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MINUTES
WELD COUNTY COUNCIL
June 16, 1976
The Weld County Council met in regular session in full conformity
with the Weld County Home Rule Charter at 401 N. 15th Avenue,
Greeley, Colorado, on Wednesday, June 16 at the hour of 2 o'clock.
ROLL CALL: The meeting began with an invocation by Mr. John Martin, President.
On roll call the following members were present:
President, John T. Martin
Vice President, Nancy Clark
Councilman Floyd Oliver
Counri Iran Lacy Wilkinson
Councilman Bob E. White
Also present: Secret.a-• . Ronnie U e'can. two members of the press,
Assistant County Attorneys Kay McEver and Russell Anson, Cost
Accountant Dean Grasmick, league of Women Voters - Juanita Allan
and Mary Lou .^:arum.
MINUTES: Floyd Oliver. made a motion to accept the minutes of June 2, 1976
with Nancy Clark seconding. Motion carried.
REPORTS
COST ACCOUNTANT FOR ROAD AND BRIDGE: Dean Grasmick, Cost Accountant for
the Road and Pridge Department explained to the council his particular
function in county government and the procedures of accounting.
He explained that monthly records are kept of all county machines
as to hours of use, gas, parts and labor. This information is
gathered from each employee who fills out equipment sheets, repair
forms, etc. Mr. Grasmick said they cannot be assured of accuracy
of the data on the forms and that currently no one has the time
to evaluate this. He also stated that the road overseer and employees
do not understand the accounting computer readout and do not use
• them although some are aware of them and do ask to see them.
The accounting records show actual costs as compared to standard
costs or what the machines are expected to cost. Mr. Grasmick
explained that the standard rates are established through the
suggestions of the manufacturer and through the county's five year
historical records.
Mr. Grasmick reported that the accounting records are not analyzed
unless when checking on old or unused machines to determine their
values. Monthly reports are summarized quarterly, butno one has
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June 16, 1976
time to review them. Budgets are made out by the road overseers. •
Equipment and road maintenance is done by individual districts.
The engineer budgets only for steel and road materials.
New machines are purchased only when machines need to be replaced.
Also, unused machinery is sold, or given to another district which
can use it. Mr. Grasmick said there are machines that aren't used
all year long, such as mowers, packers, etc. but it would be
inconvenient to rent them for only the season used.
The use of the IGA (Intergovernmental Agency) fund was explained.
It was stated that the county now rents 6 motor graters, one pump
and one tractor.
Council members were concerned about the training of new employees.
Mr. Grasmick said there is no educational process to explain the
accounting system to them.
Mr. Grasmick stated that about $400 a month is spent on this particular
type of accounting analysis and assumes that i.s will he less expensive
now that the county has their own computer. system. Mr. Grasmick
recommended that the employees be taught the importance and value
of analysis sheets and stress to them the importance of correct
information being given on their reports.
LEAGUE OF WOMEN VOTERS: Mary Lou Byrum and Juanita Allan of the League of
Women Voters presented their concerns to the Council regarding the
county budgetary process. The League had previously presented to
the County Commissioners a report entitled, "Statement to Weld
County Board of Commissione;s Concerning the Budget Process", which
received little or no attention from the Board. The main concern
of the League is that there is only one hearing for the citizens
regarding the budget and that public opinion is of little value
at this hearing. They urged the council to take direct, immediate
action.
Discussion followed on the availability of the various county
department budgets. It was mentioned that these are "available"
30 days or more before the budget hearing. Juanita Allan responded
that it is very difficult to obtain each of these individual budgets
and it could take several days or weeks to receive what is asked for.
• Another problem was the complexity of the budget. An example was
that legal costs are found in many different places and there were
no cross references.
The League felt that the public was becoming more interested in the
county budget as evidenced by the increased attendance at last
• year's budget hearing, and felt that the budgetary process should
allow for more public input.
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June 16, 1976
The League suggested that the Commissioners make public a calendar
of the department budget hearings, make available an agenda for
each budget hearing, and develop a clearer budget.
In takinc action, Nancy Clark made a motion that the council prepare
a list of suggestions for the budgetary process and present them to
the County Commissioners in person. Tacy Wil'-inson seconded. Motion
carried.
It was suogested that the council make an appoint-lent with the
commissioners at one of their work sessions the week of July 5th.
COUNTY ASSISTANT ATTORNEYS: Assistant County Attorneys Kay McEver and Russell
Anson were in attendance at the meetinn and were asked to speak to
the council as to their current role in county government. They
stated thaty they see their capacity as advisory, but anticipate a
possible change of role upon the arrival of the new County Attorney,
Mr. David, on July 1st. At the present time there is still an
overlap between the special counsel and the assistant county
attorneys and they foresee a gradual turn over. They also reported
that on Friday they had hired an office secretary and a receptionist.
Mr. Martin was concerned with the aspect of the transfer of county
legal files from the special counsel 's office to the county. Mr.
Anson explained that for ethical reasons the originals will he
retained by Mr. Telep's firm and copies will be kept on file in
the county office.
INDEPENDENT STUDY PROGRAM: Council members discussed various areas of possible
study for the two UNC Independent Study Program students, Sue Cross
and Bob Flowers. Bob White suggested studying the lease on the
Walton building. Floyd Oliver presented a proposed study for the
county personnel system. Nancy Clark presented a suggestion for
the study of lease purchase agreements with concentration on two
major areas of bank-leasing and road and bridge.
Lacy Wilkinson made a motion, seconded by Nancy Clark, that the
students study lease purchasing, centering on automobiles first,
then as progress is made, including more areas such as road
equipment, trucks, etc. Motion carried. It was stressed that is
will he important to have completeness of a few items rather than
incompleteness of all items.
The Council , by motion, decided to meet with Dr. Boher, Director
of the Independent Study Program, on Tuesday, June 22 at 1:30 P.M.
to discuss the feasibility of such a study topic for the students.
There being no further business, the meeting was adjourned.
Respectfully submitted,
,W -'LQ'a APPROVEDC
Bonnie Hickman, Secretary
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