ORDER N0. 25810 APPROVE AND EXTEND CURRENT TEMPORARY CONTRACT WITH MR. HOLEKAMP AS SUPERVISOR OF THE MAINTENANCE DEPARTMENT On this the 22nd day of March 1999, ~.xpon motion made by Commissioner Let z, seconded by Commissioner Griffin the Court unanimously approved by a vote of 4-0-0, to extend the current temporary contract with Mr•. 61enn Holekamp as Supervisor of the Maintenance Department for an additional 3@ days. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Bill Williams MEETING DATE: March 22. 1999 SUBJECT: (PLEASE BE SPECIFIC) OFFICE: Commissioners' Court TIME PREFERRED: Consider and discuss reorganizing Supervision of Maintenance Department, Animal Shelter, and Solid Waste; and establishing a Facilities Use Policy.. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Comm. Pct. #2 Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towazds you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. .~ MEMORANDUM March 16, 1999 To: County Judge Fred Henneke, Commissioner H. A. "Buster" Baldwin, Commissioner Jonathan Letz, and Commissioner Larry Griffin. From: Commissioner William H. Williams Subjects: Reorganizing Supervision of Maintenance Dept., Animal Shelter, and Solid Waste; and establishing a Facilities Use Policy. Prior to its action in August, 1998, Commissioners' Court was aware a serious administrative breakdown existed in the Maintenance Department. Routine maintenance of facilities was not being performed in a timely or efficient manner, serious personnel problems were discovered within the department, and little or no preventative maintenance was scheduled or performed. Upon learning the seriousness of the situation, the Court acted by removing the department head, and in Order No. 25469, dated August 3, approved hiring Glenn Holekamp, who was supervising Animal Control and Environmental Solid Waste, as interim Maintenance Department Supervisor until the end of the year. He was instructed to stabilize the department's functions, resolve the personnel problems, and make recommendations to the Court for future consideration. For these added responsibilities Mr. Holekamp's compensation was increased $500 monthly. Recommendations for the complete reorganization of the department were delayed until the new Commissioners Court took office. January 1. On January 11, the Court in Order No. 25719, extended for 90 days the interim appointment of Mr. Holekamp and instructed Commissioner Williams to present recommendations for departmental reorganization and a facilities use policy. The goals are to improve supervision, use personnel effectively, improve work productivity and be cost effective; and to establish reasonable guidelines for use of county facilities by the general public, organizations and agencies. The current situation finds Mr. Holekamp managing maintenance and custodial services for all county facilities in addition to supervising Kerr County Animal Control and Environmental Solid Waste activities. Currently, no written policy for facilities use exists. Therefore, responsibility for facilities use is unassigned, with the exception of the Hill Country Youth Exhibition Center where a schedule for use fees exists and the county compensates members of the Agriculture Extension Office staff additional money to handle Ag Barn booking and reporting responsibilities. Kerr County Animal Control jurisdiction has been expanded to include the City of Kerrville as a result of an Inter-local Agreement. Both Animal Control and Solid Waste have enforcement powers. In addition to Mr. Holekamp, there currently are 7 employees in Maintenance, 4 employees in Animal Control, and 2 employees in Environmental Solid Waste. Current county facilities for which routine maintenance and custodial services are required include: Courthouse and Annex, Sheriff's Department and Jail, J.P.-2 Offices and Courtroom, Hill Country Youth Exhibition Center, Agriculture Extension Office, Animal Shelter, Juvenile Detention Center, Adult and Juvenile Probation Offices, Road and Bridge Department Offices, J.P.-4 and Tax Office Substation, and Union Church on Schreiner College Campus (when completed). Elected officials and department heads report measurable improve- ment in the maintenance department during the last seven months. Response time is good, facilities are clean, attitudes have improved and there are fewer personnel problems 1. Rename department to: "Facilities Maintenance and Use Department," and consolidate administration of facilities use therein. 2. Establish Animal Control and Environmental Waste as two separate departments with separate supervision. 3. Appoint Glenn Holekamp to head "Facilities Maintenance and Use Department. Mr. Holekamp to detail for Commissioners' Court his proposed super- visory structure and budget realignments, if any. 4. Appoint Marc Allen, Supervisor, Animal Control & Local Health Authority for Rabies and Animal Control, effective October 1, 1999. S. Permit Mr. Holekamp to exercise oversight of Animal Control and Solid Waste for the remainder of this budget ,~ ear to assist Commissioners' Court in evaluating the supervisory realignment. 6. Consolidate for budget year 99-00 expenses contain- ed in 10-510, 10-642, 10-640, and 10-666. 7. Rewrite job descriptions as needed. Copies attached. 8. All requests for maintenance, custodial services, outside services, supplies and equipment must be written and signed by Elected Official and/or Department Head, and forwarded to Facilities Main- tenance and Use Department for fulfillment. NOTE: A separate worksheet detailing proposed compensa- tion for the above recommendations vs. current budgeted expenditures is attached. Inasmuch as all of Kerr County's facilities are supported by tax dollars, the general public, organizations and/or other governmental agencies should be accorded use of these facilities if such use does not conflict or interfere with the business of the county. Established policy for county facilities use should include: (a) Advance notification (date and time) to determine facility availability. (b) Requirements of use, i.e., number of people, tables, chairs and/or special audio/visual equipment. (c) Prohibition of food and drink except at HCYEC. (d) Appropriate custodial fee for after-hours use. (e) Appropriate fee for grounds clean-up, if required. (fj Rental and set-up fees, if any. (g) All offers by public and/or organizations to permanently place objects such as statuary, trees, plants, etc. on County facilities or grounds must receive prior approval of Commissioners' Court or Commissioner-liason to Facilities Maintenance & Use Department. Use of all county facilities by the general public or organizations should be coordinated through one office for efficiency, compliance with written use policy, reporting to Commissioners Court, and accounting for and transmittal of use fees. This should be accomplished at the beginning of the new budget year, requiring the Court to drop an existing contract for these services, consolidating same into the Facilities Maintenance and Use Department. In view of the fact that currently the Maintenance Dept. purchases for county use a significant amount of products and services, consideration should be given in the future to naming a Purchasing Officer and incorporating all purchasing functions into this department. This would require approval of the District Judges, County Judge and County Auditor. The addition of this responsibility should be planned to commence at the beginning of a new budget year. Once established and functioning for Kerr County, these services could be offered to other governmental or educational agencies in Kerr County, and to other counties. It is long established that a purchasing office is beneficial and cost effective and, in the case of County Government, precludes the possibility of violating Local Government Code with respect to bidding for purchase of goods and services by individuals and/or separate departments. WHW Z w a }~ F- J U Q LL W Z Z_ O W a Q' a O 2 Q ~ ~ ~ i ~ m ~ c u~ O U 3 a> E ` m ~ ~ m Y ~ Q ~ ~ C Y F= ~ u i n Q a ~ CO CO O r t0 W n ~ ~ 0 of ao r ri ao ri c~i v r Vl ff! H! V~ b! to V! eR op O N t~ tO ~ O O ~ ~ m f~ Of CO ' CD Z ~ 01 CO f` M CD M aD O M O N ~ ~ ~ ~ ~ r _ ers vi ue eA err vi ve es ~ - ~ ~ ~ U ~ ca U a ~ ~ ~ '- 3 ~ = 2 m c ~a c co d c c ._ ._ , ~ _ ~ ~ ~ ~ ~ ~ ~ ~ N ~ ~ O m ~ c d 0 0 lA W W T d rn v a N w N m C O O w c m c a~ 0 's ~, 0 d L w al N A M two M pip N °o 0 N a A ~~Q T 6l A r N N w vi err rn o~ WW rn~ ~~ Q t- JQ F Z ~ 0 ZQ K O W N O a a pm N a _ c E W a c ~ ~ KERB COUNTY COMMISSIONERS' COURTY Instructions: NAME: HOME ADDRESS: PUBLIC PARTICIPATION FORM Fill out all appropriate blanks. Please print or write legibly. HOME TELEPHONE: PLACE OF EMPLOYMENT: ~/ C '~ 15 ~ ~' 3 ~. /9 ~~~~~~~ l~h ~~ ~30 --3G~- S~c~&~ 5~ l ~ EMPLOYMENT TELEPHONE: S ~ .~ -~ Do you represent any pazticulaz group or organization? Yes No If you do represent a group or organization, please state the name, address and telephone number of such group or organization. Which Agenda Item (or Items) do you wish to address? ~ , ~ In general, aze you for or against such Agenda Item (or Items)? -d Signature NOTE: This Public Participation Form must be presented to the County Clerk prior to the time that the Agenda Item (or Items) you wish to address aze discussed before the Court. b Hill Country Youth Exhibition Center 5001 San Antonio Hwy. Kerrville, Texas 78028 830 - 257 - 6568 January 03, 1999 Aubrey Henderson Rodeo And Dance Aubrey Henderson 4 HC 7 Box 32 A Ingram, Tx. ?8025 Subject: Letter of Agreement Attached is a letter of agreement between the Hill Country Youth Exhibition Center (HCYEC) and Aubrey Henderson- (AH). This agreement covers rental of the $:dubition Hall and.Indoor Arena for the. period of time, November 13,1999• AH understands that the HCYEC will allow AH one move in day (November 12,1999) at no additional chazge. Any unforeseen expense that should arise will be negotiated equitable to both parties satisf~etion. Below is a breakdown on the items that would be a cost to hold your show. Exhibit HaII - Indoor Arena - Set-upfee- Concession stand Clean Up Deposit $150.00 $300.00 $150.00 $ 50.00 A grounds clean up deposit of $200.00 is required to insure that the HCYEC facilities/grounds aze left as clean as it is found. If you would hlce to relinquish your deposit, a cleaning crew can be hired to ensure clean up. Insurance A certi~rcate of insurance for spxtator and Liquor liability insuuance is requited 20 days prior to the date of the event A minimum of $100,000,000 coverage on each liability is required.. Kerr County must be named as an additional insured. An Insurance quote can be provided, and the fee added to the fixed fees schedule. Liquor License is required when selling alcohol, Please have this in Event Coordinator's office two days prior to event date. Additional items are available at no charge: P A System ,stage, announcers stand A Fixed Fees: ~~ Exhibit Center $ 150.00 ~ - - __ Indoor Arena $ 300.00 Set - Up Fce $ 150.00 Concession Stand $ 50.00 Due Kerr County $ 650.00 ~ ~ PaY ~' ~~tY half ($325.00) of the fixed fees by Feb 01,1999. The remaining balance ($ 325.00) along with the L~:~e Certificates are due by October 29, 1999. MONEY ORDERS SHOULD BE MADE O O KERB COUNTY. Fixed Fees shall be mailed to: HCYEC - attn: Laurinda Boyd 5001 San Antonio Hwy. Kerrville , Tx. 78028 FAILURE TO FULFILL THESE REQUIREMENTS CAN RESULT IN CANCELLATION OF YOUR SCHEDULED EVENT. _ Tables & Chairs rental: Tables Fokling Chair $ 4.00 /table $ 0.50 /chair Table & Chair Rental Fee is payable to: Hill Country District Junior Livestock Show Association, Inc. (HCDJLSA) Rental Fee is payable to the HCYEC Event Coordinator or Expo Supervisor on Set-Up Day prior to the event. SPt~~~ri4c~ i ~~''~~'"''"`~~~~11 Seciuity is required at a cost of $15.00 per hour /per guard. The Event Coordinator will provide arrangements for security. Please make arrangements with the Event coordinator for the hours and payment of security. I would like to thank you again for your decision to uh7ize our fac~7ities at the Hill Country Youth Exposition Center. I will do my best to assure a very successful show from my end here at the exhibit center. Signed Boyd - HCYEC Event Coordinator I, Aubrey Henderson, agree to the terms of this contract on this day, Aubrey Henderson iA Hill Country Youth Exhibition Center 5001 San Antonio Hwy. ~ ~ - _. Kerrville, Texas 78028 830 - 257 - 6568 January 03, 1999 Aubrey Henderson Rodeo And Dance Aubrey Henderson 4 HC 7 Box 32 A Ingram, Tx. 78025 Subject: Letter ofAgreement Attached is a letter of agreement between the Hill Country Youth Exhibition Center (HCYEC) and Aubrey Henderson (AH). Tlvs-agreement covers rentah of the Exhibition Hall and Indoor Arena for - theperiod of time, Apri110,1999: AH understands that the HCYEC will allow AH one move in day (Apn19, 1999) at no additional charge. Any unforeseen expense that should arise will be negotiated equitable to both parties satisfaction. Below is a breakdown on the items that would be a cost to hold your show. ~ Exhibit Hall - $150.00 Indoor Arena - $300.00 Set - up fee - $150.00 Concession stand $ 50.00 Clean Up Deposit Insurance A grounds clean up deposit of $200.00 is required to insure that the HCYEC facilities/grounds are left as clean as it is found. If you would ]dce to relinquish your deposit, a cleaning crew can be hired to ensure clean up. A cet'tiScate of insm~aace for spectator and Liquor liabt7fty insurance is required 20 days`~ior to the date ofthe evrmt A mipimum of $100,000,000 coverage on each liability is required.. Kerr County must be named as an additional insured. An Insurance quote can be pmvaided, and the fee added to the fixed fees schedule. Liquor License is required when selling alcohol, please have this in Event Coordinator's office two days prior to event date. Additional items are available at no charge: P A System ,stage, announcers stand ~~ Fixed Fees: Exhibit Center $ 150.00 ~ - _ _. Indoor Arena $ 300.00 Set - Up Fee $ 150.00 Concession Stand $ 50.00 Due Kerr County $ 650.00 AH agrees to pay Kerr County half ($325.00) of the fixed fees by Feb O 1, 1999. The remaining balance ($ 325.00) along with the Insurance +t~ertificates are due by March 22, 1999. MONEY ORDERS SHOULD BE MADE OUT TO KERB COUNTY. Fixed Fees shall be mailed to: HCYEC - attn: Laurinda Boyd 5001 San Antonio Hwy. Kerrville , Tx. 78028 FAILURE TO FULFILL THESE REQUIREMENTS CAN RESULT IN CANCELLATION OF YOUR SCHEDULED EVENT. -- _ _ Tables & Chairs rental: Tables $ 4.00 /table Folding Chair $ 0.50 /chair ` Table & Chair Rental Fee is payable to: Hill Country District Junior Livestock Show Associatioq Inca (HCDJLSA) Rental Fee is payable to the HCYEGEvent Coordinator or Expo Supervisor on Set-Up Day prior to the event. Security Security is required at a cost of $15.00 per hour /per guard. The Event Coordinator will provide arrangements for security. Please make arrangements with the Event coordinator for the hours and payment of security. I would hke to thank you agau- for your decision to utdize our fac~7ities at the Hill Country Youth Exposition Center. I w~71 do my best to assure a very successful show from my end here at the exhibit center. Signed urinda Boyd HCYEC Event Coordinator I, Aubrey Hendersoq agree to the terms of this contract on this day, Aubrey Henderson ~.