ORDER NO. 18527
MOTION TO AUTHORIZE COUNTY CLERK, PATRICIA DYE, TO
HIRE AN ASSISTANT BOOKKEEPER
On this the 13th day of March 1989, upon motion made by
Commissioner Baldwin, seconded by Commissioner Holekamp, with
Commissioner's Baldwin, Holekamp and Morgan voting "AYE", and
Commissioner Ray voting "NAY", said motion to approve County
Clerk, Patricia Dye, hiring an assistant bookkeeper carried
by a majority vote. The funds are to be transferred from
Line Item No. 10-403-312, Dockets & Forms, in the amount of
$7,283.00 as follows:
$6,360.00 into Line Item No. 10-403-104, Deputy Salary
478.00 into Line Item No. 10-403-201, FICA Expense
445.00 into Line Item No. 10-403-203, Retirement.
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND "EIGHT" COPIES OF THIS REQUEST AND
DOCUMENTS TO BE REVIEWED BY THE COURT.
MADE BY: PAT DYE
MEETING DATE: MARCH 13, 1989
OFFICE: COUNTY CLERK
TIME PREFERRED: 2 P.M.
SUBJECT: (PLEASE BE SPECIFIC: Request hiring a permanent assistant
to my bookkeeper as soon as possible.
ESTIMATED LENGTH OF PRESENTATION: 30 mini PG
IF PERSONNEL, MATTER: NAA9C OF EMPLOYEE:
NAME OF PERSON ADDRESSING THE COURT: Pat Dye
TIME FOR SUBMITTING THIS REQUEST FOR COURT TO ASSURE THAT THE MATTER IS
POSTED IN ACCORDANCE WI'T'H ARTICLE 6252-17 IS AS FOLIA`rJS:
MEETINGS HELD ON SECOND MONDAY: 12:40 P.M. PREVIOUS VYEDNESDAY
MEETINGS HELD ON THURSDAYS: 5:40 P.M. PREVIOUS THURSDAY.
IF PREFERABLE, AGENDA REQ'~1ES'I'S MAY BE MADE ON OFFICE STATIONERY WITH THE
ABOVE INFORMATION ATTACHED.
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

A.M. P. M.
ALL AGENDA REQUESTS WILL BE SCREENED BY 1'HE COUNTY JUDGE'S OFFICE TO DE-
'I'EI2MINE IF ADEQUATE INFORMATION HAS BEEN PREPF.RED FOR THE COUR'I"S FORMAL
CONSIDERATION AND AC'T'ION AT TIME OF COURT MEETINGS. YOUR COOPERATION
WILL BE APPRECIATED AND CONTRIBUTE TOPJARDS YOUR REQUEST BEING ADDRESSED
A7' THE EARLIEST OPPOII'I'UNI'I'Y.
1

JO[i 11NALYSIS f1-1ES!_10lJrl11I_RC
IQEilTIFYI^iG ItiFORMATIOP!
Job Job
Title __r` BOOKKEEPER _ ____ Number __
County Clerk's Office ____
Department PATRICIA DY1; Section BUOICKEEPING
Name of Employee
Currently in Job Mary Ann Medrano _ _
Salary Title of ~_ -"~-'
Classification Immediate Supervisor PATRICIA DYE
Job First floor
Location ON NW SIDE OF ANNEX NEXT TO COUNTY CLERK'S OFFICE
SCOPE, DUTIES	AN~J RESPONSIBILITIES		
Work Schedule				
Day:	SUN P10N	TUES	WED TNUR	FRI SAT
From:	8:00	8:00	8:00 8:00	8:00
To:	- 5:00	5:00	5:00 5:00	5:00
				
5°s Irregular	Schedule (If your work schedule	routinely 'varies	from that shown
above or	if you do not have	a regular work schedule. give	details belotiv):
If the p	erson in charge	of opening	and closing the office is ill,
.away, on leave ~ or on vacation , the Q f f i_.c.P~~~~~ at- 7.3L` by un1
(con't
90~ Regular Duties (List those duties that are part of your normal monthly work
routine. Attatch additional sheets if necessary):
Arrive at 7:45 -count money and prepare cash register for day's
buS? n~,s~ • 2 • Make deposit as follows
a. Count coins, currency and checks and enter on right side of
NCR booklet. This amount should equal the same as TRST and CASH
on the ,journal gape. Total Cash and Checks and Money Orders should
equal -0- when subtracted from CASH and TRST amounts on JOURNAL TAPF
b. `Put yellow CASH tickets in numerical order ¢' ~~~~~'ti"~`-~
~~"~~
c_ Put yellow CHARGE tickets in numerical order; add them _and attac
calculator tape; it should equal the CHG amount of Journal Tame.
d_ Remove TRUST FUND tickets from stack"of Yellow cash tickets
!~
~,,~,Q~`. (keep in numerical order); run tape and attach_to tickets; total _
~" t should equal TRST amount on Journal tape.
C:~"
Z--
REGULAR DUTIES - continued
e. Remove RECEIVED ON ACCOUNT (RA) tickets from stack of yellow tickets
(keep in numerical order); add tickets; they should equal RA on Journal
tape; attach calculator tape
f. Separate money for TRUST FRUND by using yellow tickets and pink tickets
from Probation Office rung up to TRUST according to amount of CASH,
CHECK NUMBERS, & MONEY ORDERS
g. Stamp TRUST FUND checks and money orders lbith RED ink and add currency;
total should equal TRST figure on Journal tape
h. Stamp GENERAL FUND checks with BLACK ink; add currency and checks; total
should equal CASH amount on Journal tape
i. Put money and checks IN the bank deposit books per GENERAL FUND and
TRUST FUND
j. Deliver deposits to bank
k. If there's an overage of shortage make notation on Journal tape and
Detail tapes and enter into Column 20 in General Fund 3ournal
1. be available, whenever possible, to set the register straight and
straighten out any problem that someone might have in ringing up a ticket
~2. POST AND "PAY OUT" FROM TRUST FUND JOURNAL
a. Get out BIG Trust Fund Ledgers (CR-89,88,87,86,$5), CIVIL, PROBATE
b. Get out blank ledger sheets and sheets worked on during month
c. Get FEE BOOK FOR CRIMINAL or CIVIL or PROBATE action
d. Get out RED stamp pad
e. Get out stamps for "DEPOSIT" and "PAY OUT"
2a. TYPES OF CASES
a. CRIMINAL or MISDEMEANOR: "ST. V5. ---------~~
~D
Past to:~'Clerk's fees Operator's Chauffeur's Fund
,r.
t. Sheriff's fees Juvenile Court Costs
3. Crime Tax Juvenile Court Appt. Atty.
n.
~., State fees J. C. P. T.
„~.
S"• L.E.O.'s County Attorney
iS.
(o• Co. Treas. Arrest fees DPS, TABC, or P & W fees
~• Probation Fees ~Aclult Restitution Fees
8'• Trial Fees Road & Bridge feE~s
4• Bail Bond fees
b. CIVIL: 2 names involved, one vs. the other
Post to: County Clerk's fees
Sheriff's fees
Steno fees
Jury fees
County Law Library fees
v
3. POST AMOUNT IN TRUST FUND CASH RECEIPTS JOURNAL TO ALL THREE LISTED
BELOW:
a. Trust Fund Ledger Sheet
b. FEE BOOK or BILL OF COST page (fill in DEPOSIT stamp and PAYOUT
stamp)
c. Pay out to Trust Fund Disbursement Journal
d. Post and pay out each day's receipts to CRIMINAL, CIVIL, or PROBATE
4. KEEP TRUST FUND LEDGER SHEETS IN THE ORDER IN WHICH THEY ARE POSTED
AND PAID OUT: KEEP BLANK ONES SEPARATE
.f 5. TO RECORD CHECKS:
VV i
a. Get oust FEE BOOK or BILL OF COST book and turn to page number
listed on check stub
b. Pull sheet out of BIG Trust Fund ledger books
c. Disburse accordingly: County Clerk
County Treasurer
Person to whom check is written
d. REFUND OF CASH BOND: Pull sheet out of BIG Trust Fund Ledger and
stamp page in Volume with amount refunded and record in four places
across page in TRUST FUND DISBURSEMENT JOURNAL (Column 1 and
Column 3; Column 23 and Column 24)
e, Be sure to record checks to all THREE places: TRUST FUND LEDGER
SHEET, TRUST FUND DISBURSEMENT JOURNAL, and VOLUME (FEE book or
BILL OF COST BOOK)
6. TO VOID CHECKS: (and to STOP PAYMENT ON A CHECK)
t/ a. Get page out of BIG Trust Fund Ledgers
b. Post VOIDED check to that page (ADD BACK ON AS A DEBIT)
c. Write VOIDED check number and amount in Trust Fund Disbursement
Journal in RED brackets in Column 1 and Column 3 and across page
in Columns 23 and 24)
d. MARK VOIDED NEXT TO CHECK NUMBER AND AMOUNT IN THE YELLOW BANK
RECONCILIATION BOOK kept in desk drawer
7. TO DISBt;RSE TO TRUST FUND DISBURSEMENT JOURNAL
a. PROBATE: Estates and Guardianships:
Post checks or additional deposit to close out:
County Clerk
Sheriff
County Law Library
Judge's fees
Newspapter publications
b. CRIMINAL: Misdemeanor fines
PAY OUT Probation, fine, and court costs as designated by
Probation Office
c. CIVIL: Fay out only when given instructions to do so
8. TO CLOSE OUT GENERAL FUND AT END OF MONTH:
The computer now records all the following information:
a. Recordings
b. Marriage Licenses
c. Miscellaneous
d. Certified Copies
e. Birth and Death Certificates
f. Beer Fees
g. Attorney Fees
h. Contempt Fees
i. County Law Library Fees
j. Postage fees
k. Probate fees
1. Judge's fees
m. Jury fees
n. Probate Education fees
o. Re-Plat fees
Add charges (which are all recordings) and deduct R/A; add County Clerk's
Fees from the Trust Fund
Make report per work sheets and Printed Forms
Draw Lines in General Fund Journal after posting checks, recording totals
for each column as per totals on work sheet
9. TO CLOSE OUT TRUST FUND AT END OF b10NTH
1.	Enter into TRUST FUND DISBURSEMENT JOURNAL from the green
	spiral notebook the BEER LICENSE FEES
2.	Add	all columns and record totals on work sheet
	a.	County Clerk's fees
	b.	Judge's fees
	c.	Sheriff's fees
	d.	Crime Tax fees
	e.	State's fees
	f.	L.E.O.'s
	g.	Juvenile Court Appt. Atty. fees
	h.	Juvenile Court Costs
	i.	County Probation Fees
	j.	County Attorney fees
	k.	County Law Library fees
	1.	Trial fees
	m.	Road & Bridge Fees
	n.	Arrest Fees (Co. Treas)
	o.	J.C.P.T. fees
	p.	Co. Treas. fees
	q.	Bonding fees
	r.	Adult Restitution fees
	s.	Steno Fees
	t.	DPS, TABC, P & W Arrest Fees
	u.	Jury fees ~
3.	Add	Miscellaneous Fees "Due" column (Col. 24) ie:
		Kerrville Daily Times
		Kerrville Mt. Sun
4.	Assi	gn Check Number to the "monthly payables" per work sheet
5.
//	Run	Totals on each column listed above in #2 to reconcile
	TRUS	T FUND DISBURSEMENT JOURNAL: Figure for Col. 3 should balance
	out	to -0- when all other columns are deducted from it
6.	Run	tapes on the monthly-work ledger sheets; run tapes cn Trust
	Fund	Ledgers CR-89,88,87,86,85, Civil, and Probate
7.	Do B	ANK RECONCILIATIONS on work sheet for both the TRUST rt~D

and the GENERAL FUND
8. The TOTAL of the TRUST FUND LEDGERS and the TRUST FUND SHEETS
(worked on druing the month) MUST EQUAL the BANK RECONCILIATION
of the TRUST FUND
9. IF THIS DOES NOT BALANCE - if balance is off in TRUST FUND after
the tapes have been run and the tapes double-checked:
a. Double-check BANK RECONCILIATION
b. Check sheets against disbursements;- see if amount has been
left out of TRUST FUND DISBURSEMENT JOURNAL
c. Maxe sure all CASH RECEIPTS have been posted
d. Were VOIDED checks entered and deducted during the month?
e. Were all ledger pages completed? See that each name in the
TRUST FUND DISBURSEMENT JOURNAL has a SHEET (or Vice-Versa)
in the month's work sheets
f. Was each disbursement carried out completely across the page
g. Was a sheet with a balance filed in the ZERO balance Ledger?
h. Do all RECEIPTS equal the DEPOSIT amount? Maybe a receipt
was not entered into the word processor.
10. Make copies of ALL reports
11. Write checks to County Treasurer and County Clerk per totals on work
sheets.
~12. TYPE REPORTS
a. MONTHLY General Fund Collections Report
b. MONTHLY Trust Fund Fee Report
c. MONTHLY Trial/Fines, County Law Library, and Beer Licenses
fees collected
d. GUARTERLY Trial/Fines, County Law Library, Beer Licenses report
e. SEMI-ANNUAL Trust Fund Report which consists of: DATE, CAUSE NO.,
VOLUME & PAGE, PERSON'S NAME, and AMOUNT on EACH TRUST FUND LEDGER
SHEET WITH A BALANCE ON IT
f. SEMI-ANNUAL REPORT which consists of the past six months' BANK
STATEMENTS, DEPOSIT SLIPS, AND CANCELLED CHECKS
13. Attach checks to proper reports
14. Turn over all REPORTS, CHECKS to County Clerk for signatures and
distrubution AFTER ENTERING THE FILE STAMP WITH THE DATE and person's
name on it that has typed the reports
~5. DEPOSIT COUNTY CLERK'S FEE CHECK TO GENERAL FUND
16. Record checks in General Fund Journal
17. Draw lines and record totals taken from work sheet for TRUST FUND and
General Fund and TRUST FUND RECEIPTS JOURNAL
18. Transfer BANK RECONCILIATION from work sheet to MAJOR BANK RECONCILIATION
BOOK kept in desk drawer
19. File the past month's CASH RECEIPTS, TRUST FUND TICKETS, CHARGES and
R/A tickets in cabinet drawers for month
~20. Put all PAID OUT (double-lined) TRUST FUND ledger sheets in PAID OUT
ledger in numberical order by YEAR
21. File all current sheets with plain -0- balance AND balances according
to YEAR and NUMERICAL ORDER: CR-85,86,87,88,89; CV-85,86,87,88,89 in
proper LEDGERS SO LABELED
22. Make change out of Vault for register as it needs it
23. Ring up tickets
24. Assist people in County Court-At-Law when it comes to breaking
out how payments have been disbursed so they can enter correct
figures in their computers

in?~IAiC ~C'RT?iITTT.T` - TRT2RC:TTf.nR TITT~'f~TT+`C - nnnt-i m~aa
the doors, then proceed as follows:
1. turn on Savin copy machine in office proper
2. unlock break-room door; turn on lights there and in rest rooms
3. turn on lights in Commissioners Court secretary's office
and unlock door to stock/election room
4. turn on light in County Clerk's office
5. unlock coat room
6. open vault; remove two files on wheels; put one near register
for instruments to be filed in; put one beside beer license desk
7. unlock register; put money drawers in register; count out $100
for change in top drawer to be used in day's business; remove
excess money for deposit to Gen. Fund and Trust fund
S. unlock conference room; turn on lights and Savin machine
9. unlock door to microfilm room; turn on machine there
10. unlock election room
11. unlock door to old-records room; turn on lights
12. unlock back door where abstractor's copy machine is housed
I3. turn on copy machine for the abstractors
J TO CLOSE OFFICE AT NIGHT
1. CLEAR REGISTER
f 2. take out money; put file, money drawers, used tickets and blank
tickets in vault
JI 3. Close vault
4. turn off Savin copy machine in office proper
5. turn off lights in restrooms; break room
6. Lock break room
7. Check doors to conference room and microfilm rooms to make
sure they're locked and machines and lights are turned off
8. Lock door to old-records room
9. lock door to election room
10. check counters to see that they are clear
11. turn off abstractor's copy machine in back
12. turn off all lights
13. Take any mail to post office that is left in basket
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND "EIGHT" COPIES OF TlrliS REQUEST AND
DOCUMENTS TO BE REVIEWED BY THE COURT.
MADE BY: PAT DYE
ME6"I'ING DATE: MARCH 13, 1989
OFFICE: COUNTY CLERK
TIME PREI~ ERRED: 2 P , M ,
SUBJECT: (PLEASE BE SPECIFIC:) Request hiring a permanent assistant
to my bookkeeper as soon as possible.
ESTIMATED LENGTH OF PRESENTATION: ~~ mi ntltes
IF PERSONNEL MATTER: NAME OF EMPLOYEE:
NAME OF PERSON ADDRESSING THE COURT: pat Dye
TIME. POR SUBMITTING THIS REQUEST FOR COUtZT TO ASSURE: THAT THE MATTER IS
POSTED IN ACCORDANCE W1'fH ARTICLE 6252-17 IS AS FOLLOI'~IS:
MEETINGS HELD ON SECOND MONDAY: 12:00 P.M. PREVIOUS V~EDNESDAY
MEETINGS HELD ON THURSDAYS: 5:00 P.M. PREVIOUS THURSDAY.
IF PREFERABLE, AGENDA REQU~,STS MAY BE MADE ON OFFICE STATIONERY WITH THE
AI30'JE INFORMATION ATTACHED.
THIS RE~?UEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

A. M. P. M.
ALL AGENDA REQUESTS 'JILL BE SCREENED BY 1'HE COUN`fY JUDGE'S OFFICE TO DE-
TERMINE IF ADEQUATE INFORMATION HAS BEEN PREPARED FOR THE COURT'S FORMAL
CONSIDERATION AND AL"TION AT "TIME OF COURT MEETINGS. YOUR COOPERATION
WILL BE APPRECIATED AND CONTRIhUTE TO~'JARDS YOUR REQUEST BEING ADDRESSED
A`i' TIfE EARLIEST OPPOI;'fUNt`I'Y.
ORDER ~• 18527
ORIZE COUNTY
NY3TION ~,~ IA DYES HIRE
5I5TA~ ~~
N~r~h 13, 1989
Vol• R~ Pq• 267