III N A PEEE.TRr STREET ADDRESS CITY [ j4a[ NLLND ! 0 T ] R V Ew[F� FIAST,�MF MTp3T cD,TZI LIST NAME a EO V I p W B. LSTATE 21P CODE Y I °f KILLED ! '. ° cC HIV[ rcLFNo FrRET NA MEMIDDLEINWiALL°5,NAME I IN'URM I' AI N]W STREET A°°R[SE Cn f___ zln Lane r JURD - DIDALAWENEORCEMENT OFFICER INVESTIGATE AT SCENE OF ACCIDENT, YESII NO'. Into I RIIF INJURED [HE p.n.s nr nr SnnNH CRv POR.R K.• NAME OF r.Y VE5iIGATING OFFILER- DEPARTMENT _ MASATP4iFrC VIOLATION SUMMONS ISSUES)?vE1'L.NO.. ISSUED T0_ via,4005__ ISSUED TO ' - - VRII tiIO.Y_ DESCRIBE WHIT HAPPENED • r CERTIFY THAT THESTAEEMENTS UN MOTH SIDES OF THIS REPORT AIRE I RVE TO TIF,BEST US Sly r[NOWLEITGE AND SELO F SIGNHE PE Iw n OEpxrmTTPI Bonn.M Vaud.,D nFirma&Anpo E'E1y q0204 OR MHNG SMEP JRT To LIDO, Hit L,.l°rvISIUN OFFICES I.a WEST OTR AVE WEN,'i i Lin ONAU0 nI°r 00 NOT WRITE[FLOW YEWS LIRE H MAIL TO DEPARTMENT OF REVENUE rORCEEer xEUAAxcE com.Arvro MOTOR VEHICLE DIVISION rvLr w°S rn[P[[<,u...stoic EV MaT'URr[T FINANCIAL RESPONSIBILITY SECTION 140 WTY ern A.. 'Furs.'F 80204 wsw(Fr DO sTF F.hut• -o HE)Pon "m IT.EE.E0IY..ITnIFS LR.F..HMO Y.,F. ATM1 EFRAR AIR TI ST S COO3000e.nrrWwww G SS R15160.tl 41U 000 eyn REM RRS°IX _I POLICIES AND PROCEDURES 41111 ‘',4 , Section SAFETY AND INSURANCE wineSubject Safety Manual -- Exhibit 9 COLORADO Date 10/2/89 Page 60 ROAD TEST Driver's Name Date Code Location License No. Always Occasionally Never AIMS HIGH IN STEERING Drives in center of lane Selects proper speed Avoids tailgating Reduces speed if necessary Steers smoothly GETS THE BIG PICTURE • Looks right & left at intersections Looks behind before pulling from curb Check sides and rear Anticipates others actions KEEPS EYES MOVING Checks mirror regularly Yields to pedestrians Avoids being boxed in Avoids hard stops or turns MAKES SURE THEY SEE HIM Signals and takes proper lane for turning Taps horn to alert others Makes eye contact Signals before pulling from curb LEAVES HIMSELF AN OUT Maintains safe following distance Avoids blind spots Is alert to parked cars Allows adequate room to pass PRE-TRIP Visual Inspection Fastens seat belts ttarts engine,.checks instruments Adjusts mirrors REMARDS: POLICIES AND PROCEDURES 4Sect41'y. , \ - - - 1. lin ion SAFETY AND INSURANCE '�� Subject Safety Manual -- Exhibit 10 COLORADO Date 10/2/89 Page 61 1 R85 COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT DIVISION OF LABOR WORKERS'COMPENSATION SECTION EMPLOYER'S FIRST REPORT OF INJURY n.s lotto com..rrs ail n.n.itauesiod M 0sr0 F o..'No rot "suooi.nnii.ry O'Gara a orswu.aa eliea.a w 'lease read instructions on reverse side bet Ore completing this form DO NOT 055151 wRITE IN 1. Name of Employer Weld Count"iGin ns ynanG Phone THIS COLUMN 2. Mailing address P.O. Box 758 Greeley. CO 8063° RAER n I Seresti Tory a Tort i(o-'ti isrn . 1i'e 3. Location it different from mailing address 4. Nature of business 5. Number Of employees 6. Name of injured Soc Sec.Na wmn nosh 0wrr . u. .ccoEnr CATE 7. Home address Phone OM s Smoot loin &ter ilrol 8. Age_9. Birth date 10. Sex_11. Marital Status_12. No.of dependents_ .CCiOEN.non 13. No of hours worked per day_Days worked per week_Hourly wage S Weekly wage S_ 14. Value of meals received weekly as wages S Value of rent received 5 Tips S suns ID Insurance S Commissions S Piece Works Overome 5 15. (a) How long employed by company? Ib) employee occupation sEa..CE COUV.N♦ (C) Job assigned when insured/exposed 16. Place of accident/exposure rN o 0 Syn.. loll or I..., ICo."ti ISM. r20. 05441,0.. (Sea instructions on rarer se side) 17. What was employee doing when injured' SOURCE Be Specific if using tools or equipment,name them and tell how they were being used. Poet or BOO. 18. How did the accident occur" Describe fullytne events which resulted in the niury/occupationai illness Tell what happened and how it hap- Nu-'R pened.Give lull details on all factors which led or contributed to the accident/exposure.Use separate sheet if additional space i5 needed. TYRE 19. Name the object or substance which directly attested the employee For example,the machine or thing he struck against or which struck him',the vapor or poisons he inhaled or swallowed.I he chemical or radiation which irritated his skin,or in the case of strains,hernia etc.,the thing he was lifting,pulling,etc. we sEateav 20. Describe 1 n injury/illness in detail and indicate the oat:of the body effected cou.i, For example. amputation of rignt index finger al second 'pint; fracture of ribs; lead poisoning, derm- atitis of left nand, etc.(Medical description) E 21. (a) Date of rniury Ibl Time fc) Working shift. From an to pm. 22. When did employer or his representative first know of injury or illness? 23. (a) Was employee able to continue to work atter the injury? Yes_ No_ If no,date left work (b) has employee returned to work' lc) If so.give date Idl If not.Probable length of disability (e) Did injury/illness force employee to transfer to a different assignment? 24. Did injury/illness result in death If so.give date of death • PLEASE TURN TO OTHER SIDE THE FOLLOWING INFORMATIONµ IS TO BE COMPLETED BY THE INSURANCE CARRIER BEFORE County Workers' Compensa ion r Boo.ICED WITH THE DIVISION OF LABOR Name of Insurance Company c/o Fred.S.Janes & Co. Address PCB 6174 Denver CO POI0f, Policy No. Garners No Adjustor Code Block No SJ SOL POLICIES AND PROCEDURES j1 & Section SAFETY AND INSURANCE Subject Safety Manual -- Exhibit 10a all COLORADO Date 10/2/89 Page 62 25. D.d the injury result from any of the following: (al Failure to use safety devices? No_ Yes_ lc) Failure to obey safety rules? No_Yes_ (bl Intoxication of employees? No_ Yes_ Id) Other(Explain) No_Yes_ 26. Date of last job-related inlury/Illness 27. In case of Silicosis or Asbestosii has employee,while in your employ been injunousty exposed on at least 60 separate days? 1,7,770 28. Name and address of spouse or other dependents 29. Name and address of physician 30. Name and address of hospital 31. Names and addresses of witnesses 32. Date of report 33. Prepared by(Signature) 34. Title Designated Physician (029 above) • YES NO Physician's Telephone U Cost Center Code Class Code INSTRUCTIONS 1. All'munes no matter how trivial,must be reported to your insurance company. 2 All inlunes or occupational diseases which result in lost time from work in excess of three shifts or calendar days or in perma- nent physical impairment.must be reported to the division on this form within ten days alter notice or knowledge of the injury or disease.Fatalities must be reported immediately. 3. Forms should be typed or printed legibly. 4. All Questions must be answered completely to meet requirements of the Colorado Workmen's Compensation Act and to con- form to the OSHA requirements for Form No.101. NOTE: Question 27 to be filled out in cases of Silicosis or Asbestosis 5. This form will be the only acceptable form after April 1, 1986. Instructions for Question 16 if acndenveroosvre occurred on employers premises give address of plant or establishment in which it occured If it occured outside employers Premises at an identifiable address give that address If it occurred on a public highway or at any other place wmcn cannot be identified by numcer and street.Please provide place references locating the place of accident or exposu'e as accurately as possible. POLICIES AND PROCEDURES +\ 1414 Section Building and Grounds Ilfe Subject Table of Contents COLORADO Date 2/18/87 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 41, ACCESS OF HANDICAPPED TO ALL WELD COUNTY BUILDINGS 13 MAINTENANCE OF COUNTY FACILITIES 14 LOST AND FOUND 15 SMOKING IN COUNTY BUILDINGS 16 I POLICIES AND PROCEDURES L ^�� :yU�`'(, 441 Section Buildings and Grounds Subject General Policies �• Date 4/8/85 Page_ 2 COLORADO 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. In accordance with a resolution dated April 8, 1985, at the discretion of an elected official or department head, public access to a County office may be restricted to no less than 8:30 a.m. to 4:30 p.m. , Monday through Friday, except holidays, as long as such hours are posted for public information. 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. P O L I C I E S AND PROCEDURES Kt' k Section Buildings and Grounds 1119 . 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 PROCEDURES ",/ 1. �' eft Section Buildings and Grounds fillie 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. POLIC I E `; AND PROCEDURES d'' �' Section Buildings and Grounds 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 he 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 PROCEDURES riffr �, ►(4, Section Buildings and Grounds Subject 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 PROCEDURES ' Igo Section Buildings and Grounds 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 se of he Weld County Library Meeting Room on a cost basis to ommunity oups when such does not interfere with regular Cou y—sponsored ac ivities. B. The and of County Commissioners does not int d to compete with person who have space to rent. No grou is entitled to the continu s or intermittent use of the Libr y Meeting Room. There is no ob 'gation on the part of the Co my to make the Meeting Room avail ble to groups for strict y personal or commercial purposes. C. The use of the meeting room at he Library shall be denied to groups who, in th judgement o the County Commissioners, have as their purpose: 1) To advocate or f en racial or religious prejudices, 2) To advance any ctrine or theory subversive to the Constitution or aws f the State of Colorado or the United States; or 3) To advocate social or poli ical change by force or violence. D. Bookings for isplays of art form in the meeting room will be handled by volunteer staff member nd limited to six weeks for each displ . In addition to being s ject to the regular rules, anyone ex ibiting art must provide any d sired security. E. Policy on Use of Library Meeting Room. 1) All groups sponsoring meetings in the 'brary shall make application on forms provided by the Wel County Library. Scheduling will be made by the Reader's Advisor. P O L -I C I E_ S AND PROCEDURES Section Buildings and Grounds 11111DeSubject _ Rental Policy � Date 12/19/84 Page 8 2) A activities sponsored by County Government may use the me ing room at the Library at no cost. 3) The to on the Rental Schedule in this section shall be charge , plus the initial $50.00 deposit, to all spon red groups ther than County-sponsored groups using the brary Meeting oom after regular hours. 4) No alcoho 'c beverages will be permitted upon e premises. 5) Because of e nature of the Library's oper ion with large volumes of b oks and other documents, n smoking will be permitted upon the premises. 6) The sponsoring oups shall, at the e d of use, remove all supplies, materia s, refuse, and any ther 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 an damage is one to the property by any person or persons of he spons ing group, the damage should be repaired, and the damage deposit paid will be used to defray the expenses the eof, nd the balance, if any, will be refunded to the sponsori g roup. If no damage is done, the entire deposit will be re nded. 7) The Library shall arr ge r an employee to be present at the Library Meeting R m duri g the time the premises will be used by a group, if used afte the Library's closing hours. 8) Any group with a ult sponsors, here use is not prohibited under B and C a ove, may use the Library Meeting Room at no cost during th time the building 's normally open; however, an initial da ge deposit of $50 sha 1 be required. 9) Seating cap city, 50 persons. 10) Faciliti available: small kitchenett containing a large coffeem er and a small refrigerator, 5 chairs, 1 table, lectur , projection screen and blackboard. 11) No dmission may be charged for any meeti g 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 PROCEDURES rt C.fili-4,,, \ Section Buildings and Grounds Subject Rental Policy 9 I Date 12/19/84 Page 9 - operator s f $6.00 per hour or any portion of that time will be charged. angements r this equipment must be made at least one week ance with the Reader's Advisor and the fee paid at th ime. 13) The users mus otify a Library staff mem r when the meeting room h een 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. POLICIES AND PROCEDURES � '& . Section Buildings and Grounds h�iDe Subject Rental Policy COLORADO Date 12/19/84 Page to 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. POLICIES AND PROCEDURES 1 � Section Buildings and Grounds dine 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 PROCEDURES �I¶ `� �� " Section Buildings and Grounds illige 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. P O L I C I E S AND PROCEDURES 6)11/ ldi r' Section Buildings and Grounds MilkSubject Access of Handicapped To All Weld County Buildings 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. POLICIES AND PROCEDURES �� t jr ,r `apt+ Section Buildings and Grounds SilkSubject 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 PROCEDURES r �� i\ ;, Section Buildings and Grounds dine Subject_ Lost and Found Da COLORADO to 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 PROCEDURES V' '- ,, '1 4# Section Buildings and Grounds Subject Smoking in County Building II D COLORADO Date 12/25/86 Page 16 SMOKING IN COUNTY BUILDINGS The Board of County Commissioners of Weld County adopted the provisions of Chapter 9.48 of the City of Greeley Municipal Code relating to smoking in public places for all Weld County buildings located within the City limits of the City of Greeley. The following policy went into effect on December 25, 1985: 1 . No smoking is allowed in any public place or common areas in Weld County buildings located within the City of Greeley. 2. Smoking is authorized in said buildings in fully enclosed offices or rooms occupied exclusively by smokers, even though the offices or rooms may be visited by non—smokers. 3. Designated smoking areas: A. Centennial Center: Solarium, second floor. B. Engineering Building: Those areas designated by the Director of the Weld County Road and Bridge Department and by the Weld County Engineer. C. Walton Building: Those areas designated by the Director of the Weld County Department of Social Services. D. Health/Human Resources: Those areas designated by the Director of Weld County's Health Services and by the Executive Director of the Department of Human Resources. E. Extension Offices: Those areas designated by the Extension Director. F. Ambulance: Those area designated by the Director of Ambulance Services. G. Head Start/Supplemental Foods Building.: Those areas designated by the Executive Director of the Department of Human Resources. POLICIES AND PROCEDURES ti t 1$ ''4 Section Buildings and Grounds IID c Subject Smoking in County Buildings COLORADO Date 12/25/86 Page 17 4. Signs will be posted by the Buildings and Grounds Department throughout all Weld County buildings located within the City of Greeley in accordance with the requirements of Chapter 9.48 of the City of Greeley Municipal Code. 5. The Weld County Personnel Office shall maintain a complete copy of said City of Greeley Smoking Ordinance. • 41, MERIT SYSTEM STANDARDS CERTIFICATION • The following Federal Programs to which the Merit System Standards are applicable are administered by Weld County, Colorado at the discretion of the State of Colorado: Food Stamp Act of 1977 National Health Planning and Resources Development Act Old Age Assistance Aid to Families with Dependent Children Aid To The Blind Aid To Permanently and Totally Disabled Aid To The Aged Blind or Disabled Medical Assistance (Medicaid) Older Americans Act Adoption Assistance and Child Welfare Act Child Welfare Services Emergency Management Assistance, Civil Defense Act Joint Training Partnership Act Where compliance with such standards is an eligibility requirement in Federal Grant or other programs, this jurisdiction will maintain a system of Personnel Administration in the covered agencies in conformance with the Standards For A Merit System of Personnel Administration (5 CFR Part 900, Subpart F) , which incorporate the Merit Principles set forth in the Intergovernmental Personnel Act (PL 91-648). e`2,44 3A//use NORMAN CARLSON CHAIRMAN TO THE BOARD DATE OF COUNTY COMMISSIONERS, WELD COUNTY, COLORADO • y 1 / ✓• • United States ROCKY MOUNTAIN REGION Office of Personnel Management Building 20 Denver Federal Center Denver, Colorado 80225 DEC 0 1 1980 In Reply Rel.'To RM:AIRD Your Reference . . REED C9'JNl� f�':M1SS19N4� I C. W. Kirby Chairman, Weld County '• .. 19a0 IJ Board of Commissioners Post Office Box 258 Greeley, Colorado 80631 L. ` y, cow' GREas. Dear Chairman Kirby: This is to request your certification, as the chief elected official of the County, that the Weld County personnel system as it is applied to the CETA administering agency, is in compliance with the Federal Standards • for a Merit System of Personnel Administration. The Standards, which are issued by the Office of Personnel Management under the authority of the Intergovernmental Personnel Act (IPA) of 1970 (PL 91-648, Section 208) were first authorized by Congress in 1940. They have been revised several times, the most recent coming in February, 1979 after extensive review and input by states, counties and cities. The revised Standards provide jurisdictions with wider latitude in the manage- ment of their personnel systems and "encourage innovation and allow for diversity" as called for by the IPA. Compliance with the Standards is a Department of Labor requirement for Prime Sponsor funding under the Comprehensive Employment and Training Act. On August 30, 1979, in a joint letter from the Department of Labor and the Office of Personnel Management, the Board was provided with a copy of the Standards and an explanation of their applicability. Since that date, we have been working closely with Mr. Barrett to align the County's personnel policies and procedures with the Standards. The result of this effort was the Board's approval on October 27, 1980 of several amendments to the revised Personnel Policy Manual (approved 4/28/80) . We recognize that certain aspects of the selection process need strengthening 4nd are aware of the efforts being made by Mr. Barrett and bi c_ staff to increase the validity reliability and objectiviry of applicant ratings through development of a computerized applicant-job match system. Provided a Te computer is given the necessary information to rank applicants based on a comparison of their job-related knowledges, skills and abilities against those required for successful job performance and those character- istic of superior workers, the computerized applicant-job match system can meet the requirements of the Standards and be extremely cost-effective in providing the County with the best job applicants. I 2 Based on the provisions of the revised Manual, the approved amendments thereto, and the coming development of the applicant-job match system, we are requesting your certification that the Weld County personnel system is operating in compliance with the Federal Standards. Please complete one copy of the certification form and return it in the enclosed envelope to Charles P. Dooley, Chief, Agency and Intergovernmental Relations Division by December 19. From time to time, we will be evaluating the County personnel system to identify any discrepancies with the Standards, discuss personnel management trends and innovations with personnel department staff and assist where possible in personnel system development and refinement. To avoid problems caused by new personnel policies and procedures not conforming to the Standards, pease routinely send us draft changes in personnel policies and procedures. If you have any questions concerning certification, please contact Steven Shikes in our Agency and Intergovernmental Relations Division. His telephone number is 234-4047. Sincerely yours, fne ^ lam_ Ro ert J. Dunn (X/I,t/t V Director I ._... 0 U.S. Office of Personnel Management MERIT SYSTEM STANDARDS CERTIFICATION (LOCAL) .• Weld County . Col oracle Name of Local Jurisdiction lil ' INSTRUCTIONS ON FORM USAGE • For a listing of Federal programs to which the Merit System Standards are applicable, see the Appendix to those Standards. The types of programs which in some instances are administered by local jurisdic• i tions at the discretion of the State governments include: CETA Crippled Children's Services I Maternal and Child Health Services Public Assistance Child Welfare Civil Defense . Aging Drug Abuse Prevention Alcoholism Prevention Developmental Disabilities • Instructions as to initial and renewed submittals of this form are contained in Section 900.610-1 of the Merit System Standards (5 CFR 900, Subpart F). Local jurisdictions may obtain advice on questions of conformity with the Standards from the State agency that has been designated by the Governor as having this responsibility. COMPLIANCE AGREEMENT Where compliance with such Standards is an eligibility requirement in Federal grant or other programs, this jurisdiction will maintain a system of personnel administration in the covered agencies in conformance • with the Standards for a Merit System of Personnel Administration (5 CFR 900, Subpart F), which incor- porate the merit principles set forth in the Intergovernmental Personnel Act (PL 91-648). • Si attire of Chief Executive . Title of Chief Executive I Date (Monti", Day, Year) • Chairman to the Board of // , (/-I i County Commissioners .' December 9, 1980 OPM c,rm 13,10 F•oruary 1979 COUNTY OF WELD, STATE OF COLORADO SPECIAL POLICE DUTY AGREEMENT THIS AGREEMENT, made and entered into this day of 19 by and between the SHERIFF OF WELD COUNTY, State of Colorado, hereinafter called the Sheriff, and , hereinafter called the Contractor. The Sheriff shall provide an off-duty officer at the premises of for the event of The Sheriff or his Deputy(ies) shall report to while performing the duties of this contract. CONTRACT PERIOD will be from .m. through .m., 19 . COMPENSATION: Contractor agrees to pay Sheriff for services performed hereunder at a rate of $ per hour. All payments shall be in advance of services rendered and non-refundable. WHEREAS, the Sheriff is agreeable to rendering such services and protection on the terms and conditions hereinafter set forth. NOW, THEREFORE, it is agreed as follows: 1. That the Weld County Sheriff shall provide an off-duty deputy to the extent and manner hereinafter set forth: a. Except as otherwise hereinafter specifically set forth, such services shall encompass only duties and functions of the type coming within the jurisdiction of the Weld County Sheriff pursuant to Colorado laws and statutes. b. Deputies shall cover the entire premises if necessary, giving special attention to those areas which are potential trouble spots in the judgment of the hiring authority and deputy. c. Deputies working a special detail will be bound only by their police authority for the enforcement of ordinances and laws of the city and State. Acting in such capacity, when a person's conduct threatens a Breach of Peace or similar law violation, the deputy may intervene to quell the violation and make arrests if necessary, but his authority does not extend to the enforcement of rules made by and/or in the interest of the management. 1. Officials of the hiring authority in these cases will be asked to give support to deputies in being witnesses or signing complaints, if that should become necessary. 2. When working a special detail for a school, school officials will designate certain school personnel to control student behavior to the limits of their ability. When these officials are confronted with resistance or refusal to conform, deputies may assist to prevent violations of law. 3. The enforcement of rules and regulations which are made by qb the hiring authority which are not violations of the law shall be the responsibility of management. ti • 4. Deputies shall give all possible help, within the framework of the law, to assist sponsoring officials in maintaining order. 2. The Contractor shall not be liable for the direct payment of any salaries, wages, or other compensation to any personnel performing services herein for said Sheriff. 3. Contractor shall indemnify the County, the Sheriff, their officers and employees against liability for injury or damage caused by any act or omission of any of its employees or volunteers or agents in the performance of this agreement and shall hold County harmless from any loss occasioned as a result of the performance of this contract by Contractor. 4. When the Deputy(ies) arrive and when assignment is completed, assigned deputy will have the person in charge sign pay form confirming services rendered. 5. The Sheriff and his assigned deputy(ies) shall have full cooperation • from the Contractor, its officers, agents, and employees, so as to facilitate the performance of this Agreement. 6. Contractor may not assign or transfer this agreement, any interest therein or claim thereunder without the prior written approval of County. 7. In the event of an emergency involving public safety the County may terminate this agreement at any time by giving Contractor a written notice of such termination and may be terminated at any time without notice upon a material breach of the terms of this agreement by Contractor. In cases involving an emergency cancellation by the Sheriff fees paid will be refunded. 8. Officers failing to show up for an assignment or reporting late shall be reported to the Shift Supervisor at the Sheriff's Office at 356-4000. IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written. - COUNTY OF WELD CONTRACTOR BY Sheriff, Harold Andrews BY TITLE ADDRESS • I. n dillORDINANCE NO. 118-A IN THE MATTER OF AMENDING SECTIONS OF ORDINANCE NO. J18 CONCERNING WELD COUNTY _ .. PERSONNEL POLICIES. BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY COLORADO: mil_ WHEREAS, on the 2nd day of August, 1983, the Board of County Commissioners of Weld County, Colorado, adopted Ordinance No. 118, concerning Weld County Personnel Policies, and WHEREAS, the Board of County Commissioners desires to amend certain sections of Ordinance No. 118 as follows: Page 14, Disciplinary Action, second paragraph, third sentence, change word "probationary" to "review". Page 15, Weld County Personnel Grievance Board, add to end of paragraph one, "Grievance Board hearings are closed to the public. The grieving party plus any legal representation, the recorder, the Board legal advisor, Board members and any witness, while giving testimony, are the only people present." Page 19, Paid Vacations, first sentence, change word "probationary" to "initial review period". Page 22, Personal Leave Days, add following section: "Personal leave is a privilege granted to full time County employees. Employees in their initial review period are not eligible. Each year, with supervisory approval, a full time employee may convert O. ,Y two (2) days of sick leave into two (2) Personal Leave Days. ` Personal leave days may not be carried over from year to year. The method of scheduling and the timing of Personal Leave Days is at the discretion of the Elected Official/Department Head." Page 23, Sick Leave Bank, second paragraph, fifth line, insert "following one year of employment" after the words "each quarter". Any reference "employees" change to "members". - . Second paragraph, fourth line. Under Topic A, third line. Under Topic C, #3, second line. Under Topic C, #5, first line. Under Topic C, #7, second line. " - Under Topic C, #6, first line. Page 47, B. County Retirement, second sentence, delete everything after the word "contribute" to the end of the sentence and add after . "contribute" "5.5% of gross earnings each month. Employee contributions are deferred-from State and Federal taxable income effective December 16, 1983." Page 47, Group Life Insurance, add sentence to end of paragraph, "Employees may purchase supplemental life insurance for their spouse and dependent children. Spouse insurance can be purchased in increments of $5,000 to a maximum of $25,000. Dependent children insurance policies are available with a maximum coverage of $5,000." .-� Page 48, insert new paragraph after "Parking" paragraph, "Deferred Compensation": "The Weld County Deferred Compensation Plan is available to all elected or appointed officials and full time County employees. Employee compensation may be deferred from State and Federal income taxes in amounts not to exceed 25% of annual salary or $7500 per year. A number of investment options are available with a minimum monthly employee contribution of $25.00." :'svp; - a ¢ -, -n e di "Accidental Death and Dismemberment Insurance: Available in single and family coverage in increments of $10,000 with a minimum of - - $10,000 and a maximum of $100,000." WHEREAS, the effective date of said amendment will be January 1, 1984. NOW THEREFORE, BE IT ORDAINED by the Board of County Commissioners of S`d" Weld County, Colorado, that Ordinance No. 118-A be, and hereby is, amended as a 'r`_° as+ r - - stated herein, effective January 1, 1984. BE IT FURTHER ORDAINED by the Board of County Commissioners that an emergency exists inasmuch as this action must be effective January 1, 1984, to be compatible with the 1984 budget, this Ordinance is declared to be an emergency ordinance under the provisions of Section 3-14 of the Weld County Home Rule Charter. The above and foregoing Ordinance No. 118-A was, on motion duly made and seconded, adopted by the following vote on the 19th day of December, A.D., 1983. BOARD OF COUNTY COMMISSIONERS ATTEST: WELD COUNTY, COLORADO Weld County Clerk and Recorder and Clerk to the Board ..+ le ' et tt2Lat"....?"A Chuck Carlson, Chairman By: Deputy County Clerk John Martin, Pro Tem APPROVED AS TO FORM: Gene Brantner County Attorney Norman Carlson Jacqueline Johnson -ti ,r rss..,--;-9 -1-41 POLICIES AND PROCEDURES f i• Lam, Section Personnel Policies Subject Oridance 118—I COLORADO Date 06/13/89 Page 1 In reading this Handbook, please remember that complete details of benefit plans or policies are not always included. If there are inconsistencies between the formal terms of a benefit plan and this Handbook, the actual terms of the plan or policy will be controlling. A complete copy of each plan document is available for your review in the Personnel Department. Weld County reserves the right to discontinue or modify any county program, benefit plan or employment policy without prior notice to employees. ORDINANCE 118-I Effective. June 13, 1989 1 POLICIES AND PROCEDURES 1004 Section Personnel Policies MaleSubject Table of Contents COLORADO Date 06/13/89 Page 2 TABLE OF CONTENTS Page SUBJECT INDEX 3 ACKNOWLEDGEMENT 8 PURPOSE OF POLICY HANDBOOK 9 RECRUITMENT, SELECTION AND APPOINTMENT 11 JOBS PROGRAM 13 EMPLOYMENT INFORMATION 14 CONDUCT, DISCIPLINARY ACTION AND GRIEVANCE RIGHTS 18 HOURS OF WORK, SHIFTS, SCHEDULES AND REST PERIOD 30 TIME OFF 34 SICK LEAVE 40 HEALTH AND SAFETY 44 EDUCATION AND TRAINING 47 REIMBURSABLE EXPENSES 49 MISCELLANEOUS POLICIES 51 PAY 55 PAYROLL 66 CLASSIFICATION AND PAY PLAN 71 SENIORITY, REDUCTION IN FORCE AND RESIGNATION 75 GENERAL DEFINITIONS 79 2 POLICIES AND PROCEDURES/0`( s Section Personnel Policies Willie Subject Subject Index COLORADO Date 06/13/89 Page 3 SUBJECT INDEX Page ' Abandonment of Position 38 Accrual and Compensation for Overtime 31 Appearance/Dress 53 Automatic Deposit 66 Blood Donor Program 52 Breaks 33 Child Care Leave 38 Classification and Pay Plan 71 Closure of County Operations 39 Compensation for Overtime Worked 31 Exempt Employees 31 Non-Exempt Employees 32 Conduct 18 Confidential Information 51 Conflict of Interest 54 County Stationery for Charitable Solicitations 51 Death in Immediate Family 37 Department Head Leave 39 Disciplinary Actions 19 Dismissal Procedures 20 Drug-Free Workplace 16 Educational Assistance 47 Employee FLSA Status and Work Scheduling 30 Employee Grievances 21 Employment of Relatives 14 Equal Opportunity 11 Equal Employment Opportunity 14 Evaluation - Process 63 Evaluation - Purpose 62 Evaluation Review/Appeal 64 Exempt Positions 15 General Definitions 79 Grandfathering 57 Grievances in Progress 29 Health and Safety • H44 Holidays 35 Jobs Programs 13 Jury Duty 37 3 POLICIES AND PROCEDURES , ;,{ -? ‘a Section Personnel Policies WI�Dc Subject Subject Index COLORADO Date 06/13/89 Page 4 Page Key Elements - Pay for Performance 57 Leave of Absence 38 Management Rights 9 Mandatory Payroll Deductions 66 Federal Income Tax 66 Retirement 67 PERA 67 County Retirement 67 Social Security Taxes 66 State Income Tax 66 Meal Hours 32 Mechanics of the System, Pay for Performance 57 New Hires 57 Promotions 57 Medical Examinations 45 Medical Leave of Absence 36 Military Leave 36 Military Leave and Re-instatement 36 Moving Expenses 53 On Call Status 30 Outside Employment 53 Pay 55 Pay Day 66 Pay-for-Performance Concepts 55 Downward Movement 56 Learning Curve 56 Performance Appraisal 56 Performance Based Compensation 55 Prevailing Wage 56 Upward Movement 56 Pay-for-Performance Objectives 55 Competitive Compensation 55 • Equity 55 Management Resource 55 Productivity 55 Pay Steps 56 Entry Step 56 Qualified Step 56 Proficient Step 56 4 POLICIES AND PROCEDURES Section Personnel Policies Willie Subject Subject Index COLORADO Date 06/13/89 Page 5 Faze 3rd Year Proficient Step 56 5th Year Proficient Step 56 Performance Evaluations Due 63 3 Months From Date of Hire 63 6 Months From Date of Hire 63 Every 6 Months 64 Upon Termination 64 Special 64 Counseling Form 64 Performance Steps for Pay 60 Entry Step 60 Qualified Step 60 Proficient Step 60 3rd Year Proficient Step 60 5th Year Proficient Step 60 Personal Leave Days 39 Personnel Records and Information 53 Political Activities 15 Position/Classification Specifications 72 Procedure 73 Procedure to Correct Payroll Errors 69 Process for Updating Performance Standards 65 Professional Leave 35 Promotions/Transfers I 11 Purpose of Policy Manual 9 Recreational Activities 45 Reduction in Force 75 Sequence 76 Re-employment 12 Registration & Licensing 48 Reimbursable Expenses 49 Lodging 49 Meals 49 Mileage 49 Out of State Training Trips 50 Parking 49 Transportation 49 Reimbursement for Job Interview Expenses 52 Reporting of Injuries 44 Resignation 76 5 POLICIESAND PROCEDURES Section Personnel Policies Subject Subject Index COLORADO Date 06/13/89 Page 6 Paee Retirement 77 Retreatment Rights 14 Review Period 12 Salary Policy 70 Seminars and Conferences 47 Seniority 75 Job Seniority 75 Loss of Seniority 75 Sexual Harassment 16 Shift Work 30 Sick Leave 40 Sick Leave Bank 41 Solicitations 51 Suspension and Termination for Charge with Crime 28 Time Sheets 66 Time Worked 32 Transition for Current Employees, Pay for Performance 61 Use of Private Auto 53 Vacancies 11 Vacation 34 Voluntary Deductions 67 Accidental Death and Dismemberment Insurance 69 Colorado State Employees Credit Union (CSECU) 69 Deferred Compensation 69 Group Health Insurance 68 Group Life Insurance 68 Insurance Coverage While On Unpaid Leave Status 69 Long-Term Disability Insurance 69 Parking 69 United Way 69 Wage Garnishments 67 Weld County Personnel Grievance Hearing Procedures 22 Burden of Proof 26 Decision of the Hearing Officer 26 Hearing Officer 23 Non-Grievable Items 27 Presence at Hearing 22 Postponements and Extensions 22 Procedure and Evidence 24 Recess, Adjournment and Deliverations 26 6 POLICIES AND PROCEDURES riI11,1( ‘`.ii \ Section Personnel Policies Subject Subject Index Date 06/12/89'3/89 7 Page Paee Record of Hearing 26 Representation 23 Rights of Parties 23 Specific Procedures of the Hearing 25 Work Week and Work Day 30 • POLICIES AND PROCEDURES O 31 4-40 teritSection Personnel Policies WI�'Dc Subject Acknowledgement COLORADO Date 06/13/89 Page 8 ACKNOWLEDGEMENT I have received my copy of the Weld County Handbook which outlines my privileges and obligations as an employee. I will familiarize myself with the information in this Handbook and understand that it constitutes the general personnel policies of the County. I understand that the information in this Handbook is subject to change, and that changes will be approved in a public meeting and placed on file with the Clerk to the Board. If I have any questions or require any additional information, I may contact the Personnel Department. Signature Date Signed: A signed copy of this form will be placed in your Personnel file. 8 POLICIES AND PROCEDURES /t4 40 Section Personnel Policies WISubject Purpose of Policy Handbook COLORADO Date 06/13/89 Page 9 PURPOSE OF POLICY HANDBOOK This Handbook contains the Weld County Board of Commissioners' Personnel Policies and Procedures as required by Section 4-2B of the Home Rule Charter. It is designed to be used by Department Heads, supervisory and staff personnel, and employees in the day to day administration of the County personnel program. These written policies increase understanding, eliminate the need for personal decisions on matters of County-wide policy, and help to assure uniformity throughout the County. It is the responsibility of each and every Department Head and supervisor to administer these policies in a consistent and impartial manner. Procedures and practices in the field of personnel relations are subject to modifications and further development in light of changes in the law, experience, merit principles and the County Home Rule Charter. Each Department Head, supervisor, and employee can assist in keeping our personnel program up-to-date by notifying the Personnel Department whenever problems are encountered or recommended improvements identified for the administration of the personnel policies. The Handbook has been\organized with a Table of Contents and a subject index to enable all users to find specific policies quickly. In cases that are unique to a specific department or office, Departmental Supplemental Personnel Policies will be issued. These Supplements can only be issued on a special Departmental Supplemental Personnel Policy Form by Personnel and must be approved by the Board of County Commissioners. Supplemental policies will be provided to department employees and will be referred to in this Handbook. MANAGEMENT RIGHTS The contents of this Handbook are presented as a matter of information only. The Weld County Board of Commissioners reserves the right to modify, revoke, suspend, terminate, or change any or all such plans, policies or procedures, in whole or in part, at any time, with or without notice. The language used in this Handbook is not intended to create, nor is it to be construed to constitute, a 9 POLICIES AND PROCEDURES ¢ 1 +Diti Section Personnel Policies Subject Purpose of Policy Handbook COLORADO Date 06/13/89 Page 10 • contract between Weld County and any one or all of its employees. All Weld County employees have been in the past and are currently considered to be "at- will" . All policies in the Handbook will be administered in accordance with federal and state laws and with the Weld County Home Rule Charter. This Handbook supersedes all personnel policies and manuals, resolutions , and personnel operations manuals, except for the classification and position specifications published prior to this date. • 10 POLICIES AND PROCEDURES Section Personnel Policies WISubject Recruitment, Selection and Appointment COLORADO Date 06/13/89 Page 11 RECRUITMENT, SELECTION, AND APPOINTMENT EOUAL OPPORTUNITY It is the policy of Weld County to ensure complete compliance with all provisions of Equal Employment Opportunity laws as interpreted by the Courts. Recruiting, selection and advancement of employees will be on the basis of their relative ability, knowledge and skills, including open consideration of quality applicants for initial appointment. PROMOTIONS/TRANSFERS Promotions and transfers may be given to employees for the purpose of better utilizing the abilities of Weld County employees. Weld County is interested in employee development and encourages all employees to prepare for advancement to higher positions. VACANCIES Vacancies are advertised within the County for a period of five (5) consecutive work days. Promotions and transfers from within the County are made when appropriate and possible. County employees are encouraged to apply for vacancies they are qualified for by completing a Department Transfer Request and updating a Weld County Employment Application. County employees who meet the position criteria will be selected for interview for the position. All requests for transfer should be channeled through the employee's supervisor to the Department Head/Elected Official for approval and then to Personnel. Because there are times when it is necessary to fill the position as quickly as possible, the County may find it expedient to advertise concurrently in the outside market at the same time the position is advertised internally. All internal 'requests will be given prior consideration. Positions advertised in the outside market must be open a minimum of ten (10) consecutive workdays. • Applications are screened and graded by Personnel by comparing the applicant's. qualifications to the job requirements. In specialized professional fields, departments may assist in the screening process. The six most qualified applicants meeting the job requirements are referred by Personnel to the 11 POLICIES AND PROCEDURES f(/' 1.44 /, , � Section Personnel Policies IlliSubject Recruitment, Selection and Appointment COLORADO Date 06/13/89 Page 12 Department Head/Elected Official for interview and final selection. Department Heads and Elected Officials are the only authorized appointing officials for Weld County. This authority cannot be delegated. When it is decided to transfer or promote an existing County employee, a reasonable amount of time (at least two (2) weeks) will normally be required to replace the transferring employee before the transfer/promotion is effective. In all instances of transfer, the employee will be subject to either a promotional review period or a special review period of six months. Pay changes and review period of transferred or promoted employees will be in accordance with the policies and procedures outlined in the Pay-for-Performance section of this Handbook. Review Period - All new employees, except law enforcement and hourly personnel, are on review status for the first six months of their employment. Upon completion of the review period, the employee will become a full-time member of the County workforce. Re-employment Upon approval of the Department Head/Elected Official, a full-time employee who resigned within one year and in good standing with the County may be rehired. Upon re-employment, the employee shall be subject to all conditions of employment, including the six (6) or twelve (12) month review periods applicable to new employees, and shall start at the entry level if date of termination is thirty-one days or more prior to re-employment. (Sheriff's sworn personnel should refer to Departmental Supplement. ) If date of termination is less than 31 days or within the same pay period, the employee will be reinstated with no change in hire date. Accrual rates for vacation and sick leave will be the same as they were upon termination. 12 POLICIES AND PROCEDURES Section Personnel Policies MlleSubject Job Programs COLORADO Date 06/13/89 Page 13 JOBS PROGRAMS Weld County is involved in a number of jobs programs. Included are: A. Work Study - Contracts with area schools such as Aims and UNC. B. Contracts for specialized services - The county enters into special contracts for some services in lieu of hiring an employee. C. Student Intern Programs - Area schools place student interns in County • Departments. D. Employment Services of Weld County - The Weld County Department of Human Resources places people in various programs including in-school and summer youth, diversion or welfare diversion, etc. E. Useful Public Service - This program is limited to individuals required to perform useful public service in lieu of some other penalty. F. Any other job program as approved by the Board of County Commissioners. Participants in the above programs are not full-time employees of Weld County and are not covered by the policies of this Handbook. 13 POLICIES AND PROCEDURES fl`' "p' 3 t lei Section Personnel Policies WIDeSubject Employment Information COLORADO Date 06/13/89 Page 14 EMPLOYMENT INFORMATION EQUAL EMPLOYMENT OPPORTUNITY Weld County is committed to abide by all the laws pertaining to fair employment practices. All persons having the authority to hire, discharge, transfer, or promote personnel shall support, without reservations, a non-discriminatory policy of hiring or transferring to any vacancy any qualified applicant without regard to race, color, religion, national origin, age, sex, disadvantaged status, or handicap. The County will offer equal opportunity for employment or advancement to all qualified applicants and employees. Positions will be filled with the best qualified individuals available. Every effort will be made to fill vacancies by promotion from within the county whenever competent and deserving employees are available. Employees will be considered for promotion in terms of present performance, specialized background, and potential. Length of service will be a factor considered only when two or more applicants possess equal qualifications. Any applicant for a job with Weld County who feels he might have been illegally discriminated against on the basis of race, color, religion, sex, national origin, political affiliation or belief, age, handicap, or other non-merit factors during the application/job selection process, may appeal this alleged discrimination in writing to the Director of Finance and Administration of Weld County. The Director of Finance and Administration or his designee will then investigate the alleged discrimination. EMPLOYMENT OF RELATIVES In accordance with Section 4-2 of the Weld County Home Rule Charter an appointing or employing authority may not employ or request the employment of any person who is related to him as spouse, parent, child, brother, sister or in-law. A supervisor may not have a relative as defined above placed under him for supervision. RETREATMENT RIGHTS When a chief deputy to an Elected Official or the Undersheriff is selected from 14 POLICIES AND PROCEDURES -,) a t Imii Section Personnel Policies WIa Subject Employment Information COLORADO Date 06/13/89 Page 15 the current work force and from a position covered by the Classification System, he shall have the right to return to that position within the first 6 months of appointment. POLITICAL ACTIVITIES In accordance with Section 4-2 of the Weld County Home Rule Charter no employee shall, during working hours, engage in any political activity. Any County employee, except an Elected Official, who seeks election to partisan public office, shall request a leave of absence, without pay, immediately after announcement of candidacy. Any employee who takes a leave of absence in order to seek election to a partisan public office may not use any accumulated paid leave. Requests for a leave of absence, without pay, will be made through the Personnel Department and acted upon by the Board of County Commissioners. Leave terminates upon completion of campaign or election. EXEMPT POSITIONS: The following positions are exempt from the provisions of these policies and the Weld County Personnel System; except that the Board of County Commissioners shall establish, for the exempted positions, the compensation and benefits package. A. Undersheriff. B. The appointed chief deputy of the Clerk and Recorder, Assessor, and Treasurer. C. All hourly employees. D. Assistant District Attorney. E. Deputies to the Coroner. F. Special Deputies or Sheriff's Posse G. Department Heads working directly for the Board of County Commissioners. H. The District Attorney for the Nineteenth Judicial District and any and all assistants, deputies, and other employees of said District Attorney. 15 POLICIES AND PROCEDURES 'l Section Personnel Policies Subject Employment Information COLORADO Date 06/13/89 Page 16 SEXUAL HARASSMENT: Sexual harassment includes unwelcome sexual advances , requests for sexual favors, and other verbal or physical behavior of a sexual nature which has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Weld County is responsible for the behavior of its supervisory, non-supervisory employees, and agents in matters involving discrimination caused by sexual harassment. Allegations of sexual harassment must be reported to Personnel. Any instances of sexual harrassment and subsequent investigations will be held in the strictest confidence . The Personnel Director may appoint an Investigating Officer. Proven cases of sexual harassment will be handled by strong disciplinary action up to, and including termination. DRUG-FREE WORKPLACE In accordance with the DRUG-FREE WORKPLACE ACT of 1988, Weld County as a federal grant recipient is required to certify to the granting agency that it will ensure a drug-free workplace. Failure to comply with this requirement could result in suspension of the grant payments or termination of the grant payments or both. This requirement presents both a necessity and an opportunity to take immediate action to eliminate drug abuse from the workplace. To that end, the following policy is effective immediately. STATEMENT OF POLICY: It is the policy of Weld County to prohibit the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance during duty hours or on County premises or other work sites where employees may be assigned. Further prohibited is the use, sale, pssession, distribution, dispensation, manufacture, or transfer of controlled substances during non-working time to the extent such use impairs an employee' s ability to perform his/her job or where such use, sale, possession, distribution, manufacture, or transfer affects the reputation of Weld County to the general public or threatens its integrity. Any employee found in violation of the above-stated policy will be subject to disciplinary action, up to and including termination for a first offense. Excluded are prescribed drugs when used in the manner, combination and quantity intended, unless job performance could be affected. Employees who must use an over-the-counter or prescription drug that causes adverse side effects or may 16 POLICIES AND PROCEDURES j I ' 'a�i4 � � Section Personnel Policies WIIDc Subject Employment Information COLORADO Date 06/13/89 Page 17 affect their ability to perform work in a safe and productive manner must notify his or her supervisor prior to starting work. The supervisor or manager, after proper inquiry, will decide if the employee can remain at work and what work restrictions, if any, are deemed necessary. Compliance with the above-stated policy is a condition of employment for all employees of Weld County. Further, any employee who is convicted under a criminal drug statute for a violation occurring in the workplace or who pleads guilty or nolo contendere to such charges must notify the County within five (5) days of such conviction or plea. Failure to do so will result in disciplinary action, including termination from employment for a first offense. Employees convicted or who plead guilty ornolo contendere to such drug-related violations are subject to termination and/or mandatory attendance and successful completion of a drug abuse assistance or similar program as a condition of continued employment. 17 POLICIES AND PROCEDURES 4) ID grits Section Personnel Policies Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 18 CONDUCT. DISCIPLINARY ACTION, AND GRIEVANCE RIGHTS CONDUCT Every county employee should be aware that they are public employees and it is their duty to serve citizens in a courteous and efficient manner. An employee must maintain a standard of conduct which is consistent with the best interests of Weld County. Actions considered to be misconduct and cause for disciplinary action or discharge include, but are not limited to, the following: A. Incompetence or inefficiency in performance of job duties. B. Deliberate or careless conduct endangering the safety or well-being of self, fellow employees or the public. C. Negligent or willful damage or waste of public property. D. Refusal to comply with lawful orders or regulations. E. Insubordination. F. Deliberate, offensive language or conduct toward the public or fellow employees. G. Using, possessing, or selling alcohol or other intoxicants, or controlled substances,during duty hours or on County premises or other work sites where employees may be assigned, or using, possessing, or selling alcohol or other intoxicants, or controlled substances during non-working time in a manner and to an extent which impairs an employee's ability to perform his/her job or which affects the reputation of Weld County to the general public or threatens its integrity. H. Unexcused absence without being granted leave. I . Conviction of a serious crime (See Suspension for Charge with Crime) . J. Accepting bribes in the course of employment. 18 POLICIES AND PROCEDURES Section Personnel Policies InletSubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 19 K. Deliberate misstatement or a material omission in the application for employment. L. Falsifying sickness, or any other cause of absence. M. Dishonesty. N. Giving preferential treatment to individuals or groups. 0. Breach of confidentiality. P. Loss of suspension of driving privileges in those positions that require a valid driver's license. Q. Violation of any policy duly adopted by Resolution of the Board of County Commissioners of Weld County and set forth in the Weld County Administrative Manual, including, but not limited to, smoking in buildings and vehicles under the control of Weld County and Lobbying by Weld County employees . An employee observing misconduct should report the incident immediately to his Department Head/Elected Official. The Department Head/Elected Official is required to investigate the incident and report the results to the Board of County Commissioners. If misconduct did occur, appropriate disciplinary action will be taken. If the Department Head/Elected Official finds the reported incident was false and done with malicious intent, he will take disciplinary action against the employee reporting the incident. DISCIPLINARY ACTIONS Disciplinary actions are to be corrective in nature and are intended to provide reasonable means for correcting misconduct prior to resorting to dismissal. Disciplinary actions include warning, reprimands, suspension without pay, special review period, demotion and dismissal. Department Heads, Elected Officials or their designees may impose disciplinary • actions. However, Department Heads and Elected Officials are responsible for disciplinary action initiated by their designees. All County employees subject to the Personnel Policies are subject to disciplinary action for cause as stated above except that review, part time, and temporary employees may be dismissed 19 POLICIES AND PROCEDURES 1 ) i SfCt10i1 Personnel Policies WII'Dc. Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 20 without cause. At the time disciplinary actions are taken against an employee that are grievable, the Department Head/Elected Official is required to provide the employee a copy of the grievance section of the Personnel Procedures Handbook. DISMISSAL PROCEDURES Dismissal should be considered only after all attempts at progressive discipline (e.g. , verbal counseling, written counseling, suspension, special review period, etc. ) have failed. The exceptions to progressive discipline are incidents of severe misconduct. No dismissal shall be made unless and until the employee is given a pre-dismissal hearing. Notification of charges shall be prepared and presented to the employee . This statement of charges must include the cause(s) for possible dismissal and must include the time, date, and place of the scheduled pre-dismissal hearing. This procedure applies to full time employees only. The pre-dismissal hearing shall be scheduled the next working day after the receipt of notification of charges. The employee will be placed on administrative leave with pay until a determination of dismissal or retention is made. Attendance at the pre-dismissal hearing is limited to the Elected Official/Department Head, the immediate supervisor, the employee being considered for dismissal, and a representative of the Personnel Department. If the employee is represented by legal counsel, the Elected Official/Department Head may also have legal representation. The employee shall have the right to make statements to the Elected Official/Department Head which may rebut the charges stated in the notification of cause(s) for potential dismissal. This rebuttal may be presented orally or in writing. The pre-dismissal hearing shall not be a full evidentiary hearing. After receiving said rebuttal, and any other appropriate testimony or input, the Elected Official/Department Head shall, within one working day, render a determination as to whether the employee shall or shall not be dismissed. If the Elected Official/Department Head decides to dismiss the employee, then 20 POLICIES AND PROCEDURES .) s?{ / Section Personnel Policies WilkSubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 21 notification will be provided to the employee under separate letter. The notification of dismissal shall include the cause(s) which the Elected Official/Department Head determined at the pre-dismissal hearing to justify dismissal. If the Elected Official/Department Head determines that the employee shall be retained, the Elected Official/Department Head may,then elect to impose upon the employee any disciplinary measures short of dismissal. If the employee is dismissed pursuant to these procedures, he may exercise his right to grieve such dismissal without the necessity of complying with Steps A and B of the "Employee Grievances. " EMPLOYEE GRIEVANCES An employee who feels that the policies set forth in this manual are not being properly applied, or has any disciplinary action taken against him that results in termination, demotion, and/or loss in pay, is encouraged to have his grievance reviewed. The employee grievance procedure is as follows: A. All grievances must first be presented to the employee's immediate supervisor who will give the employee an answer within two (2) working days of the presentation of the grievance. B. If the employee is not satisfied with the supervisor's answer to his grievance, he may, within five (5) working days of receiving the supervisor's answer, but not to exceed fifteen (15) days from the date of the incident which is the subject matter of the grievance, appeal the supervisor's answer to the Department Head or Elected Official. Such an appeal should be presented in writing. The writing should state the nature of the grievance and explain the employee's position. The Department Head or Elected Official shall give his written answer within five (5) working days of the presentation of the grievance. Failure to submit a written appeal to the Department Head or Elected Official within fifteen (15) days of the incident which is the subject matter of the grievance as set forth above shall constitute a stale grievance and waiver of grievance rights for the incident. 21 POLICIES AND P ROCE D U R E S fl I t 114" 1 Section Personnel Policies Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 22 C. If the employee disagrees with the Department Head or Elected Official' s answer, he may file a formal written grievance with the Weld County Personnel Department within seven (7) working days of receiving the Department Head or Elected Official's written response. The written grievance must clearly state the employee's side of the case and must include the following: specifically what the employee is grieving, what the employee is seeking in the grievance, the specific facts as they are known to the employee, any documentation to substantiate the facts, and a summary of the answer(s) of the supervisor and Department Head or Elected Official. D. The Weld County Personnel Director will attempt to mediate the difference. If mediation fails, the Weld County Personnel Director has ten (10) working days from receipt of the written grievance to set a grievance hearing date and to notify the employee and Department Head or Elected Official of the hearing date. E. Weld County Personnel Grievance Hearing Procedures: 1. PRESENCE AT HEARING. a. Presence of Employee Involved. Under no circumstances shall a hearing be conducted without the personal presence of the employee who requested the hearing. However, an employee who fails to appear at such hearing, without good cause, as determined by the Hearing Officer, shall be deemed to have waived his rights to a hearing. b. Persons in Attendance. The Hearing Officer, the grieving party, plus one representative, the responding Department Head or Elected Official, plus one representative, a representative of the Personnel Department, the recorder, a County legal advisor, if required, and any witnesses, while giving testimony, are the only persons allowed to be present at such hearings. 2. POSTPONEMENTS AND EXTENSIONS Postponements of hearings and extensions of time of hearings may be requested by either party or his designated agent. However, the granting of such postponements or extensions shall be made only upon the 22 POLICIES AND PROCEDURES ; a ( Section Personnel Policies W IWillic Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 23 showing of good cause and is at the sole discretion of the Hearing Officer. 3. HEARING OFFICER The Hearing Officer shall be appointed by resolution of the Weld County Board of Commissioners. The Hearing Officer shall ensure that order is maintained and ensure that all parties to the hearing have a reasonable opportunity to be heard and to present oral and documentary evidence. He shall be entitled to determine the order of procedure during the hearing and shall have the opportunity and discretion to make all rulings on questions which pertain to matters of the conduct of the hearing and to admissibility of evidence. The Hearing Officer shall make a decision upon the grievance pursuant to Paragraph 11 below. 4. REPRESENTATION ' The grieving employee shall be entitled to be accompanied and represented at the hearing by an attorney or any other person of his choice. The responding Department Head/Elected Official, or other supervisor, shall also be entitled to have an attorney representing him at the hearing. 5. RIGHTS OF PARTIES a. At the hearing, each of the parties shall have the right to: 1) Call and examine witnesses. 2) Introduce exhibits. 3) Cross-examine any witnesses on any matter relevant to the issues. 4) Impeach any witness. 5) Rebut any evidence. b. If the grieving employee does not testify in his own behalf, he may 23 POLICIES AND PROCEDURES 4{` ^•' 11 t linSection Personnel Policies WIOftSubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 24 be called and examined as if under cross-examination. 6. PROCEDURE AND EVIDENCE a. The hearing shall be conducted informally and not subject to strict judicial or technical rules of procedure. A wide latitude in the manner of presenting the respective positions should be afforded the parties. Evidence presented at the hearing may include the following: 1) Oral testimony of witnesses. 2) Briefs, memoranda, or other related information. 3) Any material contained in the personnel files regarding the employee involved. , 4) Any other relevant material. b. Pertinent portion of the grieving party's personnel record shall automatically become a part of the hearing record. c. Each party shall, prior to or during the hearing, be entitled to submit memoranda concerning any matters being considered by the Hearing Officer. Such memoranda shall become a part of the hearing record. d. The Hearing Officer may receive and consider evidence not admissible under the standard rules of evidence, if such evidence possesses probative value commonly acceptable by reasonable and prudent men in the conduct of their affairs. e. The Hearing Officer may exclude unduly repetitious evidence. f. Objections to evidentiary offers may be made and shall be noted in the record. g. Where a hearing will be expedited and the interests of the parties will not be substantially prejudiced thereby, the Hearing Officer 24 POLICIES AND PROCEDURES 7-4: i ft , -s s Section Personnel Policies WISubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 25 may receive all or part of the evidence in written form. h. The Hearing Officer shall give effect to the rules of privilege as recognized by law. i. Documentary evidence may be received by the Hearing Officer in the form of a copy; however, upon request, a party shall be given an opportunity to compare the copy with the original. 7. SPECIFIC PROCEDURES OF THE HEARING a. The Hearing Officer shall announce the matter to be heard and shall determine whether all parties involved are present and whether all such persons are ready to proceed. b. Call the grieving employee to proceed with his case. 1) He shall give a short statement of the case, summarizing his position. The grieving employee shall specifically state what he is grieving and what relief is sought. 2) He may present witnesses on direct examination. The witnesses will each then be subject to cross-examination by the other party and may be questioned by the Hearing Officer. The employee may then question his witness on any new matters brought up on cross-examination. 3) He may introduce exhibits. c. After the grieving employee has presented his case, the other party is called to proceed and he shall present his case in the same manner as the employee. d. The employee may then rebut any matter brought out in the other party's case. e. The Hearing Officer may examine any witnesses, call any additional witnesses for examination, and request the submission of any exhibits. 25 POLICIES AND PROCEDURES a 'llei Section Personnel Policies WIDcSubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 26 8. BURDEN OF PROOF The grieving employee will have the burden of proving his position by a preponderance of the evidence. "Preponderance of the evidence" is defined as that evidence which is most convincing and satisfying in the controversy between the parties, regardless of which party may have produced such evidence. Colorado Civil Jury Instructions 2d, Section 3:1(4) . 9. RECORD OF HEARING A record of the hearing shall be kept that is of sufficient accuracy to permit an informed and valid judgment to be made by any person that may later be called upon to review the record and render a recommendation or decision in the matter. The method to be used for making the record may be accomplished by use of a court reporter, electronic recording unit, detailed transcription or by taking detailed minutes. The method of making the record shall be at the discretion of the Hearing Officer; however, if the Hearing Officer selects a method other than a court reporter and the employee requests that a court reporter be used, the employee shall pay the costs , of the court reporter. 10. RECESS, ADJOURNMENT, AND DELIBERATIONS The Hearing Officer may, at his discretion, recess the hearing and reconvene the same for the convenience of the parties and/or Hearing Officer. Upon the conclusion of the presentation of oral and written evidence, the hearing shall be declared closed by the Hearing Officer and he shall make his decision in accordance with the procedures stated in Paragraph 11 below. 11. DECISION OF THE HEARING OFFICER a. The Hearing Officer shall either grant or deny all or a portion of the employee's grievance. 26 POLICIES AND PROCEDURES <1:A114 Section Personnel Policies Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 27 b. The Hearing Officer shall put his decision in writing within five (5) working days after the final adjournment of the hearing. He shall then submit the written decision to the Personnel Department which will deliver copies of the same to the grieving employee and to the Department Head/Elected Official, supervisor, or other party opposing the grievance. c. The Hearing Officer's written decision shall include a detailed statement of findings and conclusions upon all of the material issues of fact, law, or discretion presented by the record, and the Hearing Officer's overall decision upon the grievance. d. The Hearing Officer's decision is final, unless timely appealed to the Board of County Commissioners pursuant to paragraph G. below. F. Any party who seeks to modify the decision of the Hearing Officer may appeal the matter to the Board of County Commissioners. To do so, the party must file a written notice of appeal with the Personnel Director within five (5) working days of receiving the Hearing Officer's decision. The notice of appeal must specifically state what part of the decision the party seeks to have modified and the reasons therefor. The notice shall not exceed five (5) pages in length. The party opposing the modification may submit a memorandum brief, but must do so within three (3) days of receiving the notice of appeal. Any such memorandum brief shall not exceed five (5) pages in length. G. The Personnel Director shall then transmit the Hearing Officer's decision, the notice of appeal, and any memorandum brief to the Board of County Commissioners for review. The Board may affirm the Hearing Officer's decision, modify it in whole or in part, or remand the matter to the Hearing Officer for further fact finding. A modification may only be made if, based upon the Hearing Officer's findings of fact, his decision is clearly wrong or is in excess of his jurisdiction, authority, purposes, or limitations as defined by Ordinance 118, as amended, and the procedures outlined in the Weld County Administrative Handbook. The Board may review the entire hearing record upon a majority vote of the Board. The Board of County Commissioners must decide the appeal within fifteen (15) days of the date the Personnel Director receives the notice of appeal. NON-GRIEVABLE: Employees cannot grieve a county policy that has been adopted by the Board of County Commissioners, even if they feel it is an unjust policy. 27 POLICIES AND PROCEDURES (11ti - • '(-- Section Personnel Policies hiDeSubject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 28 The County's policies are addressed and adopted in public meetings in the form of a County Resolution or Ordinance. All employees are encouraged to attend public meetings, on their own time, that involve them as taxpayers and employees, in order to voice their opinions. Employees/Department Heads working under the direct supervision of the Board of County Commissioners do not have the right to a grievance hearing before the Hearing Officer. They may grieve directly to the Board of County Commissioners. Employees cannot grieve performance evaluations. SUSPENSION AND TERMINATION FOR CHARGE WITH CRIME In the event an employee is formally charged or indicted for the commission of a crime, the County may suspend such employee, with or without pay, pending prosecution' of the offense. If an employee is found guilty of any crime by a court or jury, the County shall immediately suspend such employee without pay until his conviction shall become final and he has exhausted, or by failure to assert them, has waived all rights to a new trial and all rights of appeal. At the time such employee's conviction is final, the employee will be terminated. A deferred judgment and sentence upon a plea of guilty or nolo contendre shall be deemed to be a final conviction at the time the employee enters the plea and such plea is accepted by the Court. Should the employee who is suspended by the County, as provided in this section, be found not guilty in a state or federal court, either on appeal, original trial, or new trial, the County shall forthwith reinstate such employee and he shall receive his backpay, unless, during such period of suspension the employee resigned. In the event an employee resigned, he shall receive backpay only up to the date of his resignation and he shall not be reinstated unless otherwise provided in these personnel policies . For the purposes of this section, "crime" shall be defined as a felony or class 1 or 2 misdemeanor as defined by state law, or a comparable federal crime or crime in some other state. The term "crime" does not include petty offenses . In those positions requiring a driver's license, an employee may be suspended without pay upon knowledge by Weld County of an incident in which the license may be revoked or suspended. If the employee's license is not revoked or 28 POLICIES AND PROCEDURES 4 ),(j1 ' +� Section Personnel Policies W IIIIIIDe Subject Conduct, Disciplinary Action and Grievance Rights COLORADO Date 06/13/89 Page 29 suspended, the employee may receive back pay. If the license is suspended or revoked for any period, upon administrative hearing or upon conviction of a traffic offense or if the employee is determined by the Board of County Commissioners to be uninsurable, the employee will be terminated. GRIEVANCES IN PROGRESS UPON ENACTMENT DATE OF WELD COUNTY ORDINANCE 118-G Upon the effective date of this Ordinance 118-G, any grievance in progress which has not yet reached the Personnel Director pursuant to Paragraphs C. and D. of the Section entitled "Employee Grievances" shall be heard by the Weld County Personnel Hearing Officer pursuant to Paragraph E. of said Section. • 29 POLICIES AND PROCEDURES 411, 'we 'e Section Personnel Policies WID Subject Hours of Work, Shifts, Schedules, Overtime and Rest Periods COLORADO Date 06/13/89 Page 30 HOURS OF WORK, SHIFTS, SCHEDULES. OVERTIME, AND REST PERIODS WORK WEEK AND WORK DAY: All full time county employees will normally work a 40 hour week. Proper scheduling may require employees to work more (or less) than 8 hours in one day in order for a department to be more cost effective and to better serve the public. Normal hours are 8:00 a.m. to 5:00 p.m. , Monday through Friday; however, the hours may vary depending upon department needs. The normal work week begins at 0001 Sunday and runs through 2400 on Saturday. Departments have the option of establishing their own work week to fit their needs . This information will be provided to Personnel and Accounting. County employees are to report to assigned work sites in order to begin work at designated starting times. SHIFT WORK: Some departments are required to remain open 24 hours per day, 7 days per week: the Sheriff's Office, Ambulance, Computer Services, Buildings and Grounds , and Communications. Employees in those departments will be required to work the established shift during a 24 hour period. In an emergency situation an employee may be required to work more than one shift in a 24 hour period. ON CALL STATUS: To provide necessary county services, various departments, as a condition of employment, require employees to be on call. If compensation is required under the Federal Fair Labor Standards Act (FLSA) , appropriate compensation methods will be developed, at the request of the Elected Official/Department Head, by the Personnel Department and will be submitted to the Board for approval. EMPLOYEE FLSA STATUS AND WORK SCHEDULING: All Weld County employees will be classified in accordance with the Fair Labor Standards Act as exempt or non-exempt from the overtime provisions of the Act. Consult Personnel as to the FLSA status of employees. Each Department Head/Elected Official shall prepare a schedule designating the hours each 30 POLICIES AND PROCEDURES ;1 "y444 + 1-43 Section Personnel Policies WISubject Hours of Work, Shifts, Schedules, Overtime and Rest Periods COLORADO Date 06/13/89 Page 31 employee in his department shall work as well as the established work week for the department. Work by an employee at times other than those scheduled shall be approved in advance by the Department Head/Elected Official or, in cases of unforeseen emergency, shall be approved by the Department Head/Elected Official after the emergency work is performed. ACCRUAL AND COMPENSATION FOR OVERTIME: With the exception of the Sheriff's Department and Ambulance Services Department, all non-exempt employees who work more than 40 hours in their established work week will be compensated at one and one-half times their normal rate. Sheriff's Department and Ambulance Services non-exempt employees are covered under public safety employee criteria exemptions of the FLSA and contained in departmental supplements. A. All overtime will be approved by the Department Head/Elected Official in advance, except in emergency situations. No non-exempt employee shall receive compensation for overtime unless such overtime has been approved in writing by the Department Head/Elected Official as set forth above. B. All non-exempt employees are required to complete a time accounting sheet for each pay period. Pay cycles may vary but county pay periods will remain the 16th of the month thru the 15th of the next month, payable on the last working day of the month. Time accounting sheets will be submitted to Personnel for review prior to being submitted to accounting for filing. The time accounting sheet is not a pay document. Any exception to normal pay, e.g. , overtime, sick, vacation, military, worker's compensation, personal leave, etc. , will be annotated on a regular time sheet and attached to the time accounting sheet. The time accounting sheets, submitted to Accounting, will be retained for a three year period. COMPENSATION FOR OVERTIME WORKED A. Exempt Employees. Exempt employees, as classified in accordance with the Fair Labor Standards Act, receive absolutely no overtime. Weld County does not accept any responsibility to pay exempt employees for hours worked in excess of forty (40) during an established work week. 31 POLICIES AND PROCEDURES , t if ies, �� sWfI. .`ipr+, Section Personnel Policies WIa Subject Hours of Work, Shifts, Schedules, Overtime and Rest Periods COLORADO Date 06/13/89 Page 32 B. Non-Exempt Employees. Non-exempt employees, as classified in accordance with the Fair Labor Standards Act, accrue overtime at the rate of 1-1/2 times for all time worked over forty (40) hours in a normal work week. Non-exempt employees may be compensated for overtime worked as follows: 1. Compensatory Time. Compensatory time may be accumulated up to eighty (80) hours prior to any monetary payment for overtime being made. Supervisors are encouraged to reduce compensatory time earned in a pay period by allowing the employee to use it. Any compensatory time used is at the discretion of the Department Head/Elected Official and must be scheduled so as not to interfere with normal departmental workload. Upon termination of employment, any compensatory time not used (up to eighty (80) hours) for a non-exempt employee will be paid. See 29 C.F.R. , 553.20, 553.21 - 553.23. 2. Overtime Payment. All overtime earned by non-exempt employees will be paid if the accumulated compensatory time off exceeds eighty (80) hours at the end of a pay period. Example: If at the end of a pay period Employee "X" has eighty-two (82) hours accumulated compensatory time, Employee "X" will be paid two (2) hours. Overtime and compensatory time will be documented on the Time Accounting Sheet and the Employee Time Sheet. TIME WORKED: All time worked for non-exempt employees will be recorded and paid in accordance with the Fair Labor Standards Act. Questions regarding work time and the Fair Labor Standards Act should be addressed to Personnel. Any paid time not actually worked should not be counted for overtime compensation purposes, e.g. , sick, vacation, holidays, personal leave days, etc. MEAL HOURS: Employees working an 8 hour day may receive, as scheduled by the Department Head/Elected Official, 30 to 60 minutes for a meal. Time of day may vary based on shift schedules and as supplemented by departments. Meal time not taken may not be accumulated or used at the beginning or end of the day. Any break of 30 minutes or more duration shall not count towards time worked. 32 POLICIES AND PROCEDURES [f /3 4i ' Section Personnel Policies WIa Subject Hours of Work, Shifts, Schedules, Overtime and Rest Periods COLORADO Date 06/13/89 Page 33 BREAKS: At the supervisor's discretion, employees working 4 consecutive hours may be granted one 15 minute break if it does not disrupt work flow. Breaks not taken may not be accumulated or used at the beginning or end of the day or in conjunction with meal hours. 33 POLICIES AND PROCEDURES 4vi ' t Section Personnel Policies Subject Time Off COLORADO Date 06/13/89 Page 34 TIME OFF VACATION PAID VACATION: No annual leave is earned by temporary, part-time, seasonal, initial review period, or hourly paid employees. Department and Division Heads designated by the Home Rule Charter and the Board of County Commissioners do not accrue paid vacation. Employees in the initial review period will not accrue vacation leave during the initial review period. Upon successful completion of their initial review period, employees will be awarded 8 hours of vacation time per month of the initial review period. Employees may begin to take vacation leave at the completion of their initial review period. Vacations must be scheduled in advance with the employee's supervisor. Vacation shall not conflict with work requirements of the department. Annual vacation is earned on a monthly basis as of the 15th of each month according to length of County service as follows: Years of County Service Hours Earned Monthly Under 5 8 hours Over 5, but under 10 10 hours Over 10, but under 20 12 hours , Over 20 13.33 hours An employee cannot accumulate in excess of two times his annual vacation accrual. When vacation time is used in conjunction with a termination, the last day worked will be considered the termination date. Unused vacation will be payable upon termination. of employment. Official holidays occurring during vacation leave are counted as holidays, not as vacation. Illness and emergency closure days during vacation periods are counted as vacation days. Employees on shifts other than 8 hours (10 to 12 hours) will be awarded vacation at the rate of 8-hour's per pay period. Records will be maintained on an hourly basis. 34 POLICIES AND PROCEDURES 41:( 1.4si typti Section Personnel Policies tIlp Subject Time Off Date ate 06/13/89 Page 35 HOLIDAYS All full time employees working 32 hours or more per week will receive paid holidays. Dates will be established annually and will be published by resolution of the Board of County Commissioners. 1. New Years Day 7. Columbus Day (floating) 2. President's Day 8. Veteran's Day 3. Memorial Day 9. Martin Luther King Day 4. Fourth of July (floating) 5. Colorado Day 10. Thanksgiving Day 6. Labor Day 11. Christmas Day When a holiday falls on a Saturday, the preceding Friday will be taken off. When a holiday falls on a Sunday, the following Monday will be taken off. To be eligible for holiday pay, an employee must be on paid status the workday before and the workday after the holiday. No employee assigned to shift work shall receive a greater or a lesser number of holidays in any calendar year than employees regularly assigned to work during the normal work week. Employees working on an official holiday shall receive an in lieu day off with pay during the week. Persons on the 10-hour day, 4 day week work schedule will receive 8 holiday off hours in order to receive the same total holiday off hours as employees on an 8-hour shift. A day proclaimed a day of national/state mourning or celebration shall be treated the same as a holiday described above. PROFESSIONAL LEAVE Upon approval of the Department Head/Elected Official, a full time employee may be granted professional leave to attend professional and technical conferences , meetings, and training that pertain to an employee's current or expected duties . No more than the actual time needed, plus travel time, will be granted under professional leave. Professional leave must be arranged in advance with the employee's supervisor. 35 POLICIES AND PROCEDURES • "4t( "b� Section Personnel Policies WIIDe Subject Time Off COLORADO Date 06/13/89 Page 36 MILITARY LEAVE Any officer or employee who is a member of the national guard or reserve forces under state or federal law shall be given up to 15 days annual military leave without loss of seniority, pay, status, efficiency rating, vacation, sick leave or other benefits for all of the time he or she is engaged in training or service ordered by the appropriate military authority. If the employee or officer is required to continue in military service beyond the time for which leave with pay is allowed, he shall be entitled to leave without pay until he shall be reinstated following active service in time of war or emergency. This policy shall be in accordance with Sections 28-3-601 and 603, CRS. Copies of Orders should be submitted to the Department Head/Elected Official and Personnel two weeks prior to beginning of leave. MILITARY LEAVE AND REINSTATEMENT Weld County complies with all sections of Title 38 U.S. Code, Chapter 43, Veteran Reemployment Rights. For detailed information, contact the Personnel Department. MEDICAL LEAVE OF ABSENCE A request for a medical leave of absence without pay for illness , disabling medical condition, or disabling injury must be supported by a letter from the employee's physician to include an anticipated return date. Medical leave can only be granted by a Department Head/Elected Official after all accrued sick leave has been used. In cases where a medical condition would hinder job performance, the physician's statement should contain an understanding and approval of the type of work or specific duties of the employee. The Department Head must be notified in writing of the employee's intent to return to work and the date of return within two weeks of the anticipated return date and a confirmation by the employee's physician of the employee's ability to perform his normal duties. It is the intent of the County to return the employee to the same job and pay rate he held prior to going on medical leave. However, because of the nature of County business, it is not always possible to hold an employee's job open 36 [/) POLICIES AND PROCEDURES " 41wvii Section Personnel Policies Subject Time Off COLORADO Date 06/13/89 Page 37 during his leave. In those cases where a vacancy must be filled, the employee will be placed on a preferential recall list and be called when the opening for which he is qualified to perform is available. The duration of all medical leaves of absence normally shall not exceed 45 days unless extended due to medical circumstances and/or complications without a break in service. Vacation and sick leave will not accrue while on medical leave of absence. Medical leaves over 45 days will result in an adjustment of the employee's anniversary date by the time actually taken and an adjustment of vacation and sick leave and other benefit accruals. An employee may continue his participation in the insurance plans during medical leave if he elects to do so. In this case, all benefits of each plan will continue as if the employee was working, provided that the employee makes prior arrangements to remit the required contributions in advance of the period of coverage. An employee should discuss benefit coverage with Personnel prior to departing on leave. Use of vacation in conjunction with medical leave will be at the discretion of the employee if approved by the Department Head/Elected Official. Requests for additional time off not due to medical reasons will be treated as leave without pay according to the procedures of this manual. DEATH IN IMMEDIATE FAMILY. Leave of absence with pay because of death in the immediate family of a person in the County service may be granted full-time employees by the Department Head/Elected Official for a period not to exceed three days. Entitlement to leave of absence under this section shall be in addition to any other entitlement for sick leave, emergency leave, or any other leave. For purposes of this section "immediate family" means mother, stepmother, father, stepfather, husband, wife, son, stepson, daughter, stepdaughter, brother, sister, mother-in-law, father-in-law, grandparents , foster parent, foster child, or any other person sharing the relationship of in loco parentis. JURY DUTY Full time employees required to serve as a witness or juror during scheduled work time are entitled to paid leave. If the sum received for jury duty is less than the employee's salary, the County will reimburse the employee at full 37 J) Coe POLICIES AND PROCEDURES El Section Personnel Policies Subject Time Off COLORADO Date 06/13/89 Page 38 . salary upon receipt of all payment given the employee for jury duty. In order to be granted leave for jury duty the employee must submit a copy of the SUMMONS and all forms furnished by the clerk of the court relative to the time of service. Mileage allowances can be retained by the employee. CHILD CARE LEAVE When an employee adopts a child and requests leave to tend the child, the employee is not eligible for special leave and may not use sick leave. At the Department Head/Elected Official's discretion employee may use accrued vacation leave. LEAVE OF ABSENCE With the exception of a leave of absence for political candidacy, in accordance with Section 4-2 of the Weld County Home Rule Charter, employees may be entitled to a leave of absence without pay for good and sufficient personal reasons after exhausting applicable paid leave. Each case will be considered individually. Application for leave of absence must be made in writing and must be approved in writing by the Department Head/Elected Official before the commencement of leave. Seniority will not be affected if employee returns to work as soon as granted leave of absence period is over. Right of reinstatement shall terminate if the employee on leave engages in gainful employment. The maximum length of such leave of absence will be 90 days. This leave may be extended only with approval of the Board of County Commissioners and then only on written application giving compelling reasons. If an employee does not return to work on or before the agreed upon date or come to an agreement with management on an extension, the employee will be considered to have terminated his/her employment. ABANDONMENT OF POSITION If an employee fails to appear for work and fails to call in for three consecutive days without a reason acceptable to the County, he will be . terminated. 38 • POLICIES AND PROCEDURES its j a Section Personnel Policies Subject Time Off COLORADO Date 06/13/89 Page 39 CLOSURE OF COUNTY OPERATIONS In the event the County closes operations for facilities due to inclement weather or other emergencies, full-time employees scheduled to work will be paid. Employees required to work during such closure due to County needs shall not be paid any additional salary compensation or compensatory time off. An employee already on leave of any type on a closure day shall be charged for that leave day as if County operations were normal. An employee unable to be in attendance due to inclement weather or other emergencies when County operations and facilities are open shall be charged appropriate leave. PERSONAL LEAVE DAYS Personal leave is a privilege granted to full time County employees. Employees in their initial review period are not eligible. Each year, with supervisory approval, a full time employee may convert two (2) days of sick leave into two (2) Personal Leave Days. Personal leave days may not be carried over from year to year. The method of scheduling and the timing of Personal Leave Days is at the discretion of the Elected Official/Department Head. DEPARTMENT HEAD LEAVE: Department Heads do not accrue sick and vacation leave. Department Heads will schedule vacation leave with their supervisors. Department Heads may use up to six months of leave for an illness prior to commencement of long-term disability. Any extension over the six months must be approved by the Board of County Commissioners. 39 POLICIES AND PROCEDURES -ipc, Ito Section Personnel Policies Wille Subject Sick Leave COLORADO Date 06/13/89 Page 40 SICK LEAVE Sick leave is a privilege given to full time employees to be used in the following circumstances: A. When an employee is unable to perform his job duties because of illness, injury, or any other medically disabling condition. B. When the employee has medical, surgical, dental or optical examinations or treatment; C. When an employee is required to care for an ill member of the immediate family he may use accumulated sick leave up to 40 hours for any one illness or injury or until accommodations for care can be made. All regular full-time employees, with the exception of Department and Division Heads designated by the Home Rule Charter and the Board of County Commissioners, are eligible for sick leave 30 days after employment. Sick leave is accrued at 8 hours per month from date of hire with no maximum accrual limit. Accumulated sick leave is payable upon termination at h the hours of accumulated unused sick leave, not to exceed one month's salary. No accrued sick leave will be paid to employees who do not complete the initial review period. Employees hired after January 1, 1985 will no longer be paid for accumulated sick leave upon termination of employment. Employees are to report their absence(s) daily directly to their supervisor at the employee's regular starting time. Failure to report may be considered as cause for denial of paid sick leave for the period of absence unless the employee furnishes an acceptable explanation. Not calling in and obtaining an approved absence for three days is considered abandonment of job and constitutes a voluntary resignation. An employee may be required to provide a medical doctor's report of any illness for which sick leave is requested. Abuse of sick leave or excessive absenteeism can result in the loss of the privilege to earn sick leave or in other disciplinary actions up to and including termination. All regular full-time employees are authorized five sick leave occurrences per 40 POLICIES AND PROCEDURES Section Personnel Policies Subject Sick Leave COLORADO Date 06/13/89 Page 41 calendar year. A sick leave occurrence is defined as a minimum of one sick leave day, or a number of consecutive sick leave days taken at any one time. Employees who exceed the five occurrences are subject to disciplinary action, including, but not limited to, the revocation of all sick leave privileges as set forth in this section, suspension, leave without pay, and/or termination. SICK LEAVE BANK In order to provide a no cost, short term disability program for employees the County has established a Sick Leave Bank Program. The Sick Leave Bank is based on a voluntary contribution of eight "C(8) hours per member, per year. Employees who do not contribute to the Bank will not have the opportunity to take advantage of the Bank. Subsequent admission to Bank participation for new members shall be allowed only nn the first day of each payroll quarter following one year of regular full-time employment, i.e. , December 16, March 16, June 16, and September 16. All other eligible members who wish to join the Bank may do so during the first month of each payroll quarter. A. The Sick Leave Bank was funded initially by a contribution from each employee member of eight (8) hours of that employee's individual sick leave, which was deducted and credited to the Bank. For new members the same contribution will be made on the first day of the payroll quarter, following one year's employment. Following enrollment deductions, a new member has a waiting period of one quarter, or ninety (90) days, before applying for sick leave from the Sick Leave Bank. B. Sick leave days in the Bank are carried over from year to year and an additional contribution is required in January of each succeeding year while a member of the Bank. Hours donated to the Sick Leave Bank are not refundable. C. The Bank is administered by the Sick Leave Bank Governing Board. The Board is composed of five (5) members elected by the participants in the Bank and one (1) representative from Payroll and Personnel to serve as non-voting members. The following conditions govern the granting of sick leave days from the Bank: 1. Application forms are available through Personnel. Applications for 41 POLICIES AND PROCEDURES ',1J 1, Section Personnel Policies Subject Sick Leave COLORADO Date 06/13/89 Page 42 benefits from the Bank are made in writing to the Governing Board via the Personnel Department. 2. If a member is unable to make application for himself, the application may be filled out by a family member or other representative. 3. A medical doctor's statement specifying the nature of illness, the dates and medical service to the member, and the date of the patient' s expected release for return to work will be presented with the application. 4. The applicant must submit the request form to his Department Head/Elected Official for approval of time off. The Department Head/Elected Official approval must be obtained before the application is complete. The Department Head/Elected Official may attend the hearing with, or for, that individual to discuss any problems he may have with the number of sick days being granted. Applicant is entitled to be present or represented at the meeting during which his request is considered by the Bank Governing Board. 5. Bank days will not be granted until a member has used all of his individual sick leave days, vacation days, and any compensation time he has accumulated. 6. Not more than one hundred thirty (130) working days may be granted to one member in a twelve month period. 7. The Sick Leave Bank Governing Board cannot approve sick leave days to be granted to members in an amount that exceeds the number of sick leave days accumulated in the Bank. If the need exists, the Board has the option to assess a contribution of eight (8) additional hours from members to the Bank. Contributions of sick leave in excess of the amount stated herein cannot be accepted by the Bank. 8. Sick leave may be granted ONLY in cases of personal illness. This excludes use of the Bank for illness of family members. 9. The Sick Leave Bank is designed for use when a disabling illness occurs. 42 POLICIES AND PROCEDURES'ft6vaf, t Section Personnel Policies Subject Sick Leave COLORADO Date 06/13/89 Page 43 10. Any unused sick leave granted by the Board shall be returned to the Bank. D. Upon termination from the County a Bank member will no longer be eligible to draw sick leave time from the Bank. E. The Sick Leave Governing Board shall report the status of the Bank to the participants at the beginning of each calendar year. A quarterly report is made to the Board of County Commissioners. F. The Sick Leave Bank Governing Board assumes the full responsibility for the control of the Bank, and all decisions of the Board are final. G. If the program is terminated at any time, any hours remaining in the Bank shall be equally divided among the members at that time. 43 POLICIES AND PROCEDURES Section Personnel Policies 1111€ Subject Health and Safety COLORADO Date 06/13/89 Page 44 HEALTH AND SAFETY GENERAL Employees are required to comply with all safety rules and regulations. Failure to do so will result in disciplinary action and could result in a reduction in worker's compensation benefits if an accident resulted from failure to comply with said safety rules. If an employee has any questions concerning a department's requirements, the employee should contact his supervisor. Copies of the County safety manual are available in each department. REPORTING OF INJURIES If an employee is injured, even slightly, or suspects he has been injured, the employee must report this fact to his immediate supervisor at once. The supervisor will see that the employee gets first aid or, in case of a more serious injury, medical attention. To be eligible for worker's compensation benefits, an employee must be examined and treated initially by the established Weld County Worker's Compensation primary medical care facilities. These medical facilities will be designated under separate cover and posted in all work areas. An injured employee should inform the provider that the billing for the treatment should be submitted to Weld County Worker's Compensation Fund. The supervisor will complete an Accident Investigation Report and the injured employee will be required to sign it. The Employer's First Report of Accident Form must be submitted to Personnel within 24 hours of the accident. The Accident Investigation Report must be submitted to the Personnel Office within 48 hours. There are three reasons for these regulations: A. Employees seeking medical attention for job-incurred injuries , from doctors, other than those authorized by the County, may have to assume the cost of such treatment. B. Immediate treatment may prevent complications from developing, such as infection. 44 POLICIES AND PROCEDURES 44'/ ;a 33"�� ( Section Personnel Policies Subject Health and Safety COLORADO Date 06/13/89 Page 45 C. Prompt reporting of the accident which produced the injury will enable the supervisor to make a prompt investigation. The investigation he makes might reveal a hazardous condition or work practice which, if not corrected, could lead to a more serious injury. All County employees are covered by the State Worker's Compensation Act. It should be noted that Chiropractic services will not be paid unless medical referral is made by the attending physician. During any Worker's Compensation leave, a full time employee does not accumulate sick or vacation leave. Before any injured employee is allowed to return to work, a written release is required from his doctor stating that the employee will be able to assume full working responsibilities and duties. The injured employee must keep the Department Head/Elected Official and Personnel Department informed of his condition. Injured employees who can perform less demanding job duties may be assigned other duties, if available, by the Department Head/Elected Official after consultation with the Personnel Department. MEDICAL EXAMINATIONS Medical qualifications are realistic physical standards to assure that an employee is physically able to perform the duties required of the position. All employees must meet the medical standards for their specific position. Applicants for a position may be required to take an initial employment medical exam. An employee may be required to take a medical exam as a condition of continued employment if, in the judgment of the Department Head/Elected Official, the employee's health appears to be adversely impacting his job performance or the assigned duties could be detrimental to the health of the employee. The Personnel Department will schedule the medical examination as soon as possible once requested by the Department Head/Elected Official. An employee may be placed on administrative paid leave pending the medical examination results. All employee medical examinations requested by Weld County will be paid for by Weld County. Weld County will receive the results of the medical examination and will furnish the employee a copy upon request. RECREATIONAL ACTIVITIES Weld County does not sponsor any adult recreational teams or activities. Any sports injuries incurred by County employees are considered outside of assigned 45 POLICIES AND PROCEDURES 6911 ` Section Personnel Policies WII'oc Subject Health and Safety COLORADO Date 06/13/89 Page 46 county duties. Therefore, they are not covered by Workers' Compensation as job related injuries. • 46 POLICIES AND PROCEDURES 4fI " "Pti Section Personnel Policies WI�'P c Subject Education and Training COLORADO Date 06/13/89 Page 47 EDUCATION AND TRAINING EDUCATIONAL ASSISTANCE Weld County will reimburse an employee for tuition expenses up to $90.00 per term (quarter/semester) for job related courses that have been approved in advance. Funds for this program are limited to the amount budgeted each year by the County Commissioners. For this reason, reimbursement is on a first come, first serve basis, and must be approved in advance to commit funds to an employee. For an employee to receive such reimbursement, the following conditions must be met: 1. Must be a full-time employee at the time the class starts. 2. Must have an approved Tuition Assistance Request form prior to enrollment. (Forms are available in Personnel Department) . 3. Termination of employment will cause the employee to forfeit his rights to this assistance. 4. Books, supplies, and miscellaneous fees are not covered. 5. Employee must complete the course successfully, with a "C" grade or better. To receive payment, an employee must present the Personnel Department with a cancelled check or a receipt showing the amount of tuition paid, a grade slip proving successful completion, and the original copy of the approved Tuition Assistance Request form. Should the class attended by the employee be scheduled during normal work hours , it will be at the discretion of the Department Head/Elected Official whether time off from work, with pay, is allowed. In all cases any time taken off by the employee must be made up weekly or be charged as unpaid leave. SEMINARS AND CONFERENCES If an employee is requested by the County to attend a workshop, seminar, conference or other educational training program, the employee will be 47 POLICIES AND PROCEDURES q� 140i j� Section Personnel Policies WiI'Dc Subject Education and Training COLORADO Date 06/13/89 Page 48 reimbursed for the entire cost which includes registration fees, lodging, meals , and transportation. Claims for reimbursement should be made in accordance with the policies outlined in the Accounting Section of the Administrative Manual. No compensatory time will accrue to the employee while attending or traveling to a workshop, seminar, conference or other educational training program. In the event a department has insufficient budgeted dollars for certain seminars or conferences, the employee and department may negotiate a sharing of costs of the seminar or conference if agreeable to both the employee and Department Head/Elected Official. Attendance is at the option of the employee if cost sharing by the employee is agreed to by employee and Department Head/Elected Official. REGISTRATION AND LICENSING If an employee's job requires a license, certification or registration, the employee is responsible for obtaining it, keeping it valid, and presenting it to the County when requested. Associated costs are the employee's responsibility. Should such required license or registration expire or be revoked, it will be necessary to reassign, suspend, or dismiss the employee from duty unless and/or until the license, certificate or registration is renewed or reinstated by law. 48 POLICIES AND PROCEDURESl tli, won Section Personnel Policies WIiV c Subject Reimbursable Expenses Date 06/13/89 Page 49 COLORADO REIMBURSABLE EXPENSES With prior approval from the Department Head/Elected Official, interstate travel and other expenses for official County business will be reimbursed as follows : MILEAGE To be reimbursed at the rate established by Board Resolution. Travel between work and residence is not reimbursed. Interstate travel by privately owned vehicle will be paid at the established reimbursement rate not to exceed the cost of any public transportation to the same destination. PARKING Fees and tolls at actual expense when away from home office. LODGING At actual and necessary expense. MEALS At actual and necessary expense as approved by the Board of Commissioners. TRANSPORTATION Bus, train or air transportation at actual expense for whichever is available and most practical. Receipts must be submitted and vouchered by the Department Head/Elected Official to reimburse expenses. Employees travelling pursuant to externally funded programs shall be required to meet any and all Federal, State or other requirements for travel, meetings , training, lodging, meals and other costs when these issues are not specifically addressed in the Weld County Personnel Policies. 49 POLICIES AND PROCEDURES 6-414t ' Section Personnel Policies WISubject Reimbursable Expenses COLORADO Date 06/13/89 Page 50 OUT OF STATE TRAINING TRIPS If requested in the yearly budget, each department shall be allowed no more than 2 overnight out of state training trips. Each person attending a training meeting constitutes one trip. The person or persons attending training meetings shall be designated by the Department Head/Elected Official. Out of state overnight training trips, for which costs are reimbursed by grant or stipend, shall be exempted from this trip restriction during the budget year by approval of the Board of County Commissioners at one of its regularly scheduled meetings or any special meeting of said Board, on a case by case basis. County Commissioners are allowed one overnight out of state training trip per Commissioner per year for a maximum of 5 trips per year for the Board of County Commissioners. A $25 per diem, if desired, will be paid in advance for out of state trips to cover expenses for meals, car rentals, taxi fare, and parking fees. Lodging, air fare and registration fees will be paid in total through receipts turned into the Accounting Department, unless prepaid by a County warrant. Mileage shall be paid round trip by air coach or by automobile calculated at the rate set by Board Resolution, whichever is less expensive. If the county employee or Elected Official/Department Head is accompanied by their spouse, they will be responsible for the expenses of the spouse. Receipts must be submitted and vouched for by the Department Head/Elected Official for expense reimbursement. 50 POLICIES AND PROCEDURES (t'1 j a t `'o, Section Personnel Policies WilkSubject Miscellaneous Policies COLORADO Date 06/13/89 Page 51 MISCELLANEOUS POLICIES CONFIDENTIAL INFORMATION Because of the nature of County business, employees may have access to information of a confidential nature. This information should not be discussed except with authorized personnel. If any situation arises concerning confidential information which an employee has a question, the employee should discuss it with his supervisor immediately. Misuse or disclosure of confidential information obtained in the course of County employment could result in personal legal liability and disciplinary action, up to and including dismissal. Documents, including copies, generated in the course of County employment are the exclusive property of Weld County and are not to be used for personal use or retained in the permanent possession of an employee. SOLICITATIONS Except as where otherwise specifically authorized by the County, solicitations on County premises are subject to the following rules: A. Solicitations by Employees: Because of the disruption to business, no materials shall be distributed to and no solicitation lhall be made of any employee in any public area within the premises. Any solicitation must be confined to non-work and non-public areas and during non-working time. B. Solicitations by Non-Employees: Non-employees may not solicit on the County premises for any reason whatsoever. COUNTY STATIONERY FOR CHARITABLE SOLICITATIONS Weld County encourages its employees to participate in worthwhile community activities. However, the County believes that an employee's decision to support a charitable agency, cause, or other appeal is a private one and should in no way be influenced by an employee's position within the County. The use of County stationery for direct solicitation of employees implies support by the County and may be viewed by some employees as coercive. 51 POLICIES AND PROCEDURES egoic \,..0, r •' Section Personnel Policies WIiDc. Subject Miscellaneous Policies COLORADO Date 06/11/89 Page 52 The only appeal which has County approval and for which County stationery may be used for soliciting other County employees is the United Way Campaign of Weld County. COUNTY BLOOD DONOR PROGRAM Weld County, in conjunction with the North Colorado Medical Center Blood Bank, has established the Blood Donor Program for employees. All employees will receive notification of the blood programs approximately one month prior to the actual date. Interested employees may at that time sign up to donate blood. Employees will receive time off with pay to donate blood. Personnel on donor lists will be given time off with supervisory permission when called. REIMBURSEMENT FOR JOB INTERVIEW EXPENSES Travel and overnight lodging expenses may be paid for applicants identified for certain job interviews. Travel must be from outside a 100 mile radius of Greeley, Colorado. Prior approval of the Director of Finance and Administration is required. The only positions authorized for the above reimbursement are: Director of Health Services Director of Planning Services Director of Finance and Administration Director of Personnel Director of Information Services Director of Communications Director of Ambulance Services Director of Library Director of Human Resources County Attorney Undersheriff County Engineer Director of Social Services Comptroller A. Additional Positions: Additional positions may be added on a one time basis with approval from the Board of County Commissioners. B. Interview Expenses: All cost for interview travel will come from the budget 52 POLICIES AND PROCEDURES h a 't, Section Personnel Policies WISubject Miscellaneous Policies COLORADO Date 06/13/89 Page 53 of the department with the position vacancy. No additional funds will be allocated for this purpose. MOVING EXPENSES The Board of County Commissioners will approve moving expenses for Department Heads, Chief Deputies, and Undersheriff only on a case-by-case basis. OUTSIDE EMPLOYMENT An employee may engage in outside employment if there is no interference with assigned working hours and duties, no real or apparent conflicts of interest with assigned responsibilities, and if approved by the Department Head/Elected Official. EXCEPTIONS: When prohibited by the County Home Rule Charter or by Resolution of the Board of Commissioners. APPEARANCE/DRESS Each employee should choose the proper attire for his or her specific job. Certain areas of the county have specific safety requirements. An employee should check with his supervisor if he has any concerns regarding proper attire for the job. A supervisor may request proper appearance/attire of the employee. USE OF PRIVATE AUTO Some positions require, as a condition of employment, the use of the employee's vehicle in conducting assigned duties. Employees will be reimbursed mileage in accordance with the policy stated in the section in this Handbook entitled "Reimbursable Expenses-Mileage. " The County is not liable for damage which may occur to your vehicle while on County business. PERSONNEL RECORDS AND INFORMATION The Personnel Department is the custodian of all official personnel/payroll records for current and past employees of Weld County. The employee's file in Personnel will be the official file for all legal actions, employment references, or any other official inquiries. Colorado law requires that the files be restricted from access by anyone other than an individual who has a direct interest, i.e. the employee or his supervisor(s) . Each employee has 53 POLICIES AND PROCEDURES Section Personnel Policies Subject Miscellaneous Policies COLORADO Date 06/13/89 Page 54 access to his own records. The employee may authorize a third party access to his record with written authorization signed by the employee which specifies exactly what items can be accessed or released. Without additional signed authorization, Weld County will only confirm employment and length of employment with Weld County. Inquiries from prospective employers will be answered based on the final evaluation of the employee, of which the employee should have a copy. Other information will not be provided without the employee's permission. Changes in personal data (e.g. marital status, number of dependents, address , telephone number, benefit coverage) affect the employee's pay or employment. Therefore, it is most important that an employee report appropriate changes as soon as possible. An employee should check his personnel records annually to insure that they are accurate. CONFLICT OF INTEREST Per Section 16-9 of the Weld County Home Rule Charter, no County officer, member of an appointed board, or employee shall have any interest in any enterprise or organization doing business with Weld County which might interfere with the unbiased discharge of his duty to the public and the best interest of the County. This restriction shall not apply where the officer, member of an appointed board, or employee's department has no direct contact or business transaction with any such enterprise or organization. Specifically: A. No employee of the Central Purchasing Division shall have any interest in any enterprise or organization doing business with Weld County. B. Neither the Treasurer nor employees of the Treasurer's office shall have any proprietary interest in any financial institution in which the County maintains deposits. In the event a question arises as to possible conflict of interest between any County officer, member of an appointed board, or employee, and any enterprise or organization doing business with Weld County, the question will be presented to the County Council for review, investigation, decision and resolution. The judgment and decision of the Council shall be considered final and shall be made a matter of public record. 54 POLICIES AND PROCEDURES Section Personnel Policies Subject Pay COLORADO Date 06/13/89 Page 55 PAY INTRODUCTION Pay-for-performance is a system developed by Weld County to provide a method of paying people based on the quantity and quality of work performed. Department Heads , chief deputies of Elected Officials, the Undersheriff, and hourly employees do not participate in pay-for-performance as their salaries are set annually by the Board of County Commissioners. OBJECTIVES OF PAY-FOR-PERFORMANCE The system has been developed to provide equity, increase productivity, competitive compensation to employees, and to provide management with a resource to measure and reward performance. Objectives of the system include: A. Equity: To assure that all eligible employees have an opportunity to compete for and receive the rewards of the system. B. Productivity: To establish a system that rewards performance so as to increase productivity. C. Competitive Compensation: To assure that employees' compensation is competitive within the area. D. Manazement Resource: To provide management with a means to administer based on performance. PAY-FOR-PERFORMANCE CONCEPTS The pay-for-performance concept includes: A. Performance Based Compensation - To compensate employees for their performance based on established standards. 55 P O L I C I E S AND PROCEDURES rf/l , (, 7yf Section Personnel Policies WIDe Subject Pay COLORADO Date 06/13/89 Page 56 B. Prevailing Wage - To pay individuals the prevailing wage in the job market as determined by salary surveys. C. Upward Movement - To establish a system that allows for upward movement within it in order to reward employees for their performance. D. Downward Movement - To establish a system that allows for downward movement within it in order to reduce compensation for non-productive employees. E. Performance Appraisal - To provide a standardized tool to measure performance based on pre-determined standards. F. Learning Curve - The amount of time spent on the job to fully learn the tasks required and function at a proficient level. The Pay-for- Performance system recognizes a learning curve for all county positions . PAY STEPS A. Entry Step - Persons with training but little or no experience. Pay - 95% of job rate. B. Qualified Step - Persons with training and experience who exceed the minimum requirements for the classification. Pay - 97.5% of job rate. C. Proficient Step - Persons with training plus experience in a County department. Pay - 100% of job rate. D. 3rd Year Proficient Step - Persons who have completed 3 years in the same classification and have demonstrated sustained satisfactory performance at the Proficient Step as recorded through the appraisal system. Pay - 1021% of established job rate. E. 5th Year Proficient Step - Persons who have completed 5 years in the same classification and have demonstrated sustained satisfactory performance at the Proficient Step as recorded through the appraisal system. Pay - 105% of job rate. 56 POLICIES AND PROCEDURES 4 {'` ? + Section Personnel Policies finale Subject Pay COLORADO Date 06/13/89 Page 57 NOTE: The above pay steps would not correspond to time in classification if the incumbent was promoted into a higher step due to minimum 5% increase for promotions. KEY ELEMENTS OF THE PAY-FOR-PERFORMANCE SYSTEM Key elements of the step approach include: -- Five performance levels for employees (entry, qualified, proficient, third-year proficient and fifth-year proficient. ) Appraisals to be completed at predetermined time-frames. GRANDFATHERING The basic assumption was that no County employee would receive a decrease in • pay due to conversion to the Pay-for-Performance System. Therefore, upon conversion, any employee whose base salary was above the job rate was allowed to retain that base salary upon conversion December 16, 1982. The Board will address grandfathered employees' pay adjustments annually. MECHANICS OF THE SYSTEM A. New Hires: New hires will begin at the entry level step for the classification with one exception. An applicant may be hired at the qualified step if he exceeds the minimum standards for the classification as established by the class description and specifications. • When this occurs, the Department Head/Elected Official will submit the justification to Personnel to hire at the qualified level and request approval. This request must document the fact that the applicant's training and experience warrants the higher pay level. No commitment to hire at other than the entry level should be made to an applicant without written approval from Personnel. The practice of hiring at other than entry level is limited. B. Promotions: When a County employee is promoted to a higher level classification in the same classification series, he will be placed in the entry level step for the classification. Promotions will insure a minimum of 5% pay increase. In the event the promotion in the classification series is less than 5%, the employee shall be placed at the step which provides a 57 POLICIES AND PROCEDURES Aint� .. 'p' • Section Personnel Policies Whit Subject Pay COLORADO Date 06/13/89 Page 58 5% minimum increase. A six month promotional review period shall exist for the employee in all cases of promotion. 1. Employees who are promoted and the minimum 5% pay increase places them at the entry step will, upon satisfactory completion of six months, move to the qualified step. Upon satisfactory completion of six (6) months at the qualified level, employee will move to the proficient step. Movement to the three (3) year and five (5) year proficient steps will be in accordance with the performance steps for pay as stated in Paragraphs D and E in the above section entitled "Pay Steps. " 2. Employees who are promoted and, due to the minimum five (5) percent pay increase, are placed at the qualified step will, upon satisfactory completion of the six (6) month period, move to the proficient step. Movement to the three (3) year and five (5) year proficient steps will be in accordance with established rules for those steps. 3. Employees who are promoted and, due to the minimum five (5) percent pay increase for promotion, are placed at the proficient levels will move to the three (3) year and five (5) year proficient level in accordance with the normal movement to these steps. 4. Employees who are promoted and, due to the minimum five (5) percent pay increase for promotion, are placed at the three (3) year proficient step will move to the five (5) year proficient step in accordance with the normal movement to this step for pay as stated in paragraph E in the above section entitled "Pay Steps. " 5. Employees who are promoted and, due to the minimum five (5) percent pay increase for promotion, are placed at the five (5) year proficient step will only receive annual pay adjustment after promotion. 6. Employees who are promoted and, due to the five (5) percent pay increase rule, are placed outside of the five (5) year proficiency pay step will only receive a five (5) percent initial pay increase. They will then be placed in the Grandfather category and treated as such. Promotion during the initial review period is authorized under the following conditions: 58 POLICIES AND PROCEDURES Section Personnel Policies WII'DC Subject Pay COLORADO Date 06/13/89 . Page 59 1. That a legitimate vacancy exists. 2. That the promoted individual meets the full position qualifications. Individuals promoted during their initial review period will begin a six month review period from the effective date of promotion. Initial review status will apply until the employee's six month anniversary of hiring when vacation accrual will be awarded and may be used. When a position is determined to be mis-classified and is changed to a higher classification, the incumbent employee must qualify for the higher level position within one year. • The incumbent employee will be placed at the entry level step unless the former pay grade in the lower class is less than 5%. In the event the entry level is less than a 5% pay increase, the person will be placed at a step providing a 5% minimum increase. In no case will a reclass result in a pay decrease. In the event a position is downgraded, the incumbent employee's salary will be frozen until the pay table of the lower classification reaches his salary. The incumbent employee will be eligible to compete for bonuses. A promoted employee entering the classification at higher than the entry level due to the 5% minimum pay increase requirement will still have the promotional review period. Pay movement will be based upon the normal movement of the higher step. For example, an employee placed at the proficient step initially will not move to 3rd Year Level Proficient Level until he or she has been at that step for two years. If a County employee takes a new position in a class series other than his current series the employee will be hired at the entry level step of the new classification. (Example: Office Technician to Deputy Sheriff) . A voluntary demotion to a lower classification in the same class series by an employee will move the employee to the proficient step of the lower class, or the steps he held prior to promotion. 59 POLICIES AND PROCEDURES ►' a� Isi Section Personnel Policies Pay Sabeect 06/13/89 Page 60 COLORADO D PERFORMANCE STEPS FOR PAY A. Entry Step: New hires and normally promoted employees will begin at the entry step for the classification and will be paid 95% of the established job rate. After completing the first 90 days of employment, the employee will be evaluated against the established entry standards. Upon completion of 6 months of employment, the employee will again be evaluated but the evaluation will be against qualified performance standards. If the employee receives a satisfactory appraisal, he will move to the qualified step and receive a 21/2% pay increase. B. Oualified Step: The qualified step is 97.5% of the job. rate. The employee functions at. the qualified level and is rated against the standards for a proficient employee. After six months at the qualified level, and if the employee meets the performance or training standards for the qualified level, an evaluation will be submitted raising the individual to the proficient step. The pay will be 100% of the job rate. C. Proficient Step: The proficient step is the job rate for the position. While at the proficient level the employee will be measured against established proficient level standards. Evaluations will be completed every six months. D. 3rd Year Proficient Level: To be eligible for movement to this step, the employee must complete three years with the County in the same classification, except if promoted or demoted to this step, and have demonstrated a performance at the proficient level or above for the last two year period. Movement to this step is not automatic but a combination of performance and longevity in the classification. Pay will be at 1021% of the established job rate. Should the Department Head/Elected Official deny movement to the 3rd Year proficient step based on the employee's performance, the employee will be eligible for consideration of movement to that step every six months thereafter based on performance. E. 5th Year Proficient Level: To be eligible for movement to this step, the employee must have completed five years with the County in the same classification, except if promoted or demoted to this step, and has 60 POLICIES AND PROCEDURES /Cit-4, leiSection Personnel Policies tine Subject Pay COLORADO Date 06/13/89 Page 61 demonstrated performance at the proficient level or above for the last two year period. Movement to this step is not automatic, but a combination of performance and longevity in the classification. Pay will be at 105% of the job rate. Should the Department Head/Elected Official deny movement to the 5th Year proficient step based on the employee's performance, the employee will be eligible for consideration of movement to that step every six months thereafter based on performance. If at any time during employment at Weld County, the employee's performance drops below the proficient standards of the classification/position, the employee can be placed on a review period for a minimum of 90 days and maximum of 180 days, and reduced in pay to the next lower step or a 2#% reduction. If improvement is made at the conclusion of the review period, the employee can be returned to the proficient level and pay step occupied prior to the reduction. Department heads, chief deputies of Elected Officials, the Undersheriff, hourly or part time employees are not eligible for the pay increases cited in paragraphs A - E above. TRANSITION-FOR CURRENT EMPLOYEES Persons employed as of December 16, 1982 in Weld County were transitioned into the Pay-for-Performance system acdording to the following: Persons in the "A" step moved to the "A" or "Entry" step in the new system. Persons in the "B" step moved to the "B" or "Qualified" step in the new system. All persons in the "C" or above steps moved to the "C" or "Proficient" step in the new system. Persons who had completed three years with the County in the same classification moved to the "D" or "3rd Year Proficient" step and persons at the "D" step stayed at the "D" step. 61 POLICIES AND PROCEDURES -Di aft Section Personnel Policies Subject Pay COLORADO Date 06/13/89 Page 62 Persons who had completed five years with the County in the same classification moved to the "E" or "5th Year Proficient" step and persons at the "E" step stayed at the "E" step. Persons on steps above "E" were grandfathered (See section on grandfathering. ) Pay impact dates, i.e. six months, one year anniversary dates, 3rd and 5th year proficient level dates will remain on schedule for evaluations. Pay changes will take place on the appropriate hire or job class anniversary dates if the employee has met all other criteria for advancement, including any certification requirements established for the position as well as the employee meeting all classification and position specific standards. EVALUATIONS - PURPOSE Evaluations are management judgments about the behavior and effectiveness of employees. Assignments, advancements, reward, discipline, utilization, and motivation all depend ultimately on management judgments of employee performance. The objectives of evaluations are: A. Clarification of what is expected - that is, to develop standards of • satisfactory performance, setting forth what quality and quantity of work of a given type is acceptable and adequate for pursuing the functions of the organization. B. Fortifying and improving employee performance - by identifying strong and weak points in individual achievement, recording these as objectively as possible, and providing constructive counsel to each worker. C. Refinement and validation of personnel techniques - serving as a check on qualification requirements, examinations, placement techniques , training needs, or instances of maladjustment. D. Establishment of an objective base for personnel actions - namely, in selection for placement and promotion, in awarding salary advancements within a given level, in making other awards, in determining the order of retention at times of staff reduction, and in otherwise recognizing superior or 62 POLICIES AND PROCEDURES t ' j Section Personnel Policies WI•''� Subject Pay COLORADO Date 06/13/89 Page 63 inferior service. EVALUATION PROCESS All County employees will be evaluated against established standards every six months. Standards to be used are as follows: Standards Time Frame Entry After Completion of the first three months in the class. Qualified After completion of the first six months in the class. Proficient Every six months after successful attainment of qualified step. Highly Proficient Standards to be used to determine bonus award. PERFORMANCE EVALUATIONS DUE Performance evaluations are due on the following time schedules: A. Three months from date of hire: All new employees,whether hired at the entry or qualified level will receive a three month evaluation. Promoted employees and employees reclassified upward will also receive a three month evaluation. No pay increases will result from satisfactory evaluations but the Department Head/Elected Official should use this evaluation process to advise the employee of his progress during the first three months. Adverse evaluations at the three month period can result in termination of the employee any time during the three month period or extension of the review period. B. Six months from date of hire: All employees will receive a six month evaluation whether they enter County employment at the entry or qualified level. Based on the evaluation of the employee against pre-determined standards, the 63 POLICIES AND PROCEDURES t -+ \ Section Personnel Policies PaY UII, Sabeect t06/13/89 Page 64 COLORADO D Department Head/Elected Official will indicate whether the employee will move to the next pay step. Adverse evaluations at the six month period can result in termination of the employee or extension of the review period. C. Every six months: After completion of the first six months of County employment, employees will receive evaluations every six months. D. Upon termination: An evaluation will be required on every voluntary or non- voluntary termination. This provides a completed personnel file on each employee's performance. E. Special: Special evaluations can be done for praise or reprimand at the Department Head/Elected Official's discretion. F. Counselinz Form: Weld County Employee Counseling Form may be used when counseling employees. EVALUATION REVIEW/APPEAL In the event an employee disagrees with his evaluation, the employee has the right to appeal the evaluation to any additional reviewer or Department Head/Elected Official. The procedure is as follows: A. When the employee disagrees with the evaluation as written, he will so indicate by checking the disagree box in Section XIII. The rater will then give a copy of the evaluation to the employee with a written note as to the date their comments must be turned into the reviewing authority. The original copy of the evaluation will then be sent to the reviewer with a copy of the memo indicating date comments are due to the reviewer. B. When the reviewer receives the comments, he will evaluate all pertinent information available. The reviewer may concur with the evaluation as written or non-concur based on the employee's comments and his observation, etc. The reviewer will then change any rating factor by placing his initials in the box that best describes the rating for that element, and follow the same procedures for the overall evaluation. In the comment section, explain why the changes. C. The reviewer will review the evaluation with the employee and have the 64 POLICIES AND PROCEDURES Q � �a Section Personnel Policies NI•Pt° Subject Pay COLORADO Date 06/13/89 Page 65 employee initial and date the comments beside the signature box of the reviewer. The employee should indicate his concurrence or non-concurrence with the reviewer rating. The reviewer's review is final. The employee may not appeal the matter further. Evaluations are not grievable pursuant to the part entitled "Conduct, Disciplinary Action, and Grievance Rights" of this Handbook. PROCESS FOR UPDATING PERFORMANCE STANDARDS All classification and position specific standards will remain constant during each six month interval identified for bonus awards, i.e. , January 1-June 30 and July 1-December 31. Only mechanical changes will be made to the forms, i.e. , spelling errors, etc. Changes may be submitted and will be reviewed by Personnel along with the appropriate supervisor. If the changes are accepted, they will be entered into the standards in July and January of each year. The system will remain constant during evaluation intervals to assure that all individuals within a.classification are rated against the same standards. 65 POLICIES AND PROCEDURES h a {, : Section Personnel Policies Payroll WilDe : it ae06/13/89 Page 66 COLORADO PAYROLL PAY DAY Payday for regular County employees, including hourly employees, will be the last working day of the month. If payday falls on a holiday, employees will be paid the last regularly scheduled workday before the holiday. Pay periods are from the sixteenth (16th) of the month to the fifteenth (15th) of the following month. (Special job program employees are paid separately and their pay periods and paydays may vary. Therefore, participants in these programs should obtain payday and period information from the Human Resource Division. ) AUTOMATIC DEPOSIT Regular county employees' payroll checks are automatically deposited directly to the banking institution of the employee's choice. Deposits can be to savings or checking accounts. Forms are available in the Personnel Department to establish or change account routing to banking institutions. A statement of monthly earning will be provided each employee at the end of each pay period. TIME SHEETS Hourly employees are required to submit work-time records, accounting for all hours worked to their supervisor on the 15th and at the end of each month. MANDATORY PAYROLL DEDUCTIONS Federal Income Tax (FIT) : The Federal Government requires Weld County to withhold a certain percentage of an employee's pay to enable the employee to pay federal taxes due each year. The percentage amount withheld is based on the amount of wages and the number of exemptions claimed, as indicated on the employee's W-4 form. The number of exemptions claimed may be changed by the employee as he finds necessary. Contact Personnel for any changes. State Income Tax (SIT) : The State of Colorado requires mandatory deduction for state income tax. The amount taken out of an employee's pay is based on wages and the number of exemptions claimed on the employee's Federal W-4 form. Social Security Taxes (FICA) : This program provides old age, disability and 66 POLICIES AND PROCEDURES 144I otia Section Personnel Policies Subject Payroll COLORADO Date 06/13/89 Page 67 survivor benefits. The amount deducted from an employee's pay is based on total wages earned, and this amount is matched dollar-for-dollar by Weld County. All County employees except those belonging to the Public Employee's Retirement Association (Health Department employees) are required to pay FICA. Retirement: Weld County provides retirement benefits for full time employees (except Human Resources) through P.E.R.A. or the County Retirement system. A. P.E.R.A. - All employees of the Weld County Health Department are required to belong to the Public Employees Retirement Association (PERA) . Employee and County contribution are as determined by PERA through state legislation. Member employees should refer to pamphlet issued by PERA for details of the plan. B. County Retirement: All full time County employees, except those on P.E.R.A. and employees of H.R.D. , must belong to the County Retirement Plan. The employee must contribute 6% of gross earnings each month. Employee contributions are deferred from state and federal taxable income effective December 16, 1983. The County matches all contributions. Member employees should refer to the booklet provided by the Weld County Retirement Board and the by-laws of the Retirement Board for details of the plan. WAGE GARNISHMENT Garnishment of wages results when an unpaid creditor has taken the matter to court. A garnishment is a court order allowing for creditors to collect part of an employee's pay directly from Weld County. Although the County does not wish to become involved in an employee's private matters, the County is compelled by law to administer the court ordered garnishment. Government levies will be treated in the same manner as garnishments. A representative from the Accounting Department will contact the employee to explain the details of garnishment and how it affects wages. Employees are encouraged to resolve these matters privately to avoid County involvement in this mutually unpleasant action. VOLUNTARY DEDUCTIONS All voluntary deductions will be explained during new employee briefings and 67 POLICIES AND PROCEDURES (11/ -.) 01 'in Section Personnel Policies Win a Subject Payroll COLORADO Date 06/13/89 Page 68 other employee meetings. Documents concerning voluntary deductions are available in Personnel. Group Health Insurance: All full-time employees are offered comprehensive major medical health insurance at the current deduction rate for single or dependent coverage designated by the employee. Included in this coverage is a dental assistance plan. Employees wanting health insurance for all of their dependents will have a monthly payroll deduction taken from their pay at the current rate. Group health insurance becomes effective the first day of the month following the first full month pay period. In November of each year there is an open enrollment where employees may sign up for the Health Insurance Program. Eligible employees and dependents may enroll for benefits without evidence of good health at this time. Employees may elect to have premiums deferred from taxes. Details of the health coverage and summary of benefits are available in the handbook entitled, "Group Health Benefits for Covered Employees and Dependents of Weld County." Copies are available from the Personnel Department. Group Life Insurance: The County provides all full-time employees with twice their annual salary in Group Term Life, Accidental Death and Dismemberment Insurance. Employees may purchase supplemental term insurance as long as the amount does not exceed two (2) times their annual salary. Life insurance becomes effective the first day of the month following the first full month pay period. Employees may purchase supplemental life insurance for their spouse and dependent children. Spouse insurance can be purchased up to h the amount of Employee Insurance not to exceed $50,000. Dependent children insurance policies are available with a maximum coverage of $5,000. In November of each year there will be an open enrollment period where employees may change the amount of optional life insurance purchased. An employee may request supplemental life insurance coverage at any time provided he is qualified for the amount of insurance. If action takes place during a period other than open enrollment, the employee will be required to provide proof of insurability. Employees may elect to have premiums up to a maximum coverage of $50,000 deferred from taxes. Details of the group life insurance benefits are available in the handbook entitled, "Group Insurance Benefits-Weld County" . Copies are available from 68 POLICIES AND PROCEDURES j . I mini Section Personnel Policies Subject Payroll COLORADO Date 06/13/89 pale 69 the Personnel Department. Weld County Long-Term Disability Insurance: All full-time employees may qualify for Long-Term Disability Insurance. For qualified employees, the policy will pay 60% of an employee's salary. New employees eligible after their first full pay period. Insurance Coverage While on Unpaid Leave Status: If an employee on leave without pay desires to continue his insurance in force (Health/Life) , he is required to pay both the County portion and the employee portion in advance for the period of the leave. Colorado State Employees Credit Union (CSECU) : All Weld County employees are eligible to join the CSECU, which is independent of Weld County. Details of membership and benefits of CSECU can be obtained directly from the credit union. Credit Union savings and/or loan payments can be made via a payroll deduction. United Way: Voluntary deductions will be made for United Way contributions at the request of the employee. Parking: Employees using assigned County parking facilities in the Centennial Complex will have the authorized parking fee deduction monthly. Deferred Compensation: The Weld County Deferred Compensation Plans are available to all elected or appointed officials and full time County employees. Employee compensation may be deferred from state and federal income taxes in amounts not to exceed 25% of annual salary or $7,500 per year. A number of investment options are available with a minimum monthly employee contribution of $2500. The County has both a 457 and 401K plan. Accidental Death and Dismemberment Insurance: Available in single and family coverage in increments of $10,000 with a minimum of $10,000 and a maximum of $250,000 for County Employees, with the exception of Sheriff Office sworn personnel whose maximum is $100,000. PROCEDURE TO CORRECT PAYROLL ERRORS When an error in pay is identified by either the Department Head/Elected 69 POLICIES AND PROCEDURES 11 "j 1, +�y�;-- Section Personnel Policies Wilk SuDate eect Payroll COLORADO 06/13/89 Page 70 Official or the employee, they will notify the Personnel Department immediately so all the corrections can be made. It is the responsibility of the Personnel Department, Accounting Department, the Department Head/Elected Official and employee to review pay information monthly to assure accuracy and to report errors in a timely manner. Any over or underpayment must be identified to the Personnel Department for resolution. Should an error be discovered, Department Heads/Elected Officials or employees must notify the Personnel Department immediately so that all corrections can be made. All overpayments discovered will result in a collection action for the total amount. Retroactive pay for underpayment will be calculated up to a maximum of two pay periods prior to date of notification. SALARY POLICY Weld County strives to pay competitive and equitable salaries. To maintain this competitive position, Weld County participates in various salary surveys. Salaries are set by the Board of County Commissioners after full consideration is given to: - present pay rates compared to labor market competitors. The competitive job market may vary by job classification or specific jobs. ability to pay. benefit and supplemental pay policies. - supply/demand situation for personnel needs. - supply/demand situation in the labor market. employees' expectations. The salaries are established during the budget process annually to be effective with the January pay period (December 16 - January 15) . Salary levels of classifications once set by the Board are not adjusted during the fiscal year due to budgetary impacts. Once salary levels are adopted a pay table is distributed annually to all departments to inform employees. All employees and the public have access to the pay tables for information. 70 POLICIES AND PROCEDURES l, � 1 +tyi Section Personnel Policies Irak Subject Classification and Pay Plan COLORADO Date 06/13/89 Page 71 CLASSIFICATION AND PAY PLAN In accordance with Section 4-2 of the Weld County Home Rule Charter, the Board of County Commissioners has adopted a classification and pay plan. The plan is the foundation of a job-oriented career system. Position classification is the organizing of all jobs in the County into groups or classes on the basis of their duties, responsibilities, and qualification requirements of skills , knowledges, and abilities. Job classifications are a vital element upon which a pay structure is based and administered. The system allows Weld County to comply with the "equal pay for equal work" requirement. The principal uses and advantages of the classification and pay plan is listed as follows: A. Facilitating personnel objectives: 1. It provides a rational criterion for control of pay levels by making it possible to equate whole classes of positions with common salary ranges. 2. It reduces a variety of occupations and positions to manageable proportions so that recruitment, qualification requirements, examination, and selection can be made for whole classes of positions or more at a time. 3. It defines in objective terms the content of jobs (or what is expected) against which the performance of incumbents (how well it is done) can be measured. 4. It furnishes job information upon which the content of orientation and other in-service training can be based. 5. Although it does not of itself guarantee a good promotion and placement policy, it supplies a systematic picture of opportunities and position relationships, which is essential to an orderly promotion and placement procedure. 6. It provides a foundation for common understanding between supervisor and employee as to the job and pay, which facilitates employee-management 71 S �� s� POLICIES AND PROCEDURES I1 ^ Section Personnel Policies WIiDcSubject Classification and Pay Plan COLORADO Date 06/13/89 Page 72 relations and helps promote work-centered motivation. B. General aids to an organization: 1. By use of standard class titles, it establishes uniform job terminology. 2. It clarifies, by requiring definition and description of duties, the placing of responsibility in each position. 3. It provides an orderly basis for translating needs for positions into fiscal terms, thus facilitating budgetary procedures. 4. It provides information on job content that aids in the analysis of organization problems and procedures by bringing out points of duplication, inconsistency, and the like in the work process. C. Particular values in the public service: 1. It assures the citizen and taxpayer that there is some logical relationship between expenditures for personal services and the services rendered. 2. It offers as good a protection as has been found against political or personal preferment in determination of public salaries. POSITION/CLASSIFICATION SPECIFICATIONS All Weld County employees are placed in a classification series that identifies the position they are filling. A classification specification is available for all positions in Weld County in the Personnel Department. The specifications provide a broad statement of the class duties, supervision received, supervision exercised, examples of duties, minimum qualifications, education and experience required. The purpose of the position audit/reclassification is to insure consistency of pay structure, justify and provide for internal equity within departments, insure a policy of equal pay for equal work as required by law, and to provide consistent procedure for studying and evaluating positions in Weld County for 72 POLICIES AND PROCEDURES 1i ' i9 t e Section Personnel Policies Subject Classification and Pay Plan COLORADO Date 06/13/89 Page 73 the purpose of upgrading or downgrading those positions. Position audits for classification will only be a part of the annual budget process and will be considered annually along with other departmental requests, except positions which can be reclassified as a part of a sunset review process . An Elected Official/Department Head may request a special audit if one has not been done for a position within that department for at least one year. Position audits are not meant to judge the performance of the employee in the position. The purpose of the audit is to measure what the employee does , not how well the employee performs. The Elected Official/Department Head can initiate a job audit by submitting in writing to Personnel the justification for requesting such an audit. This request must be submitted along with the budget package. The request should include the specific changes that have occurred and the significance of these changes. Procedure. If the reasons for the request are adequate, the Personnel Department will respond by providing the department with a current job description and organizational chart. The Elected Official/Department Head will then provide the following to the Personnel Department: 1. The job description of the position being audited, with the proposed revisions. If there are no revisions the Elected Official/Department Head will indicate so on the copy of the job description. 2. The organizational chart, giving the existing approved reporting inter- relationships and marking in red the proposed changes. 3. A breakdown of the time spent on duties. For a simple example, a clerical position may be broken down as follows: 60% typing, 30% answering the phone, and 10% of time spent responding to the public. 4. A list of the additional duties and responsibilities that have been added. 5. A description of the new programs and/or functions in the department that prompted the additional duties or responsibilities. If the department has not added new programs and/or functions there should be 73 POLICIES ANOPROCEDURES )) maw Section Personnel Policies Subject Classification and Pay Plan W Date 06/13/89 Page 74 an explanation of why the department's current position classifications are not able to accomplish the same functions under the current classifications. 6. A specification of what inequities, if any, the Elected Official/Department Head believes may exist. Upon receipt of this information a representative from the Personnel Department will conduct an inquiry into the facts related to the position. This may include interviews of the Elected Official/Department Head, supervisor, and/or the employee currently in the position. An analysis and recommendation to the Board of County Commissioners will then be made. The Director of Personnel, Elected Official/Department Head, and the Director of Finance and Administration will have an opportunity to make comments and recommendations to the Board. The Board of County Commissioners will review this material and make a decision. If any of the above parties disagree with the decision, they may request a work session with the Board. The decision of the Board of County Commissioners at the time of the budget approval is final and may not be appealed through any means. Any approved reclassification shall be effective on the first day of the first payroll period of the new fiscal year and funded accordingly in the budget. 74 POLICIES AND PROCEDURES /Q , 4 ' Section Personnel Policies Subject Seniority, Reduction in Force and Resignation COLORADO Date 06/13/89 Page 75 SENIORITY, REDUCTION IN FORCE AND RESIGNATIONS SENIORITY Seniority is the precedence or priority due to length of service as a County employee. County seniority begins accumulating the day an employee begins employment as a full-time employee. Job seniority begins accumulating the day an employee starts a new position classification as a full-time employee. Each time an employee is promoted or downgraded to a new and different classification, his job seniority starts again. In a downgrade action, the employee will be given credit for time spent at the lower classification level, if he held it before promotion, as well as time spent in the higher classification. Loss of Seniority: Loss of job and County seniority occurs when an employee separates employment with Weld County. The only exceptions are as follows: A. If a former employee returns to County employment within 90 days and has not withdrawn his contribution from the retirement fund, he will only lose seniority for the time he was off the County payroll. B. If an employee is on military leave or on approved personal leave, no loss of seniority will occur. REDUCTION IN FORCE Temporary or permanent reductions in force (RIF) may be necessary because of circumstances such as workload changes, program changes, policy decisions, or funding reduction. Management reserves the right to choose which positions to eliminate if an overall reduction in force is not warranted. • A temporary layoff shall be so designated when it is foreseen (within reasonable limits) that the reduction in work force is on a non-permanent basis. A permanent layoff will be defined as a reduction in work force where conditions warrant and it is reasonably foreseen that the reduction will be long lasting. 75 POLICIES AND PROCEDURES ,( ^•' 4 Section Personnel Policies WineSubject Seniority, Reduction in Force and Resignation COLORADO Date 06/13/89 Page 76 A layoff notice, as a result of reduction in force, is an official, personal communication addressed to the employee and issued by the Personnel Department. The employee must receive the notice at least 10 work days before the date of his release. The notice shall inform the employee of his right to review the records on which the actions were based. A permanent layoff shall be treated as a regular termination. Employee benefits will be impacted in the same manner as described for a terminated employee in this Handbook. Reduction in Force Sequence: The sequence for a reduction in force will be on a departmental basis as follows: A. Temporary employees by seniority. B. Review employees by seniority. C. Full-time employees based on performance evaluations. D. If two or more employees have equal overall performance evaluations , then seniority will be the determining factor on terminations. The employee with the least job seniority will be terminated first. When possible, employees impacted by a reduction in force will be assigned to another job within Weld County if a vacancy exists and qualifications and job position are compatible with the employee. Every effort will be made to utilize their training and qualifications plus seniority. The Personnel Department will make best effort to assist employees who are affected by a reduction in force action in finding employment. RESIGNATION Employees are requested to notify their supervisor in writing as soon as possible of their intent to resign. As a matter of professional courtesy at least a two (2) week notice before date of resignation is a standard practice. Weld County Personnel Department should be the only contact for job references . Any reference provided by an individual other than Personnel will be considered a personal reference and the provider shall assume all liability for the 76 POLICIES AND PROCEDURES QEdj , ( :lift Section Personnel Policies IllikSubject Seniority, Reduction in Force and Resignation COLORADO Date 06/13/89 Page 77 information provided. All County employees who terminate their employment for any reason will be scheduled to meet with the Personnel Department for an exit interview and for all final actions of pay, retirement refund (County retirement plan or PERA) , insurance and returning of ID card, parking cards, etc. Final pay checks for terminating employees will be issued the afternoon of the day of the next regularly scheduled Board of County Commissioners meeting after the terminated employee's last day of work with the exception of those employees terminating the last seven working days of each month. Exception Process: To assure an accurate payroll run, employees terminating during the last seven working days of each month will have their paycheck for the current pay period direct deposited into their bank account. A handwrite will be processed for sick and vacation time and for the period worked in the next pay period. (Time worked after the 16th of each month. ) An employee terminating employment from the County, for whatever reason, who is not vested in the retirement program, will have his contribution only to the County Retirement Plan returned. Because all refunds must be approved by the Retirement Board, the employee's contribution will not be returned any earlier than thirty-one (31) days after his last day of work or date of application for refund, whichever is later, nor any later than ninety (90) days from the last day of work or date of application for refund, whichever is later. PERA members must apply for their PERA refund via the State PERA Office. PERA refunds normally take ninety (90) days from date of application for refund. RETIREMENT An employee entitled to retirement benefits from the Retirement Plan and desiring to retire must complete the following: A. The employee must call the Personnel Department to schedule an appointment to fill out required forms for retirement. When the employee calls for the appointment, Personnel will request the following information: 1. Last work day 77 POLICIES AND PROCEDURES ra t Section Personnel Policies WIa Subject Seniority, Reduction in Force and Resignation COLORADO Date 06/13/89 Page 78 2. Beneficiary 3. Birth date of beneficiary 4. Social Security number of beneficiary B. The Personnel Department will calculate retirement benefit under the different options offered. The employee will select an option and sign the "Application for Retirement Benefits" form. C. The Personnel Department will forward the "Application for Retirement Benefits" form to the Weld County Retirement Board to be approved for payment. D. The employee's department should forward the final change memo and related paperwork concerning the employee's retirement to the Personnel Department fifteen days in advance of retirement date. E. Retirements are effective on the first day of the month following the last day worked. 78 POLICIES AND PROCEDURES a4i ' t aim Section Personnel Policies WII Subject General Definitions COLORADO Date 06/13/89 Page 79 GENERAL DEFINITIONS Classification: A group of positions sufficiently alike in respect to their duties and responsibilities to justify common treatment in selection, compensation, and qualification requirements of skills, knowledges, and abilities. Classification Series: Classifications in the same career path or career ladder, e.g. , Office Technician I, II, III, IV, and Office Manager. Compensatory Time: Time off given to an employee for working in excess of 40 hours in one work week. Department Head/Elected Officials: For the purpose of this Handbook, Department Head and Elected Official are synonymous. Disciplinary Action: Personnel actions which may include warnings, reprimands, suspension without pay, review period, demotion, or dismissal. Full Time Employees: Full time employees work a 40 hour week and are paid a monthly salary, not including scheduled lunch periods, and are eligible for County benefits. Gender: Whenever the male gender is used, i.e. , he, his, him, it refers to male and female. Grievance Process: A mechanism developed to insure that employees have recourse from any unfair or capricious actions. Hourly Employees: Hourly employees do not receive, nor are they eligible for, any County benefits. They are. paid for hours worked only. Hourly Rate: An employee's hourly rate is determined by dividing the established monthly salary by 174 hours. (174 hours is the average number worked per month by full time employees. ) Incumbent: The employee occupying a specific position. 79 POLICIES AND PROCE D U R E S 4l� Section Personnel Policies Wine Subject General Definitions COLORADO Date 06/13/89 Page 80 Initial Review Period: The initial review period is the first six months of employment for all new County employees. Job Rate: The rate of pay for the proficient level on a monthly basis for a particular classification established by the salary survey and adjusted on an annual basis. Leave Without Pay: Time away from work approved by the supervisor, without pay. On Call: On call status is off duty time that an employee has stipulated to be reachable and able to report to work within a short period of time. Overtime: Overtime is the time an employee works in excess of 40 hours in one work week. Position: Certain duties and responsibilities which call for the time and attention of some individual; allocated to offices and departments through the budget process. Promotion Review Period: Each promotion or re-classification upward carries a new six month review period. Salary Survey: Salary comparison of comparable classifications performed each year with other employers to assist in the establishment of the salary for job classifications. Seniority: The precedence or priority due to length of service as a County employee. Worker's Compensation: Benefits paid pursuant to the Colorado Worker's Compensation Act. Work Week: The County work week begins on Sunday and ends on Saturday. Work Month: 174 hours is equal to a work month. 80 POLICIES AND PROCEDURES -�� ., Section Personnel Policies WineSubject General Definitions COLORADO Date 06/13/89 Page 81 In reading this Handbook, please remember that complete details of benefit plans or policies are not always included. If there are inconsistencies between the formal terms of a benefit plan and this Handbook, the actual terms of the plan or policy will be controlling. A complete copy of each plan document is available for your review in the Personnel Department. Weld County reserves the right to discontinue or modify any county program, benefit plan or employment policy without prior notice to employees. 81 IIRESOLUTION RE: COMMUNITY MATERNITY PROGRAM, WEEKEND AND HOLIDAY VISITS 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, Weld County has a Community Maternity Program contract with the ..: State of Colorado, requiring that home visits be made 24 hours after a mother and child are discharged from the hospital. WHEREAS, the Health Department has recommended that in order to accommodate this contract that nurses be paid $40.00 per weekend or holiday visit to fulfill the obligations of the Community Maternity Program and accommodate the patient in need of services on weekends and holidays NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County Colorado that nurses providing services under the Community Maternity Program Contract with the State Health Department be compensated $40.00 per weekend or holiday visit and that this amount be paid as an overtime compensation to nurses performing this services through the Personnel/Payroll System BE IT FURTHER RESOLVED by the Board of County Commissioners that the above authorization and rate of $40.00 per visit shall be in effect as long as the Community Maternity Program Contract with the State Health Department remains in effect or until further action by the Board of County Commissioners. The above and foregoing resolution was, on motion duly made and seconded, adopted by the following vote on the day of January, A.D., 1984. BOARD OF COUNTY COMMISSIONERS ATTEST WELD COUNTY, COLORADO -40‘faitt,a74,0VV.7.61 :1'41wHalekli Weld County Clerk and Recorder and Clerk to the Board Norman Carlson, Chairman BY: Jacqueline Johnson, Pro Tem Deputy County Clerk _. .._ ..__ __ .. — _." Approved as to form: Gene Brantner Chuck Carlson County Attorney John Martin 0 COUNTY OF WELD DIVISION OF FINANCE AMBULANCE VOLUNTEER STIPEND NAME: -_-- WORK PHONE: TOTAL STIPEND SHIFT SUPERVISOR DATE TIMES WORKED HOURS AMOUNT SIGNATURE TO TO TO I TO TO TO TOTAL AMOUNT CLAIMED: $40 Stipend payments for volunteer ambulance services in the total amount of $_ are hereby claimed as indicated for the above dates and times in accordance with the Weld County Commissioners' Resolution RE: Payment of Weld County Ambulance Services Volunteer Stipend dated March 14, 1983. I further understand the stipend payment is for my services as a volunteer and I am not an employee of Weld County nor am I entitled to any employment rights as a Weld County employee, to include salary, insurance, retirement, FICA, vacation, sick leave, unemployment insurance or any other benefits. Claimant's Signature Date DEPARTMENT HEAD'S CERTIFICATION: I hereby certify that this claim is in accordance with the Weld County Commis- sioners' Resolution Re: Payment of Weld County Ambulance Services Volunteer Stipend dated March 14, 1983, and is to be charged as per the attached voucher. Department Head's Signature Date S o a b u a J C th 1 d'I y c f� O V. cJ q a % ' I ll co O 4 6 v' Q P 2 V L P .. Y J q u C - H O m .c v c a N O fp V H VV , - 'c W •( •E w J .Oi Y 7 - c • - O j '', l] NO:'" a o o m I. o .>. u ° o u r. �d F 3 .6 m3 IV ti 2/ / Y r 44 Y o F 4 O .0 J P p C 10 J d h a O O N 0 01 y ,\ 'J i u w T EO . 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C w L vi C ]: O „ C O y ] y C .� u to t ry '> N Ip .0 u u .a y p pJ .a ] y d' 3• ,c c� ur ] > - 0 -C ] p C V a L C 0 p 2ti m 6 a u v' u O u C o H 3 Y ry C C 4 W •:':' >. 0 9 O ' O �.0. c C " 6 W V . u a 9 J C > a u O T v, vi a `, 3 C F U ti 4 u 4 V a y ti m g] CV V E, N N V 'w O a ti al 6 ~ 3 N o > a L 3a 6 a 'O :n u m O L W u a w u 1. C a c f ^U e is .y 3 u u u y u Y u T .yy '; d p Y 0V 't u 9 g id u u 0 f>. u u n 0 ] ti .4° 0 vi w N 9 6 9 0 E y LQ a .tai m cn 3 6 „ L O 9 V vdi y a L V 6 ] C V .] C ti N T n C 5C V T d > LJ1 d u L u 6 3 ✓ v O C > © 9 6 0 C O d 3 o u m IF d V nl J 4 u O v GO Y EO O .bi W W T _ a O c d b o b u G cc y m V 41 C 6 {-. O• ] .0 u w 0 a 4 • Y .0 Y O 6 O F. a '0 4 , M T ▪ 9 C 10 9 u y u c u F 9 3 O u .e U. N o c m c o W b N T a >, p 'C O 0• C vJ O .,< J .0 N u t 'F R C F m N >O co c N 0 0 • m .. 0 V N C V a > 0 :" d "' • m V —PON.� V K Y 6 y W m O 3. ,- " C u ] 0 N y 4 .c u 0 0 4 m V y N 6 q O 0 y a u 'y (•, b F' 4 u 3 O a u' .c u u N y „ .. 41 0 ,o ... v. • R 0 O ~ b 6- ¢• a V1 C C ,0 w to z rer- VQ1 4 3 to r--.' u t.> W LI ON .� u al y .� W ON Ou W N N n y� O W 41 N O 1'" T b y E. a 6 W u a W O N V. W y W 4 0 a xW P. W 0 u g u 3 Q a -� 3 3 N u ..1 3 J 3 9 3 „ 0 3 U N 3 C Y d Z V u_ L m ~ 0 a w0 4 3 U F .L N C 1 6 u 61 d d 3 a > - a N ° 0 � V) y 0 v 3 °a '0 1. Jr l MEmORAnDUilfl ��• To Robert H. Rhinasmith-Director of Cnmputeroate /� July 13, 1981 Center COLORADO From Dick Barrett. Director of Personnel Subject: Additional Coppensation for Team Leaders We have reviewed your request for additional compensation for team leaders in your department. As you are aware, Weld County has a policy to give additional ccmpensation for those employees who are given additional responsibility. Your requirement meets the high standards demanded for such compensation. Ensure that your employees recognize that when they no longer perform the additional duties, they will in fact lose the 10 percent pay increase they receive for the additional require responsibility. Please forward change menus to the Personnel Department for those affected. The beginning date should be June 16, 1981. If we can be of further help, please let us know. LRB/db • S BOULDER AND WELD COUNTIES DEPARTMENT OF COMPUTER SERVICES � ' . ��}}'� �� PHONE (303)356-4000 EXT.376O6 . 91510TH STREET o GREELEY,COLORADO 80631 • CO-. ORADO July 10, 1981 a: Dick Barrett, Weld County Personnel Director rom: Robert H. Rhinesmith, Director, Joint Computer Services .e: Team Leader Salary Differential o accordance with our discussion on July 9, 1981, it is requested that he following personnel in the Department of Computer Services who are designated Team Leaders be provided with a 10% salary increase: Mr. Ron Carroll Mr. Bill Geib Ms. Natalie Chlop Mr. Donn Ruby :r. John Roccaforte The 10% salary differential is due to the increased administrative, management, and personnel responsibilities associated with the position of Team Leader in the recent reorganization of the Department of Computer Services. It is understood that the 10% increase will be 10% of current class and step gross salary. If one of the above listed persons is relieved of the Team Leader position, that person shall have the 10% salary differential discontinued. The titles associated with the current classes shall remain the same in the personnel system. The title of Team Leader is solely internal to the Department of Computer Services ,incerely, / LL 1177///141144:4V r obert H. Rhinesmith Erector, Joint Computer Services HR/db E ORAfDUM 'Ilk Elected Officials and To Department Heads Date October 21 , 1983 COLORADO From Chuck Carlson, Chairman, Board of County Commissioners Subject: Change in Policy in Employee Performance Appraisal Review In order to achieve more consistency throughout the County with employee evaluations, we are now requesting that both copies of the evaluations, along with any attachments, be sent to the Personnel Department. Personnel will then send the copy, and copies of any attachments, directly to the employee. This policy will be in effect immediately and will be added to the Weld County Employee Handbook. r �� ,41 [1 10 (--7 1 4 4 j..C.i-rti ' Difgi .,:,;:i - I PIT r a- ll , 4 a To Thomas O. David pate April 4 , 1979 J � Weld County Attorney COLORADO From_ J. Robert Lowenbach, Assistant County Attorney _ sobject: Collective Bargaining for CountyEmployees In response to inquiries concerning an article in the Tribune on Saturday, March 31, 1979 , you asked me to research the issue of how County employees could organize into collective bargain- ing units and whether the County would be required to comply with the provisions of the Taft-Hartley Act or the Colorado Labor Peace Act, or any other Act providing for collective bargaining. I have deter- mined that there is no State or Federal legislation concerning the rights of public employees to engage in collective bargaining. The Taft-Hartley Act, 29 U. S . C. 152 (2) , specifically exempts States and political subdivisions from coverage under the act. Likewise, the Colorado Labor Peace Act, C.R. S . 8-3-101 et. seq. , (1973 , as amended) , specifically excludes the State and any political subdivisions of the State from the definition of employer in the Act. Further, the pro- visions of C. R. S. 8-2-101 et. seq. , (1973 , as amended) , which cover labor relations generally, do not apply to Counties . It is therefore my opinion that the Board of County Com- e missioners is under no obligation to recognize any group of employees as a collective bargaining unit . In addition, since the Taft-Hartley Act and the Colorado Labor Peace Act do not apply, the County is un- der no obligation to bargain in good faith with any employee, either individually or collectively. The Commissioners can act as they have in the past in seeking input from employees from their supervisors or at public budget meetings and determine the appropriate rate of pay for employees without resorting to collective or individual bargain- ing. The case of Greeley Police Union vs. City Council , 553 P. 2d 790 (1976) , is not applicable to this area except insofar as that case prohibits the County from submitting to binding arbitration. In the Greeley case , the City Charter amendment provided for a collect- ive bargaining system which included the concept of binding arbitra- tion. The Court found that while binding arbitration was an improper delegation of the budget--setting authority of the City,, the concept of collective bargaining, since not pre-empted by the State, was a matter which the City Charter could provide for. Counties , since they can act only in those areas where specifically authorized by the Constitution or by statute, would not be empowered to enact an Ordinance providing for collective bargaining inasmuch as that power has not been specifically authorized. Sincerely, • AT:frau\_,0_....,..._yzik,c.2.c J. Robert Lowenbach JRL/lsb / cc : Dick Barrett, Personel Director y0 D "I] : e DATE : June 24, '.980 TO: All Personnel �� FROM: Undersheriff Rick C. Dill /�l'43 RE : Fraternization • PURPOSE: To minimize the potential for a security breech pertaining to inmates housed within the Jail Facility, certain documents and records requiring protection and administrative p) ,LeCures by law, and site security for computer input and output de- vices including CCIC and COSIN. S Effective immediately, no employee of the Weld County Sheriff' s Office shall fraternize with persons presently or formerly held on felony charges or per- sons identified as members of a known, active criminal element within the area. Fraternization shall mean contacts outside of normal job perimeters to include, but not limited to, the posting of bonds, efforts to obtain special consideration in the Courts, dating, and other forms of social activity wherein a reasonable member of the community could identify employees of this office in personal contact with present or former inmates or a member of the criminal element. - Violation of this order shall result in disciplinary action up to and incluein_ termination. echtt ti EECIL ORDERS DATE : JANUARY 3, '_°7c TO : A i PERSDNN=1 FROM: SHER:FE H =0_D L. ,-:D=EWS RE : FERSONE'_ OFFICE - W.C.S.O. PURPOSE: TO CONSOLIDATE THE DEPARTMENTAL PERSONNEL FUNCTION IN ORDER TO COMMJNICATE MORE EFFECTIVELY AND EFFICIENTLY WITH THE COUNTY PERSONNEL DEPARTMENT. 4 PROCEDURE: 1 . AN EMPLOYEE WILL DETAIN PERMISSION FROM THE APPROPRIATE IMMEDIATE SUPERVISOR TO CONTACT THE SHERIFF'S PERSONNEL OFFICER WHEN A PROBLEM OR QUESTION RELATED TO PERSONNEL ARISES AND CANNOT BE RESOLVED AT THE SUPERVISORY LEVEL. 2 . FR03LEMS OR QUESTIONS WILL BE STUDIED AND POSSIBLE SOL'UTION'S DISCUSSED BETWEEN THE EMPLOYEE AND THE SHERIFF' S PERSONNEL OFFICER. IF THE PROBLEM OR QUESTION CANNOT BE RESOLVED AT THIS LEVEL, THE SHERIFF ' S PERSONNEL OFFICER WILL GIVE PER- MISSION TO THE EMPLOYEE TO CONTACT COUNTY PERSONNEL. 3. AN EMPLOYEE MAY THEN CONTACT COUNTY PERSONNEL DIRECTLY TO ATTEMPT TO CORRECT PROBLEMS AND ANSWER QUESTIONS AFTER GAIN- IN; THE PERMISSION OF BOTH THE IMMEDIATE SUPERVISOR FCC THE SHERIFF' S PERSONNEL OFFICER WHEN THE QUESTION OR PROBLEM CANNOT BE RESOLVED WITHIN THE DEPARTMENT. S B- tj /20 tit at ��/l () RE: OUTSIDE SPECIAL POLICE DUTY I, PURPOSE To establish rules and regulations for performing outside (not to be confused with Secondary Employment) special police duty assignments. II. GENERAL REQUIREMENTS AND LIMITATIONS A. Departmental 1. Deputies may be permitted to perform special police duties during off-duty hours, provided such special duty will not interfere with the efficient performance of their regular employment. 2. Personnel requesting permission to engage in off-duty uniformed employment must be Certified Sheriff's Officer as evidenced by CLETA Certificate, must be currently qualified with their duty weapon, and must have completed probation. 3. The primary duty of deputies assigned to outside special duty assignments shall be to enforce ordinances and State laws and to prevent actions that would jeopardize the safety of any person. 4. Requests for the employment of off-duty deputies, regardless of the source, shall be reviewed for scope, purpose, and manpower needs and approved by the Undersheriff before the request is posted for sign-up by interested officers. a. Deputies will not be permitted to accept off-duty assignments in any private business establishment that sells liquor or alcoholic beverage as its primary product. (This includes dances, receptions, private parties, etc.) b. Deputies working off-duty in any public owned establishment where liquor or alcoholic beverage may be sold will be in uniform unless there is expressed permission given by the Sheriff or his designee. 5. Requests for off-duty deputies shall be posted to give all qualified deputies an opportunity for off-duty employment on a first come basis. �• a. Occasionally specific deputies are requested to work a particular function; such request will be honored when possible. 6. Deputies shall not be permitted to work in a municipality that provides law enforcement until the Chief of Police has made the request or authorized deputies to work in his community off-duty in uniform. 7. A basic fee of $15.40 per hour per deputy will be charged for outside special duty assignments. The Sheriff's Office will be responsible for collecting the fees from the user; the Personnel Department will be responsible for preparing vouchers for payment to the individual deputies for the time worked at the hourly pay rate of $12.00 per hour. 8. Compensation Calculations (see attachment) B. Deputies. 1. After a deputy has signed up for an assignment and because of some emergency cannot work an assigned detail, it will be his/her responsibility to obtain another deputy to fill the assignment. 2. Deputies shall familiarize themselves with all ordinances and state laws that may apply to the function they will be working as special duty assignment of officers. 3. Deputies working special details shall report for duty at the assigned time, making contact as soon as possible thereafter with the person in charge of the function, i.e. school principal, owner, business manager, etc. , to obtain instructions and other information. a. A deputy's time for pay starts at the assigned time established when the request was made or on arrival at the location, if after the designated time; it ends when the function being policed ends at the site. b. A deputy shall be guaranteed a minimum of two (2) hours pay. 4. Deputies working outside special duty assignments shall be subject to the direction of the supervisors on-duty. Special duty deputies are encouraged to ask for the advice and guidance of these supervisors in all circumstances or incidents in question. If more than six (6) deputies are required for the assignment, a supervisor shall be hired at the hourly pay rate of $18.60 per hour out of which the supervisor shall be paid $15.00 per hour. 5. Deputies shall cover the entire premises if necessary, giving special attention to those areas which are potential trouble spots in the judgment of the hiring authority and deputy. 6. Deputies working a special detail will be bound only by their police authority for the enforcement of ordinances and laws of the city and State. Acting in such capacity, when a person's conduct threatens a Breach of Peace or similar law violation, the deputy may intervene to quell the violation and make arrests if necessary, but his authority does not extend to the enforcement of rules made by and/or in the interest of the management. a. Officials of the hiring authority in these cases will be asked to give support to deputies in being witnesses or signing complaints, if that should become necessary. b. When working a special detail for a school, school officials will designate certain school personnel to control student behavior to the limits of their ability. When these officials are confronted with resistance or refusal to conform, deputies may assist to prevent violations of law. c. The enforcement of rules and regulations which are made by the hiring authority which are not violations of the law shall be the responsibility of management. d. Deputies shall give all possible help, within the framework of the law, to assist sponsoring officials in maintaining order. 7. When the assignment is completed, assigned deputies will have the person in charge sign the Special Police Duty Form and complete a Wang Timesheet form which will be turned in to be forwarded through channels for processing. 8. Officers failing to show up for an assignment or reporting late shall be subject to disciplinary action as designated by the Sheriff. S. III. SPECIAL POLICE DUTY FOR CONTRACT TOWNS A. Departmental 1. To be eligible to work special police duty for contract towns, deputies must not be on probation, except on rare occasions, must be CLETA certified, must be a Deputy II or above, must presently be assigned to Field Operations Department, must be currently qualified with his/her duty weapon, and must have a standard or above on his/her last evaluation. 2. Final consideration for selection of deputies to work contract towns will be based on past work performance, recommendation by his/her supervisor, and approved by the Field Operations Commander. 3. The primary duty of deputies assigned to work contract towns shall be the enforcement of town ordinances and State statutes, and to prevent actions that would jeopardize the safety of any person. 4. A basic fee of $15.40 per hour per deputy will be charged for contract towns. The Sheriff's Office will be responsible for collecting the fees from the user; the Personnel Department will be responsible for preparing vouchers for payment to the individual deputies for the time worked at the hourly pay rate of $10.00 per hour. 5. Compensation Calculations (see attachment) B. Deputies 1. After a deputy has been assigned to serve a contract town and because of some emergency cannot work the assignment, it will be his/her responsibility to obtain another deputy to fill the assignment. 2. Deputies shall familiarize themselves with all town ordinances and State laws that may apply to the town they are working. 3. Deputies working contract towns shall report for duty at the assigned time. a. A deputy's time for pay starts at the assigned time established or on his/her arrival at the location if after the designated time. '• b. Deputies will advise Dispatch when they are starting and terminating contract services. 4. Deputies working contract towns shall be subject to the direction of the supervisors on duty. Deputies are encouraged to ask for the guidance and advice of the supervisor in all circumstances or incidents in question. • 5. When the assignment is complete, assigned deputies will complete a DEAR and Wang Timesheet form which will be turned in to be forwarded through channels for processing. 6. Officers failing to show up for an assignment or reporting late shall be subject to disciplinary action as designated by the Sheriff. IV. THIS PROCEDURE IS TO BE USED IN CONJUNCTION WITH ALL RELEVANT EXISTING SHERIFF'S OFFICE ORDERS, POLICIES, PROCEDURES, RULES, AND REGULATIONS. APPROVED BY: SHERIFF I have read and fully understand this Order. Signature Date OUTLINE/502 S S, COMPENSATION CALCULATION DEPUTY SUPERVISOR . 18 Workmen's Comp. . 18 .16 Liability Insurance . 16 .43 Uniforms & Equipment .43 .81 F.I.C.A. 1.01 12.00 Hourly wage 15.00 13.58 16. 78 1.82 Administration Costs 1.82 $15.40 $18.60 MEMENIMMIMMINIMMina S �� a A ? A'U vt /y/f 3 N SECONDARY EMPLOYMENT I. Purpose To establish procedure relative to holding secondary employment. II. How permitted A. Members shall devote their primary attention to police duties and are expressly prohibited from engaging in any other employment without the written permission of the Sheriff or his designee. Prior to engaging in any outside business or employment an employee must obtain authorization to take a secondary job. (Not to be confused with off-duty police assignments) . 1. The employee desiring to engage in secondary employment must submit a written request through channels to the Sheriff or his designee to obtain authorization. 2. The request will specify the name of the employer and his company, a description of the nature of the work performed by the company, the specific duties to be performed by the requesting employee, location where such duties will be performed, and the hours the employee will work. 3. The applicant's immediate supervisor, unit commander, and division commander will review the request for permission to perform secondary work. Each shall endorse the request, recommending approval or disapproval and forward it upward to the Sheriff or his designee for his review and approval or denial. 4. A copy of the request and the action taken will be returned to the applicant, one copy will go into the applicant's personnel file in the Sheriff's Office. 5. The applicant 's approved copy of the request for secondary employment will serve as his or her authorization (permit) to accept secondary employment. 6. The authorization is valid for a period of one (1) year and will expire one year from the date the document was signed by the Sheriff or his designee. • 7. The approved request authorizes only such work as is specifically designated in the request. Any other employment such as a change of employer, or if conditions of employment change, such as a change in company ownership, change of location of employment, or a change in the type of work being performed, requires the submission of a new application. III. Probable cause to deny authorization A. Any applicant whose sick record indicates the lack of strength necessary to sustain both departmental and secondary employment. B. Employees on probationary status may not, except on rare occasions, be allowed or permitted to partake in a secondary job. This is done to determine the true performance capabilities of the individual on probation without having other work responsibilities interfere with his/her efficiency. C. Employees will not be permitted to accept secondary employment in any establishment selling liquor or alcoholic beverage as its primary product. D. Employees shall be permitted to participate in secondary employment for a total of but not to exceed sixteen (16) hours in any one calendar week (Sunday through Saturday) without submitting a work schedule or having the work hours approved. If more than sixteen (16) hours is requested a work schedule must be submitted for review and approved or disapproved. E. Employees shall not work for bail bonding agencies, guard services, collection agencies, attorneys, private investigative firms, or insurance companies as an investigator. IV. Authorization renewal A. If a renewal is desired and if the conditions indicated in the original application for permission to engage in secondary employment remains unchanged, a memorandum requesting renewal of the authorization shall be forwarded through channels to the Sheriff or his designee with recommendations being noted at each level thereon by supervisory and command personnel. 410 B. Request for renewals must be submitted prior to the expiration date of the authorization. If the authorization has expired, the -2- • - M applicant desiring renewal must submit all the data requested pursuant to Part II of the procedure. V. Requirements of the employee engaged in secondary employment A. The primary duty, obligation, and responsibility of an officer, a member, or an employee is at all times to the Department. 1. Members, while engaged in secondary employment, shall at all times take or cause proper action as provided by departmental policy, rules, or regulations on any offense or condition which normally would require police action. 2. Any member who fails to maintain acceptable departmental performance and strength will have his or her authorization to hold secondary employment revoked. 3. Members incurring any injury while employed off-duty shall be responsible for reporting such injury to the State Division of Labor or to the insurer of his secondary employer. Such report shall not be made through the Sheriff's Office. All such injuries shall be considered by the Sheriff's Office as an injury not in the line of duty and the employee's absence shall be deducted from his or her sick leave. 4. The foregoing provisions for secondary employment shall not relieve any member of the Department from the responsibility to be available and respond to a call for active duty (police) at any hour. 5. Members accepting any secondary employment or engaging in a self-employed activity for other persons, without approval, shall be considered in violation of Departmental orders and subject to disciplinary action. 6. When on-call or staff duty, off-duty employment will not be permitted if it could interfere with on-call or staff duty assignments. VI. Supervisory responsibilities A. It is the duty and responsibility of supervisory personnel to know when a subordinate is engaged in secondary employment and if he has • or has not obtained proper authorization to perform such activity. When applicable, appropriate action shall be taken by the supervisor to secure compliance with this order. -3- a 1. Reference shall be made in the performance evaluation reports on the employee, if holding secondary employment has or has not affected the employee's primary job performance for the period being evaluated. VII. THIS PROCEDURE IS TO BE USED IN CONJUNCTION WITH ALL RELEVANT EXISTING SHERIFF'S OFFICE ORDERS, POLICIES, PROCEDURES, RULES, AND REGULATIONS. APPROVED BY: SHERIFF I have read and fully understand this Order. Signature Date OUTLINE2/SO2 S -4- L ' • GEOGRAPHICAL INFORMATION SYSTEM Table of Contents Latest Revision Date: May 19, 1997 Page MISSION STATEMENT 2 ROLES AND RESPONSIBILITIES 3 SPECIFIC DUTIES AND RESPONSIBILITIES: Board of County Commissioners 5 Governance Committee 6 Users Technical Users Group 9 • GIS Division 10 GIS GOVERNANCE 14 GIS SYSTEM PRODUCTS AND SERVICES 23 • • 1 u. Y• . MI'ISTRTIE MANUAL GEOGRAPHICAL INFORMATION SYSTEM DEPARTMENT MISSION Latest Revision Date: May 19, 1997 The mission of the Weld County Geographical Information System (GIS) Division is to provide all county departments and members of the public with the continued planning, development, operation, and maintenance of GIS and related functions, as may be assigned by the county. This mission is accomplished by playing a leadership role in county-wide strategic planning for GIS systems, user community involvement, and innovative uses of technology in meeting the county's GIS needs. The GIS Division works to expand and enhance the quality and quantity of its services, and plays a key role in facilitating the county's utilization of GIS technology in order to improve its services to the public at the lowest cost possible. The GIS Division will fulfill this mission by organizing in the most effective manner, by staffing with the highest quality professionals, by a continuing outreach program of working with and involving users, by competent and visionary management, by the application of proven methodologies, and by a comprehensive understanding of the latest GIS technologies and how they apply to local government functions. The GIS Division is guided and directed by the goals and objectives established by the Governance Committee, the Weld County Director of Finance and Administration, and the Board of County Commissioners. In addition, the GIS Division provides leadership in the critical review of plans and progress, and the assessment of goals and objectives in the light of new GIS technology and the changing needs of the county. The GIS Division is a service department and must provide its services in the most effective manner possible. The division's success is basically determined by the reactions of its users. The division solicits the reactions, comments and suggestions of its users, and incorporates these, where possible, into its service delivery. The division is flexible in its organization and staffing in order to accommodate the changes that occur in technology and in the requirements of county departments. This includes a regular review of organization, positions and their descriptions, and the nature and types of services provided in order to be prepared to meet these ever changing needs. This also includes a regular review of all policies and procedures to ensure that these are supportive and responsive in providing the required services to meet the current needs. • 2 WELD COUNTY ADMINISTRATIVE M , U'�C GEOGRAPHICAL INFORMATION SYSTEM ROLES AND RESPONSIBILITES Latest Revision Date: May 19, 1997 BOARD OF COUNTY COMMISSIONERS: Provide overall direction to the the GIS Division function by formally adopting and approving policies and guidelines for GIS functions. THE GIS DIVISION GOVERNANCE COMMITTEE: The Weld County GIS Governance Committee was established by the Board of County Commissioners and is advisory to them to recommend GIS policies and procedures for the county. The committee's responsibilities are: 1. Recommend GIS Division policies and procedures. 2. Provide a forum for recommending priorities and service levels. 3. Serve as a communication link between the GIS Division and the user community. • USERS: Responsibilities of the users: 1. Ensure that the GIS services requested by and provided to them are consistent with the efficient and effective use of their resources. 2. Ensure that all members of their department adhere to all related Weld County GIS policies and standards. TECHNICAL USERS GROUP:This group is comprised of technical staff from GIS users and provides "peer review" input for major technical projects that have county-wide impact. As with the GIS Governance Committee, the GIS Technical Users Group can form temporary technical committees to work on specific technical problems in GIS implementation (e.g., establishing geodetic control for GIS), and to provide technical input on projects being considered by the GIS Governance Committee. Technical Users Group responsibilities are: 1. Address technical issues involved in GIS implementation projects and tasks. 2. Provide a general forum for technology transfer among the various departmental GIS users. SCT CORPORATION: 3 . ; r .r COUNTY A MINIs�r ATwE Aru GEOGRAPHICAL INFORMATION SYSTEM ROLES AND RESPONSIBILITES Latest Revision Date: May 19, 1997 1. Via a facilities management contract, is responsible for providing or being involved in all GIS activities in Weld County and for operation of the GIS Division. 2. In conjunction with the GIS Governance Committee, recommend priorities, coordinates the allocation of resources, and coordinate county-wide GIS service activities in Weld County. • • 4 rWE LD COUNTY ADMINISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF BOARD OF COUNTY COMMISSIONERS Latest Revision Date: May 19, 1997 Based upon recommendations from other participants in the GIS Division management, the Board of County Commissioner's should: 1. Formally approve and adopt policies and guidelines for GIS services in Weld County. The principal policy should be to develop and operate only those GIS functions which satisfy county needs in an effective and efficient manner. 2. Approve long- and short-range GIS plans and their implementation: The long-range plan approved by the Board shall act as a master guide for setting annual priorities. 3. Review and approve specific GIS Division proposals to meet the county's • GIS needs. 4. Approve policies and procedures for the effective utilization of GIS resources by county departments. 5. Approve the funding of the GIS resources within the capacity of Weld County. 6. The Board shall appoint, by resolution, the GIS Administrator. 7. The Board shall insure that the policies, design, implementation and operation of the GIS are legally consistent and comply with the statutory mandates for all county departments and offices. 5 • WELD COUNTY r ADMINISTRATIVE MANU GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF THE GOVERNANCE COMMITTEE Latest Revision Date: May 19, 1997 The following specific duties will be assigned to the GIS Division Governance Committee. 1. Monitor the overall GIS function. 2. Review long- and short-range GIS plans and their implementation: The long-range plan approved by the Board of County Commissioners shall act as a master guide for setting annual priorities. 3. Review specific GIS Division proposals to meet the county's information processing needs. • 4. Identify and recommend the annual GIS priorities and related budgetary impact. These priority and recommendations will become an integral part of the budget process subject to adjustment during budget preparation and adoption, and upon final budget approval, will be established as part of the GIS Division's annual work program. 5. Monitor budget and time schedules. 6. Facilitate resolution of organizational conflicts arising from the impact of new GIS implementation and other GIS system utilization issues. 7. Develop policies and procedures for the effective utilization of GIS resources by county departments. 8. Recommend new procedures, policies, and processes necessary for the operation of GIS in Weld County • 6 �V ELL UNary C . M NISTR. T 'E MANUAL GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS Latest Revision Date: May 19, 1997 The specific duties and responsibilities of each user are to: GENERAL RESPONSIBILITIES: 1. Designate a management level position to act as a GIS liaison who provides management liaison among the user department, GIS Governance Committee, Technical Users Group, and the management from the GIS Division. 2. Serve as the advocate for any service requested by the department. 3. Insure that all department personnel adhere to county policies and procedures related to the GIS system. EXISTING SYSTEM RESPONSIBILITIES: . 4. Set priorities for user discretionary GIS system maintenance requests. 5. Identify the need for changes to, or replacement of, existing GIS functions in conjunction with the GIS Division. 6. Insure that all GIS resources requested by and provided to them are consistent with the efficient and effective use of their resources. NEW SYSTEM DEVELOPMENT RESPONSIBILITIES: 7. Identify future system needs to the GIS Division and the governance committee in a timely fashion. 8. As needs arise, propose new GIS functions and major enhancement projects and provide justification for them to the Governance Committee and Board of County Commissioners. 9. Provide the necessary user staffing for all new GIS development projects performed by the GIS Division for the user department. 10. Review and approve all preliminary and final GIS function definitions and designs impacting the department. 7 � ELI CO NT " ADM NISTRA.TIVS-... GEOGRAPHICAL. INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS Latest Revision Date: May 19, 1997 11. Review and approve the acceptance tests of all new GIS functions for the user department. 12. Maintain communication with the management of the GIS Division in new function projects by attending regularly scheduled management review meetings. •• 8 �VIELDCC. 0 T - , AD INIST AT ATE MANdp UAL GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF TECHNICAL USERS GROUP Latest Revision Date: May 19, 1997 The following specific duties will be assigned to the GIS Technical Users Group: 1. Address technical issues involved in GIS implementation projects and tasks. 2. Provide a general forum for technology transfer among the various departmental GIS users. a 9 � WELD COUNTY ADMINISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF GIS DIVISION VIA CONTRACT SERVICES OF SCT CORPORATION Latest Revision Date: May 19, 1997 The GIS Division shall be operated via a contract with SCT Corporation (SCT). SCT shall hire and the Board of County Commissioners shall appoint a GIS Administrator, who shall be responsible for the management of the GIS Division. The Administrator shall ensure computer systems are properly planned, developed, operated and maintained. The Administrator shall ensure proper compliance with all local, State, and Federal regulations concerning the operation of such computer systems. The Administrator shall ensure proper compliance with all the terms and conditions of Agreements and Memoranda of Understanding. The Administrator shall perform all other duties in connection with the operation of the Division, as may be required by the Site Manager of SCT or the Director of Finance and Administration. The following specific duties will be assigned to the GIS Division: Consultation Responsibilities: 1. Serve as a technical resource to the Board of County Commissioners, governance committee, technical users group, all departments, and appropriate public entities on matters pertaining to GIS management. 2. Participate,with technical expertise, in determining whether the county's best interests are served by specific GIS functions. Advisory Responsibilities: 3. Keep the govemance committee and appropriate departments and public entities continuously advised concerning the status of the design and operation of GIS functions which affect them. 4. Participate on committees relating to GIS in Weld County. . 10 WELD C LINTY ADM NIST: ATIvE MANUAL GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF GIS DIVISION VIA CONTRACT SERVICES OF SCT CORPORATION Latest Revision Date: May 19, 1997 Direct Action Responsibilities: 5. Represent Weld County to vendors of related GIS computer and data communications equipment, systems, and services. 6. Provide for the acquisition and administration of personnel, hardware, software, contracts, grants, and related services necessary to support the GIS requirements of any user or Weld County in general. 7. Inform users in advance, and consider their assessments of proposed major changes to hardware, software, and related resources which may • affect their GIS functions. 8. Take action to ensure the efficient use of any GIS hardware, software, staff, and related resources. 9. In conjunction with the Director of Finance and Administration and Governance Committee, provide the management control necessary to guarantee the most effective use of GIS resources in Weld County. 10. Establish and enforce county-wide standards and procedures and necessary security measures for GIS functions. 11. Provide for project management of GIS computer application development activities for departments and agencies within Weld County. 12. Design, develop or requisition same, for all GIS functions and enhancements to existing systems. 13. Maintain and modify GIS functions as necessary. 14. Provide for continued operation GIS functions. 15. Prepare project packages in response to requests from users for new GIS development projects and feasibility studies for review during the budget 11 ' WE LD: COUNT " � ,DN. N`IST .TWE U 'GNU L GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF GIS DIVISION VIA CONTRACT SERVICES OF SCT CORPORATION Latest Revision Date: May 19, 1997 and annual work plan process. 16. Identify opportunities for GIS functions in conjunction with users. 17. Apply a county-wide perspective to the GIS function planning. 18. Identify and coordinate GIS proposals that affect more than one department or system area. 19. Coordinate with the user to determine the priorities of approved GIS • projects. 20. Review user requests for development of new GIS systems and major enhancements. 21. Control and coordinate the funding to GIS development projects. 22. Provide a centralized clearing house for all GIS computer hardware, software, service acquisition, and purchases. 23. Maintain an inventory of all GIS computer hardware and software. 24. Establish and enforce county-wide standards and procedures and necessary security measures with GIS. 25. Insure that any GIS solution not only meets the user's requirements but also adheres to the overall county GIS strategy. 26. Develop and maintain assessment guidelines for use in related GIS product selection. • 12 WELD COU TY ADMINIST AT J"E A UAL • GEOGRAPHICAL INFORMATION SYSTEM SPECIFIC DUTIES AND RESPONSIBILITIES OF GIS DIVISION VIA CONTRACT SERVICES OF SCT CORPORATION Latest Revision Date: May 19, 1997 27. Facilitate county-wide sharing of related GIS data. 28. Coordinate all training efforts for all county user's associated with GIS. • 13 WELD' OUNTY Ar)MII\TISTRATIVE MANUAL GEOGRAPHICAL. INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 The Weld County GIS Division has the need for continuing guidance on service policies and development plans from a body which clearly represents the elected and appointed officials of the county. "Governance" is the process of securing user input on such issues as department direction, establishing priorities, reviewing technical decisions, and providing effective user communication in systems development and daily operations. The governance process is meant to involve those persons, organizations and interests served by the GIS resource in meaningful and significant participation. The functions of the GIS Division are unique when weighed against those of most agencies within Weld County. The GIS Division provides services to many elements of the jurisdiction within which it operates. Because it is service-oriented, this organization must receive continual feedback from the user community concerning direction and performance. • Because of its technical nature, the GIS Division requires unique control methods that would normally not be applied to any other county function. These controls must ensure that the best interests of the entire county are served and, at the same time, ensure that the services offered to users are relevant and cost effective. This form of control is best applied through the use of a GIS governance structure. Proper control of the GIS Division function requires two separate governance levels. On one level, the GIS Governance Committee is responsible for general control of the continuing operation of the GIS function. The second level consists of specific functional subcommittees (Finance and Administration, Criminal Justice, Human Services, Assessor, Planning, Public Works and Clerk and Recorder) responsible for monitoring activities within their unique areas. The functional subcommittees and their respective departments for Weld County are shown in Attachment 1. The GIS Governance Committee: The GIS Governance Committee is responsible to the Board of County Commissioners, but possesses some specific powers. The committee acts in a top level policy advisory capacity to the Board of County Commissioners, and is responsible for the execution of GIS resource policies. To do so, the committee must first develop a strategic vision of the direction in which the development of county GIS resources is headed. Having formulated an overall picture, the committee must then translate the elements of their vision into specific activities, executable by means of a clearly delineated operational process. This process specifies the roles and functions of the committee itself, of the GIS Division, and of involved departments and any other appropriately concerned county agency. Among the other responsibilities of the committee are to recommend the GIS policies and procedures, and to review and approve those procedures when drafted. The committee is the focal point for the prioritization • 14 WELD COUNTY ADMINISTRATIVE MANUAL GEOGRAPHICAL, INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 process, both of the activities recommended by the planning process and those that will arise in other contexts. In addition, the committee addresses the allocation of resources within the GIS Division, serving as a vehicle for resolving conflicts arising from competition for those resources and from the overlapping impact of new GIS requirements. Purpose and Structure: 1. The Weld County GIS Governance Committee is established by the Board of County Commissioners to recommend GIS policies and procedures for the county. The committee's responsibilities include: A. Establishing GIS policies and procedures. B. Providing a forum for recommending priorities and service levels. C. Serving as a communication link between the GIS Division and the user community. 2. As a group, the Govemance Committee acts in an advisory capacity to the Board of County Commissioners and performs monitoring functions on behalf of the board and user departments. The committee members are jointly responsible for the effective use of GIS resources. 3. In order to ensure the unique controls required by GIS activities, the Governance Committee functions at two separate levels. First, the committee operates as a whole to provide overall county monitoring of the continuing development and operation of GIS resources. Second, each member elected official/department head represents a specific functional subcommittee which is responsible for monitoring activities within their specific areas. Role: The role of the GIS Govemance Committee includes the following: 1. Monitor the overall GIS functions. 2. Review long-and short-range GIS plans and implementation: The long-range plan accepted by the committee shall act as a master guide for setting annual priorities. 3. Review specific GIS Division proposals to meet the county's GIS needs. 15 ' • �1ET :T COUNTY ADMINISTRATIVE a A AL GEOGRAPHICAL INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 4. Identify and recommend the annual GIS priorities and related budgetary impact. These priority recommendations will become an integral part of the budget process subject to adjustment during budget preparation/adoption, and upon final budget approval, will be established as part of the GIS Division's annual work program. 5. Monitor budget and time schedules. 6. Resolve GIS related conflicts arising from the impact of GIS issues. 7. Develop policies and procedures for the effective utilization of GIS resources by county departments. • 8. Recommend new procedures, policies, and processes necessary for the operation of GIS in Weld County. Membership: 1. The Govemance Committee is comprised of seven (7) voting members and two (2) ex-officio members. The voting members include an elected official/department head (either appointed or elected) from each of the functional subcommittees in the county: Criminal Justice, Human Services, Finance and Administration, Planning, Assessor, Public Works and Clerk and Recorder. The ex-officio members are the SCT Information Services Executive Director and GIS Administrator. The Chairperson shall be the Director of Finance and Administration. 2. The responsibilities of the Chairperson are to: A. Execute committee decisions. B. Preside at and call to order committee meetings. C. Enforce committee rules. D. Initiate and stimulate discussions of Governance Committee issues. E. Adjourn meetings and establish future meeting times. F. Notify members of the committee calendar. • 16 WELD COUNTY" ,DMINIST TIDE MANUAL • GEOGRAPHICAL INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 G. Distribute minutes and background information. H. Ensure minutes are taken at each meeting. I. Transmit GIS Governance Committee's recommendations to the Board of County Commissioners. In the absence of the Chairperson, he appoints a temporary Chairperson. Voting: 1. A simple majority of voting members of the Governance Committee is considered to be a quorum. In the absence of a voting member, his designee is entitled to vote. Each member, . or his designee, present and voting has one vote. 2. An open invitation to attend all meetings is made to all elected officials/department heads. An exchange of ideas and information may take place among everyone present, but decisions and recommendations may be determined by a simple majority of members serving and voting. Meetings: 1. The Governance Committee meets on a monthly basis, or as necessary, at a time and location as determined by the members. ' 2. The GIS Division submits to the Governance Committee for its approval the procedures to be followed by the department's staff, the functional subcommittees and the Governance Committee for the development of the long-range strategic plan. 3. The GIS Division provides a monthly status report to the committee members. The GIS Administrator also prepares a draft agenda prior to each meeting which is reviewed by the Chairperson, finalized and distributed before each meeting. 4. Reports prepared for submission to the Board of Commissioners will bear the signature of the Governance Committee Chairperson. 17 L : l ADMINISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 Functional Subcommittees: So that every department has a voice in GIS decision making, each elected official/department head (or his/her designee)shall meet periodically with the other members of that functional subcommittee to discuss issues of common concern. On an annual basis, they will compile a list of their GIS Division priorities for the following fiscal year. The group's primary goal will be to achieve an interdepartmental consensus of those priorities. The person representing the group on the Governance Committee will present the priorities to the committee, which will then merge them, along with those submitted by the other functional groups, into a comprehensive list for consideration during the budget process. Among the specific factors to be considered by the functional subcommittees are the time frames in which specific projects or other activities can be carried out, the cost considerations involved, the staffing requirements, and the subsequent maintenance activities. In addition, these subcommittees serve as • reporting vehicles from the departments within their respective functional area, channeling that information up to the Governance Committee and funneling information from the committee back to the departments. Purpose and Structure: 1. The functional subcommittees are established to support the functions and activities of the Governance Committee and to ensure that every department has a voice in GIS services decision making. 2. The functional subcommittees meet periodically to discuss issues of common concern and, on an annual basis, address the issues of priorities based on the goals and objectives of the county regarding GIS services. 3. The responsibilities of the functional subcommittees are to: A. Identify GIS needs with each member department and prioritize those needs to develop and update the long-range strategic plan. B. Recommend appropriate actions to the Governance Committee concerning GIS system development and maintenance. C. Ensure that resources necessary for the successful implementation of GIS functions are made available by user departments. D. Resolve conflicts among user departments relevant to implementation of GIS • 18 • TRATY L GEOGRAPHICAL INFORMATION SYSTEM GIS GOVERNANCE Latest Revision Date: May 19, 1997 functions. E. Ensure that user department systems design decisions are made in accordance with annual GIS work programs and approved project schedules. F. Interact with GIS Division management regarding operational concerns such as production schedules and GIS procedures. G. Provide regular progress reports to the Governance Committee regarding system implementation and other projects. H. Maximize coordination of GIS applications and systems among user departments. Appointment of Representative: • Annually the functional subcommittees shall meet and appoint a department head/elected official from the subcommittee to serve as the subcommittee's representative on the GIS Govemance Committee. 19 WELD COUNTY ' ADMINISTRATIVE ANUAL GEOGRAPHICAL INFORMATION SYSTEM ATTACHMENT 1 FUNCTIONAL SUBCOMMITTEES Latest Revision Date: May 19, 1997 FINANCE AND ADMINISTRATION: ASSESSOR: Accounting Assessor General Services Treasurer Board of County Commissioners Clerk to the Board County Attorney CLERK AND RECORDER: Finance Personnel Motor Vehicle Recording Elections CRIMINAL JUSTICE: District Attorney Office of Emergency Management PUBLIC WORKS: Sheriff Communications Road and Bridge Coroner Engineering HUMAN SERVICES: Health PLANNING: Human Resources Social Services Planning and Zoning Extension Building Inspection Ambulance Service Housing Authority • 20 WELD COUNT " AD INISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS TECHNICAL USERS GROUP Latest Revision Date: May 19, 1997 The group is comprised of technical staff from GIS user groups, and will provide"peer review" input for major technical projects that have county-wide impact. As with the GIS Governance Committee, the GIS Technical User Group will form temporary technical committees to work on specific technical problems in GIS implementation (e.g., establishing geodetic control for GIS), and to provide technical input on projects being considered by the GIS Governance Committee. The group's responsibilities are to: 1. Address technical issues involved in GIS implementation projects and tasks. 2. Provide a general forum for technology transfer among the various departmental GIS users. Structure: The group shall act in an advisory capacity to the Governance Committee and GIS Division. Membership: 1. All GIS users within the county structure shall be represented, as well as outside users from other entities and representatives of private sector users or other parties of interest, e.g., Realtors, surveyors, who are invited to participate by the county representatives and/or the Governance Committee to insure balance of views. 2. The GIS Administrator shall chair the meetings. 3. The responsibilities of the Chairperson (GIS Administrator) are to: A. Forward committee decisions to the GIS Governance Committee for action. B. Preside at and call to order committee meetings. C. Enforce committee rules. D. Initiate and stimulate discussions of user group issues. E. Adjourn meetings and establish future meeting times. 21 WELD COUNTY • ADMINISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS TECHNICAL USERS GROUP Latest Revision Date: May 19, 1997 F. Notify members of the committee calendar. G. Distribute minutes and background information. H. Ensure minutes are taken at each meeting. In the absence of the Chairperson, he/she appoints a temporary Chairperson. Voting: The users group shall attempt to operate by consensus. In the event that a consensus is not reached on a specific issue, the Chairperson will provide a majority and minority report to the GIS Governance • Committee indicating the respective positions on the issue and which positions are supported by which users. Meetings: 1. The Technical Users Group meets on a monthly basis, or as necessary, at a time and location as determined by the members. 2. The GIS Division provides a monthly status report to the group members. The GIS Administrator also prepares an agenda prior to each meeting which is distributed before each meeting. 3 Reports prepared for submission to the GIS Governance Committee will bear the signature of the Chairperson. • 22 ALL COUNTY ADMINISTRATIVE MANUAL • GEOGRAPHICAL. INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 General Definitions: Unless the context specifically indicates otherwise, the following general terms, as used in this Chapter, shall have the meanings designated below: APPLICANT means any person who submits a request for System products or services. CUSTODIAN means any Weld County appointed or elected official, department head, or department manager charged by State statute or county resolution with the creation, preparation, or maintenance of any record, map, writing, or data that is maintained, wholly or in part, in a computer information system. CUSTOMER means any applicant who executes a contract for GIS products or services, purchases copies • of standard system products, custom hard copy system products, digital data, technical assistance or other products and services. ADMINISTRATOR means the Administrator of the GIS Division (which is responsible for the continued planning, development, operation, and maintenance of the GIS) or the designated representative of the Administrator. Administrator shall be appointed by resolution of the Board of County Commissioners. GEOGRAPHICAL INFORMATION SYSTEM (GIS) means data regarding the location and attributes of property, and infrastructure stored and maintained as part of a computer information system. OPEN RECORDS means standard system products as defined herein and non-digital source documents. OTHER COUNTY AGENCIES, DEPARTMENTS AND APPOINTED AND ELECTED OFFICES means all agencies, offices and departments of Weld County, other than the GIS Division. PARTICIPANT means other county agencies, departments and appointed and elected offices to whom the Administrator provides products and services and/or delegates responsibility for the operation and maintenance of component parts of the system. SUBSCRIBER means customers who purchase regular, on-going system service. SYSTEM means the Geographical Information System (GIS) and such other systems as may from time to time be designated by the Administrator. 23 • WELD COUNTY , ADMINISTRATIVE MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 Unless the context specifically indicates otherwise, the following technical terms, as used in this section, shall have the meanings hereinafter designated. ATTRIBUTE means a characteristic of a feature. COMPUTER HARDWARE means all file servers, workstations, disk drives, plotters, screen copiers, line printers, display devices, communication devices, and other miscellaneous hardware. FEATURE means the representation of a physical object within the system. GIS BASE MAP means hard copy and/or digital mapping containing graphical representations of survey controls, cadastral and planimetric features and attribute data. • STANDARD SYSTEM PRODUCTS means paper products generated from the system for internal use and for the purpose of meeting requests submitted under Colorado's Open Records Act for copies of system records. Adoption of Rules And Regulations: Rules and regulations adopted by the Board of County Commissioners, pursuant to this section, shall pertain to but not be limited to, the planning, development, operation and maintenance of the system. SYSTEM FINANCING: Funding:The responsibility for annually funding the continued development, operations and maintenance of the system shall be borne by the GIS Division, in conjunction with the Director of Finance and Administration. Fees charged for GIS products and services will recover full, actual costs. These costs include a contribution to information technology renewal and replacement. Revenues derived from system subscribers, customers, and other participants shall be deposited to a General Fund revenue account. PRODUCTS AND SERVICES: Type of Service: Customers and other county agencies, departments and appointed and elected offices may obtain copies of standard system products; custom hard copy system products; digital data; regular, on-going system services; and technical assistance necessary to access the system and its products and services, under the terms and conditions provided in this section or from any participating Custodians. . 24 WELD Cou NTY ADMINIST ALV MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 Application for GIS Division Services: Customers or other county agencies, departments, and appointed and elected offices shall make application to the Administrator for such products and services on a form provided by the Administrator. Conveyance of Service: Non-County applicants requesting custom hard copy system products and/or regular on-going system services and technical assistance shall be required to execute a contract. Digital data is not to be sold and is to be provided to customers by lease agreement. All rights to aigital data are hereby reserved by Weld County. Priority of Service: The providing of products and services other than standard system products is discretionary and cannot take priority over the GIS Division's primary responsibilities associated with the on- going support of the County. Priority Products and Services: 1111 1. Available open record, hard copy maps and/or report products for all customers and county agencies, departments and appointed and elected offices. 2. Available digital data for county agencies, departments and appointed and elected offices. 3. Available digital data for other governmental and quasi-governmental entities and the general public. 4. Available digital data for the private sector and non-profit organizations. 5. Available standard hard copy maps and/or report.products. 6. Custom products and services for county agencies, departments and appointed and elected offices. 7. Custom products and services for other governmental and quasi-governmental entities and the general public. 8. Custom products and services for private sector and non-profit organizations. 25 • • � -. * I STR .T ANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 Service Products and Services: 1. Products and services include all standard system (e.g. Colorado Open Records Act products), standard, and custom products (e.g. maps, reports and analytical products) generated from system data; non-digital source documents such as aerial photography; regular, on-going system services including but not limited to licensing and/or subscription to open record products, standard products, custom products and services, digital data and conversion services; and technical assistance. 2. The following identify the products and services that are proposed for availability to the public as the GIS system is developed A. SUBSCRIPTION SERVICES will be made available for GIS products. The decision • to provide such subscription services is solely at the discretion of the county. Such service is not required to be provided under the Colorado Open Records Act. B. ARC MACRO LANGUAGE (AML) PROGRAMS, menus, computer programs, forms, and written procedures developed for the administration of the system may be made available to customers and other county agencies, departments and appointed and elected offices. No maintenance of the AMLS, etc. is planned to be furnished by the county. Such AMLS, etc. are to be furnished as is, and the decision to release such products is solely at the discretion of the county. Such products are available to customers by license agreement and to other county agencies, departments and appointed and elected offices. It is not intended that custom AML programs, etc. required for the sole use of the customer will be developed by the Weld County GIS Department. C. DIGITAL DATA in the form of graphics, annotation and attributes to graphics are available to individuals and other county agencies, departments, and appointed and elected offices. The decision to release such data is solely at the discretion of the Weld County GIS department. Digital data is available to customers by license agreement and to other county agencies, departments and appointed and elected offices. 3. Complete system data shall be made available only after the conversion and verification of each such type of data has been completed. Because a partial offering of system data is being made before the complete conversion and verification of all system data, the county reserves the right at a later date to withdraw the preliminary offering. • 26 WELD COU i' � " • ADI TRATYE � GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 4. Access to digital data shall be provided by a non-transferrable, non-exclusive license only, and access shall be authorized for internal use of the licensee only COSTS AND CHARGES: Rates and Charges for Copies of Standard Products: 1. A fee shall be collected from customers for copies they are furnished of routinely developed standard system products. The fee shall be the amount the Board of Covrty Commissioners has approved for each standard product. Rates and Charges for Custom Products, Regular, On-Going System Sersict.., and Technical Assistance: 1. A fee shall be collected from customers for custom products; on-going system • services; digital data; and technical assistance furnished. A fee may be collected from participants for access to GIS digital base maps, but this fee shall not include ' amount for recovering the cost of developing GIS base maps. 2. The computation of the charge for customers shall be based on the rmcour,er which the Administrator has determined are required to comply with the applicanVr -eq., and the approved Board of County Commissioners resource rates. 3. The rates to be charged for GIS products, subscription services, AML programs, and digital data are set forth in the Products and Rate Schedule which is attached to and is part of these Policies and Procedures. 4. The amounts to be charged for all custom products and special services: (t."-;se rc t covered by an established rate), which the Weld County GIS Division elects ,n'Qiv at its own discretion to furnish, shall be computed using the resource rates a;so ,et fcrth in the Products and Services Rate Schedule, plus a pro-rated share of the charge for digital data being utilized. 5. All charges are due and payable and shall be collected at the time the order'et-I-pr:.iucts and services is taken, except as otherwise might be established by corlract or license agreement. Payment shall include appropriate sales tax amounts, 27 V d � WELD COUNTY INZSTEATI E MANUAL GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 6. Payment shall be in United States (U.S.) dollars. There are no refunds or returns. 7. If at all possible, shipping of products is to be arranged and paid for by the customer. Where GIS arranges shipment, the customers payment shall include the appropriate handling and shipping charge. 8. Fee schedules are to be made available to the public at the following locations: County Assessor County Clerk and Recorder County Treasurer Health Department Department of Planning Services Geographic Information Systems/SCT Clerk to the Board Department of Public Works Waiving of Charges: For good cause, and with the approval of the appropriate Participant, the Director of Finance and Administration, the Administrator may, in certain circumstances, waive the charges for other public entities for system products and services, custom products, regular, on-going system services, and technical assistance. Such charges may be reduced or waived when it is in the best interest of the County as determined by the Administrator. Review of Rates: 1. The Administrator,with concurrence of the Director of Finance and Administration, shall be iesoonsible for proposing to the Board of County Commission system rates and changes thereto. Resource rates shall be established for different categories of staff, equipment, communications, computer programs, materials and/or supplies. Photo-copy rates shall be established for copies of standard products. 2. Copy'rates and resource rates may include amounts for recovering the cost incurred in planning and developing the system; the cost of maintaining and enhancing the system; the cost of servicing the applicant and for administrative overhead. • 28 L C� 4 JN'r � r AD ISTHAT il�a 41 ,; � GEOGRAPHICAL INFORM TFON GIS SYSTEM PRODUCT:: ANC, SERVICES Latest Revision Date: May 19, 1997 3. On an as needed basis, the Administrator and Director of FTha ice s :ci Acrrrrinistration shall complete a review of those costs having a bearing on rrsourc. r„ter or.orcl or copy rates and recommend to The. Board of County Commissioners adjustrprra +h+ s•ae Approval of Rates: By resolution, the Board of County Commissioners shall establish System rates and charges thereto. GENERAL PROVISIONS: Violations Charges: Any customer who violates any contract of license which has t.een executed as pc-. iiited herein, shall be • subject to the penalties as set forth in said contract or license. Systems Completeness and Accuracy: System data and information is developed solely for county internal use only. There ors rrc warranties nor guarantees, either expressed or implied, as to the completeness, accuracy or corrsetire . of any system data, information or products that may be made available to the public or _Fier •-;:aunty agencies, departments and appointed and elected offices. There are no warranties, either expressed or implied, of merchantability or fitness of such data, information or products for a particular purpose or intended use by the public or other county agencies, departments and appointed and elected offices: Access to data categories and derivative products is to be given only after the. Administrator ;ras determined that such categories of data (e.g. survey controls, planimetric mapping, cadastral mapping, etc.) nay:. seen reasonably completed and verified. Proprietary Rights: 1.. The System constitutes proprietary information and/or trade secrets of :vhid °Coaniy, whether or not any portion thereof is or may be validly patented or copyright registered. 2. No user shall reproduce by print, magnetic, ele tcniu, optical or any other irreans any portion of the System or its components. No user shall have the right to license, Sat-;license, assign, sell, copy or otherwise make available to other customers part or ail of the system data without the express prior written permission of the Administrator. 29 • T 5� T �£ L3 ,� Mnl' COjJNTY { I IINIS IEATWE MANUA GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 3. The use of all non-standard products and services shall be restricted to the purpose for which the Administrator agrees to produce and/or deliver such products and services. This shall be stated in the contract or lease agreement (for customers) and in the custodian's memorandum of understanding (for participants). Exclusion of County from Liability: 1. Nothing in this Chapter shall be construed to create or impose any duty upon the GIS Division or Weld County to plan, develop, implement, operate, maintain or manage the system. 2. The county shall not be liable to any party for failure to plan, develop, implement, operate, • maintain or manage the system, nor shall the County be liable where such failure is caused by.or results from a strike, an act of God, an unavoidable accident or other contingency beyond the control of the county. 3. The county is not responsible for damages or losses, including without limitation, incidental, consequential or special damages, arising out of the use of or reliance upon any data, information or products that may be furnished any customer. By receiving products or services from the department, each customer or other county Agency, departments and appointed and elected office agrees that the system information or data provided shall be used and relied upon only at the risk of the user. Each customer shall agree to indemnify • and hold harmless Wald County, its officials, officers, employees and servants from any liability, claims, loss, damages, injury, costs, and attorneys fees arising out of procuring, using, relying upon, compiling, collecting, interpreting, producing or communicating such data information or products. COMPLIANCE WITH COLORADO'S OPEN RECORDS ACT: Access to Public Records: 1. Customers requesting to inspect system data shall file a written application describing the records requested to be inspected •;n a form prescribed by the Administrator. Staff shall assist, on request of the applicant, in completing the form. The applicant shall sign and date the form. 2. All such public records(open record products) shall be open for inspection by any customer • 30 elf : GEOGRAPHICAL INFORMATION SYSTEM GIS SYSTEM PRODUCTS ?NC SERVICES Latest Revision Date'.Mny lip, 1997 at reasonable times. If it is determined that the records are not aviii<ciu,ur s wspection, the applicant shall be so advised, in writing, if requested by the applicant:, 3. System data shall be furnished in the form of standard system products and non-digital source documents. • Copies of Public Records: 1. The applicant shall have the right to obtain copies of such records. The Administrator may establish reasonable procedures for scheduling„ making and dauve rG 'eopies of such records. 2. No customer shall remove original copies of public records !tam=Ina• offices of the • Administrator or the offices of other G!S participant!: 3. Copies of public records shall be furnished in paper form. . Request for Products &Services Not Required by Colorado's Open Records Act: 1. The providing of products and services, not required by Co!orado's'Opei: 1-wizards Act is at the sole discretion of the county. 2. Customers requesting such products and services shall file with the GIS Division an application describing the products/services requested on a form prescribed by the Administrator. Further, such customers shall axecute an agreement, tit a urns prescribed by the county, indicating that in accepting sr,^h products/services,.they'acknowledge the limitations of, and restrictions on, use of such products/services. 3. The length of time for developing and delivering such products and services to the cusiomer shall be established by the parties at the time the application is accepted. Product Protection: It is planned that system data will constantly be in the process of being t3dded to 3;.r changed. In order to protect the citizens' investment, minimize county liability and best ensure: that customers are always using 31 • -71Z;53 0cry� ArxJ l _ 3' '2 U t i /r r � lirtelemirmione t :: GEOGRAPHICAL INFORMATION SYSTEM - GIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date: May 19, 1997 the most current system data, it is pruaent that: 1)All system products will be copyrighted, thereby reserving all rights to such products fur the county; 2) products will be made available to customers via subscription services; and 3) products and services will be released by a formal written agreement only. • All products are protected by the copyright laws of the United States, with all rights to the products being reserved by the county. Copyrighting System products makes it illegal for the purchaser or holder of such products to reproduce, prepare derivative products, distribute or display such system products without the specific written approval of the county. ,The use of non-standard products that the county provides requires customers' use be restricted to the purpose for which such products are provided. • $ub^cription servic is intended to provide subscribers with all copies or a product or products and with updates to the product family to whicii they subscribe. The GIS incorporates data from many sources including proprietary data leased or licensed from third parties. The county shall honor such lease and license agreements together with all copyrights and trademarks applied to such data. The county shall not release such proprietary data to the public except as provided by such lease and license agreements. Except for data sets licensed from third parties, the county may license GIS data in electronic format to other governmental and quasi-governmental entities, public, non-profit, journalistic or academic agencies via license agreement stating the name of the agency that will use the data, the use to be made of the data, the time period during which the license is effective, and disclaiming any and all liability to the County by the users of the data. Such license agreements will be of a form approved by the County Attorney. See Exhibit "A" to the Weld County resolution concerning the GIS products and services. The county may charge a reasonable fee, in addition to other fees, for the release of such data as provided in Section .24-72.245(4), CRS., as amended. Posting of Rules and Regulations: The.Administrator shall post; in a conspicuous location accessible to the public, a copy of these Policies and , Procedures. Further, a copy of such Fclicios and Procedures shall be filed with the Weld County Clerk to I • 32 fff MINISTRATIWIVIAtiff4GEOGRAPHICAL INFORIVIATION SYST`, -. OIS SYSTEM PRODUCTS AND SERVICES Latest Revision Date!Ma.y 19, 1997 the Board and be incorpo, d into the Administrative Manual. Acquisition of Hxrrware, Software and Services: All requests by user departments and the CIS Division for the acquisition of GIS r l. _, ersi:,.are, and services will confom with the county purchasing procedures, as well as county computer v;ea .•;. {uisitrort policies and procedures, • 33 • Hello