ORDER N0. 25840
ESTABLISH A FACILITIES MAINTENRNCE
AND USE DEPARTMENT
On this the 26th day of Rpr^il 199, upon motion made by
Commissioner Williams, seconded by Commissioner Griffin, the
Ceur-t unanimously approved by a vote of 4-0-0, the
Facilities Use Policy as amended with regard to sr_heduling
of facilities.
COMMISSIONERS' COURT AGENDA REQUEST
MADE BY: Bill Williams
MEETING DATE:
SUBJECT: (PLEASE BE SPECIFIC)
Commissioners' Court
TIME PREFERRED:
Consider and discuss establishing a Facilities Maintenance and Use Department, relocating same
to HCYEC; and temporary oversight of Animal Shelter and Solid Waste Departments until
September 30, 1999.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT:
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
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:
Commissioner Pct. #2
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 eazliest opportunity. See Agenda Request Rules
Adopted by Commissioners' Court.
RECOMMENDATIONS
1. Rename department to: "Facilities Maintenance and Use Department",
consolidate administration of facilities use therein.
2. Establish Animal Control and Environmental Waste as separate departments with
sepazate supervision.
3. Appoint Supervisor to head "Facilities Maintenance and Use Department".
Supervisor to detail for Commissioners' Court his/her proposed supervisory
structure and budget realignments, if any.
4. Appoint Supervisor, Animal Control and Local Health Authority for Rabies and
Animal Control, effective October 1, 1999.
5. Permit Facilities Supervisor to exercise oversight of Animal Control and Solid
Waste for the remainder of this budget year to assist Commissioners' Court in
evaluating the supervisory realignment.
6. Facilities Maintenance and Use Department will establish its principle office at the
HCYEC. The custodial section of this department will be based at the
Courthouse. Scheduling of facilities use will be handled at the HCYEC Office.
Heavy grounds and maintenance equipment and requested supplies will be housed
at the HCYEC. Custodial equipment and supplies will be housed at the
Courthouse.
7. Rewrite job descriptions as needed.
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 forwazded to Facilities Maintenance and Use Department for
fulfillment.
9. Consolidate for Budget year 99-00 expenses contained in 10-510-, 10-642, 10-
640, and 10-666.
NOTE: A separate worksheet detailing proposed compensation for the above
recommendations vs. Current budgeted expenditures is attached.
FACILITIES USE POLICY
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 as authorized by Facilities Supervisor and/or
Commissioners' Court.
(d) Appropriate custodial fee for after-hours use.
(e) Appropriate fee for grounds clean-up, if required.
(ft 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.
POSSIBLE ADDED RESPONSIBILITIES. EFFECTIVE 10/1/99
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 Department 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 Ken 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 Govemmer~
Code with respect to bidding for purchase of goods and services by individuals and/or
separate departments.
JOB DESCRIPTION: FACILITIES SUPERVISOR
PAY GROUP:
APPOINTED
FLSA: EXEMPT
JOB TITLE:
OBJECTIVE:
SUPERVISOR
To ensure all county facilities and grounds are properly maintained; to obtain such
outside services as are necessary to achieve this objective; to administer the
county's facilities use policy; to perform such accounting and reporting as is
necessary to satisfy Commissioners' Court and County Auditor; to purchase all
goods and services as are required for maintenance and use of county facilities.
ORGANIZATIONAL RELATIONSHIPS:
1. Reports to: Commissioners' Court and/or to any member of the court who may be
designated by the court as the direct supervisor.
2. Directs: All personnel associated with facilities maintenance and use.
3. Other: Has contact with other county departments and with outside vendors and
suppliers, as is required for orderly conduct of business.
GENERAL STATEMENT OF DUTIES:
This is a responsible supervisory position. Duties include supervising the maintenance and use of
all county facilities and grounds; ensuring all necessary repair work is done; ordering necessary
equipment and supplies for facilities maintenance and use and assigning personnel to accomplish
these tasks; and obtaining such outside services as may be required.
EXAMPLES OF WORK:
Assigns and supervises work of maintenance/custodians and grounds maintenance workers;
Oversees necessary repairs on all county facilities and supervises work of outside service
providers as required.
Inspects buildings and grounds to monitor the quantity and quality of work being performed and
takes remedial action if necessary;
Administers County's Facilities use policy and schedules the use of it's facilities;
Provides Commissioners' Court with Monthly Report of County Facilities use; provides County
Auditor with such reports of fees received for facilities use;
Maintains adequate inventory of supplies and equipment and orders additional items as needed;
Evaluates necessity for any major repairs or maintenance needs and makes recommendations for
remedial action;
Negotiates contracts with vendors for goods and services as may be required;
Prepazes necessary reports, makes grants applications where applicable, submits employee
timesheets, and other paper work related to the custodiid, maintenance use functions; and
Prepazes budgets for Maintenance use Department which includes Ag-Facility, JaIl, Courthouse
and Animal Control Facility and others as required;
Ensures that expenditures remain within budgeted amounts; and
Performs other duties as may be assigned.
REOUIRF,D KNOWLEDGE, SKILLS AND ABILITIES•
Ability to supervise and motivate employees in unskilled or semi-skilled positions; ability to
evaluate the need for various repairs and maintenance; ability to operate and to train employees in
the use of janitorial and grounds maintenance equipment; ability to negotiate with outside vendors
for goods and services as required; ability to prepaze listings for inventory, to order supplies, and
to prepare other simple records and report; ability to administer County's Facilities use policy as
established by Commissioners' Court; ability to understand and communicate to others oral and
written instructions; ability to establish and maintain effective working relationships with county
personnel, vendors, and the general public.
ACCEPTABLE EXPERIENCE AND TRAINING:
High school graduation or its equivalent plus at least four yeazs work experience involving a
variety of maintenance activities, such as plumbing, carpentry, and electrical work, two yeazs of
which must have included supervisory responsibilities;
or
Sufficient education to read and write and at least six years work experience involving a vaziety of
maintenance activities such as plumbing, carpentry, and electrical work, two years of which must
have included supervisory responsibilities;
or
Any equivalent combination of experience and training which provides the required knowledge,
skills, and abilities.
CERTIFICATES AND LICENSES REOUIRED•
Valid Texas Drivers License