COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: William H. Williams OFFICE: Commissioner, Pct. 2 MEETING DATE: May 28, 2002 TIME PREFERRED: SUBJECT: (Please be specific) Consider and discuss comments from the Office of Rural Community Affairs re Ken County's Comprehensive Colonias Study and Plan. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON(S) ADDRESSING THE COURT: Bill Williams, Commissioner, Pct. 2, and Eric Hartzell, GrantWorks. ESTIMATED LENGTH OF PRESENTATION: 10 minutes. 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: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON:. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes toward your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. ~,.~~ ~ ~: ,;~ ~: \~ f~ ,~ `;. ~~ / ;;~ ,. OFFICE OF RURAL COMMUNITY AFFAIRS Rick Perry Governor Robt. J.'Sam' Tessen, MS Executive Director May 15, 2002 The Honorable Fred Henneke County Judge, Kerr County 700 Main Street Kerrville, Texas 78028 Dear Judge Henneke: ,~; ~~ ~~~ EXECUTIVE COMMITTEE MEMBERS William M. Jeter, III, Chair David Alders Lydia Range) Saenz Carol Harrell Kent Sharp Wallace Klussmann Patdck Wallace Jim Roberts Michael Waters Re: Local Responsibilities Under TCDP Contract No. 720135 Ms. Robin Sisco of GrantWorks, Inc. made an appointment to present the county's Comprehensive Colonic Study and Plan on Friday, May 17, 2002. She and Eric Hartzell, the firm's Vice-President, will represent the county and present the findings of the county's planning process regarding colonic residents' needs and the county's proposed strategies for addressing them. TCDP's closeout review will include verification that the major components of the contract are in place. Specifically, the report must include the following sections: an inventory, an analysis, (including a ranking of needs), and a plan, (including goals, objectives, and strategies for implementation that include priorities, costs, and sources of funding). It is the county's responsibility to ensure contract compliance and completion; and, the planning document's reliability, accuracy, and usefulness in solving problems of the county's colonias. When the county has performed its review and is submitting the Kerr County colonias Plan for reimbursement, please provide to TCDP the following: • State of Texas Purchase Voucher with authorized signature; • Request For Reimbursement Form with (a different) authorized signature; • Consultant invoices; • Documentation of final required public hearing to evaluate the county's performance under the contract; • First Quarter 2002; • Two (2) copies of the plan with your letter of transmittal that indicates local review and approval of the planning documents. The letter must specifically state that the county finds all planning reports and maps acceptable for its needs and has in its possession all products and computer diskettes or compact disks containing original vector data for maps and report data with instructions for retrieving data. (See sample letter attached). Should the county wish to submit one of the two copies in electronic format, the following instructions apply: Visit us on the world wide web at www.orca.state. tx.us 507 $ABINE, SUITE 300, AUSTIN, TEXAS 78701 P.O. BOX 12877, AUSTIN, TEXAS 78711.2877 • 512-936-6701 Printed on recycled paper The Honorable Fred Henneke County Judge, Kerr County May 15, 2002 Page 2 of 2 a. Contractor shall provide the Department a compact disk (CD) media, written in Adobe Acrobat portable document format ('.pdf), that contains the narrative and mapping produced under this contract. b. Contractor shall ensure that the compact disk and compact disk plastic jacket is properly identified. Specifically, the iacket swine shall show the name of the locality and contract numbers; and the disk and jacket shall bear the locality name, contract numbers, planning period covered by the report, topics included within the report (on the CD), and preparer's name. Complete documentation as to the content and layout of the data files and the name of the software package(s) used to generate the texts and maps shall be provided to the Department in the locality's closeout letter from the Contractor and be shown within the compact disk's jacket. Please call (512) 475-3835 should you have questions or need any forms discussed above. e„~/lam` /~~V~~`~`~"'~~' Joe Midura, Planning Grants Coordinator Texas Community Development Program Attachment Fax: Hon Fred Henneke 830-792-2218 GrantWorks, Inc. 512-420-0302 SAMPLE DATE Sandy Mauro, Director Texas Community Development Program Office of Rural Community Affairs P. O. Box 12877, Capitol Station Austin, Texas 78711-2877 Re: Texas Community Development Program (TCDP) Contract No. Dear Ms. Mauro: This is to advise and confirm that the County of has ensured completion of the contract referenced above and the preparation of a Colonic Comprehensive Plan (or target area plan for INSERT NAME OF COLONIA HERE), including all documents and maps required by the contract. The County of Commissioners Court has met with the planning consultant on several occasions with opportunities for citizen input and has reviewed the contents of all documents and maps for accuracy and suitability for the county's needs. The County has in its possession all products and computer diskettes or compact disks containing map (original vector data) and report data with instructions for retrieving data, including the names of the software programs used. The county has been provided by its planning consultant the original vector data for mapping and the graphic data on (diskettes/compact disk) that present data files which are compatible with computer systems owned by or readily available to County. Complete documentation as to the content and layout of the data has been furnished in written form to the County. It is the finding of the county's reviews that the contract referenced above has been fulfilled and costs for contracted services should be reimbursed. Sincerely, County Judge, County Enclosures: • State of Texas Purchase Voucher with authorized signature; • Request For Reimbursement Form with authorized signature; • Consultant invoices; • Documentation of final required public hearing to evaluate the county's performance under the contrail; • Documentation of acceptable fair housing ailivity whh evidence of adequate advertisement; • Disclosure Update Form; • Two (2) copies of the planning studies, as specified in the contrail.