COMMISSIONERS' COURT AGENDA REOUEST .Z ~ d~a~ds ~~ PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REOUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: ~~~ ~p~~ t<<,JS OFFICE: MEETING DATE: TIME PREFERRED: M~N~n~(, ,~~21 t~ 2 5, 2.o~S ~~ : t 5 ~~~ . SUBJECT: o ~~ ~.; (AL. ~~- 1~,~-,2~ C.~?~.+ ~J ~ f ~~~ ~ ~ S a,-~ Cc,~ r~ CL C~^.,~ ,21 ~~~L~ow ~..~~ ~f~i ~~t~,S~l~~tiS ~SS~~~I ~ 5 G- EXECUTIVE SESSION REQUESTED: (PL,EASE STATE REASON) ~ ~ S ~ o -~- ~~~2 ~ L~~ ~! ~ Y ~~,~. i moo:: P~ .~ P~ Na NAME OF PERSON ADDRESSING THE COURT: ~~ ~~.~v l~~~v'S ESTIMATED LENGTH OF PRESENTATION; 3.5 ;•~~ ti ~.it~:,S IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posh in accordance with Title 5, Chapter 551 and 552, Goven~unent 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 prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agencla Request Rules Adopted by Commissioners' Court. Teri L. Hawkins P. O. Box 911 Ingram, Texas 78025 (830) 367-2512 Mazch 25, 2005 If there is not an official policy in effect... Is the County Extension Office making policy as they go along for the County Outdoor Arena? 1). Who can rent the outdoor arena: a). Is there a policy stating this? Yes -or - No b). Is the document dated Mazch 25, 2005, that was submitted at the March 28, 2005 Commissioners Court valid? (exhibit A. see attached) Yes -or- No c). Is this a County maintained facility? Yes -or- No d). Does local taxpayer dollazs support this facility? Yes / No e). Do local tax payers support the payroll and the maintenance of the Kerr County Extension Office?Yes / No I have once again enclosed copies of my original questions (from March 28, 2005 and April 11, 2005) that have not been responded to, by the commissioners. 1). Policy and Procedures (Exhibit B) 2). How can the outdoor arena be shut down to public paying venues with no policy in effect? (Exhibit C) 3). Explanation on how community volunteers and donations aze being denied by the Ken County 4-H coordinator? (Exhibit D) 4). Response on the indoor azena's set up fees and to whom do they apply?(Exhibit E (1) Teri L. Hawkins P. O. Box 911 Ingram, Texas 78025 (830) 367-2512 March 25, 2005 I have questions concerning the Kerr County Cooperative Extension Office and the Ken County Extension Agent. I would like to know the following information: The Job description of the County Extension Agent a). What is the Chain of Command? b). Who is second in authority at the Ken County Cooperative Extension office? c). Who is third in authority at the Ken County Cooperative Extension office? In reference to the Ken County Outdoor Arena 1). I would like to know what is the Policy for renting the Kerr County Outdoor Arena 2). I would like to know what the Previous Qrocedures were when the outdoor arena was leased a). Description of the lease policy b). The copy of any and all lease agreements. c). Cost of lease per day d). Deposits, if any and for what e). Insurance cost to lease the outdoor arena f). Any other cost, rules, etc... that were enforced when renting the grounds. Who enforces the policies on all of the Ken County Youth Exhibit Facilities and what are their names? (2) ~_~~ a~ Kea County 4H Horst Club Arena The Kerr County 4-H Horse Club Outdoor Arena is to be used by Kerr County 4H members as an educational facility to improve and gain knowledge in the area of horsemanship. Kerr County 4-H Horse Club will organize and set scheduled workshops, clinics, rodeos and playdays for this purpose. 4-H members wishing to ride on an individual basis must schedule these times with the County Extension office prior to their arrival. Instructors and parents may assist 4-H members as necessary. Coaches must be enmlied and contribute as a 4-H volunteer, to the Kerr County 4-H horse program. in order to utilize the indoor or outdoor arenas. Under no circumstances will coaches be compensated by the 4-H member or parents for instructions in the outdoor arena. Coaches wilt be able to bring a horse for instructional purposes only. Only Kerr County 4-H members and leaders enrolled in the current year are eligible to use the outdoor arena. No leasing to non-4-H parties will be pertttittcd without approva} by County Extension Agents. The Kerr County Fair reserves the right to use the outdoor arena during the fair for fund raising purposes. These guidelines may be amended by a majority vote from the Kerr County 4-H Horse Club. The indoor arena is available for renting through Alyce Davidson for those interested in receiving compensation for their instruction. To book the indoor arena contact Alyce Davidson at 896-9016 or 257-7393 ~.~11 ~l t Teri L. Hawkins P. O. Box 911 Ingram, Texas 78025 (830) 367-2512 March 28, 2005 I understand and agree that the county facility dates should always be for the children first, and for non-profit organizations raising monies for scholarships or benefits before consideration is given to any outside organization or person's. 1). My question to the commissioners is what is the standard procedure that outside organizations or individuals should follow to find the availability of the facilities? I have been told that the booking date for contracts in reference to the indoor facility is in the month of August. YES -or- NO a). What Day in August - -or- What Month & Day? b). Is this public knowledge, does the county advertise this booking contract date? If so, with whom and how often? c). How many days can an outside organization book in a single 12 month period? d). Do they have to wait until August to book an annual event that is in, for instance September every year? e). If so, how can they be guaranteed that date and confidently advertise their Event if they have to wait until next August for that date? f). If they can book their September date for the following year immediately after their annual event, then how can you have a once a year date for booking the facility and have contracts and do this in all fairness? g). How many months in advance can a single organization or individual book the county facility. h). If more than any twelve (12) month period how can you submit these booking contracts based on what I have been told here today? I would like to know if I could have a blank contract form for my review. -and- A copy of the policies and rules on how the facility is to be ran, rented, etc... __ ~x-i--1 ~. --__~_-- _ _ Teri L. Hawkins March 28, 2005 2). Please explain the procedure that the county commissioners use when presented with a new policy or a policy change. How many votes does it take to pass a new policy or make an old policy change. Then how can two (2) county commissioners meet with the county extension agent and the county 4-H coordinator at the county extension office during the week of March 7a' and discuss, vote and put into force a policy change after I had already spoke with a county employee that was told to me to be in charge of the outdoor facility. I inquired about certain dates on March 1, 2005, and was told to me to be available with pricing and insurance rates given to me by the county employee in charge of the outdoor facility bookings. It takes three (3) votes to put any policy in effect, and if it is my understanding no three commissioners can meet and discuss any issues coming before the commissioners court before that court day. Does it take three (3) commissioners votes for the policy to change? Then how can this new policy of the outdoor arena be enforced with only two (2) commissioner votes? And WE were NOT allowed our DATES. We were told that certain inquired about dates were available with all the pricing information and concession stand inquiries given, to only be told at a later date they were not available. We were not even given a common courtesy phone call from the county extension office that they had a rush meeting to make our dates unavailable to us. ~~~~ ~~. ._ ,. Commissioner's Court Kerr County Kerrville, Texas April 11, 2005 On March 28, 2005, Mr. Walston stated that he FELT that the multiple leasing of the out door facility for multiple events during the year, would conflict with some of the possibilities of scheduling dates for the kids, so at that time, (which is the date of his letter on March 25, 2005, which of course was after I was already told we could lease the arena on March 1, 2005) THEY decided it would be best if we just did not lease it outside of the 4-H use. #3. Is the community aware that for every outdoor date the 4-H has, the in-door facility is booked as a backup arena for them. Thus, tying up both facilities on the same dates. Why couldn't the 4-H just plan on using the in-door arena for their scheduled events and let the public that wants to lease the outdoor facility take their chances with the weather. (2) ~~~~<< ~ Commissioner's Court Kerr County Kerrville, Texas April 11, 2005 Mr. Walston also stated that the facility was built by 4-H LEADERS and VOLUNTEERS, and it was his impression that it was a 4-H facility for them to use as they felt necessary. #4. In response to Mr. Walston's reference to the facilities being here today. For the record I was one of the 4-H youth members along with my Mom and Dad, and a lot of my friends that were also in the club and their parents as well that worked, donated, volunteered, and of course we benefited from these facilities. I was told by the 4-H coordinator on March 15, 2005, that we could not volunteer our time or equipment at the 4-H outdoor arena to paint their concession stand or weld one of the bucking chute gates back on that was broken when the County Fair had their event back in October of 2004, or do any other repairs for them that was needed before they started their summer series of invitational rodeos? I only mention this because I keep hearing over and over that these facilities were built, maintained and the general upkeep is from volunteers, adult leaders and donations. So please excuse my aggravation at being told that we could not volunteer time or equipment or do anything for the 4-H kids, because they had to do it themselves. Remember I was one of those 4-H kids and I will always be one no matter what my age is. (3) ~~~~~~ Kerr County Kerrville, Texas April 11, 2005 Mr. Holekamp made the comment at the last commissioner's court that they needed commitment from the Court to fund the employees, what it take$ to change over one event to another overnight. It just doesn't happen. If we had a group of people that are willing to put self-interest aside and try to come up with a policy that is FAIR to the youth primarily, and then the citizens also, the groups and organizations depend on us. D #1. I have for your review a breakdown from information I received from the Hill Country Youth Exhibition Center Reservations Receipts: ---- Please note that we hardly ever charge for aset-up fee. --- Yet, when we inquired about the indoor arena and the possibility of leasing it on a Friday before a scheduled Saturday event, we were told that no one could lease the facility because it took them all day to prepare the arena ground, using the tractor to plow and water and the process to work it j ust right for each event, be it Barrel Racers, Team Ropers or Cutters, the arena had to be prepared just right depending on that event. I Do understand this and appreciate Mr. Holekamp and his manpower making sure that this is done properly. Judge Tinley ask Mr. Holekamp do we have a setup fee? Mr. Holekamp said, Yes. (4) ~fi1~1 ~" ~ Kerr County Kerrville, Texas April 11, 2005 #2. My question is why do we not consider this process as a facility set up, even though the arena is up we are still having a county tractor, water and man power that is working a full day before an event to prepare it, thus locking out another income producing date and costing tax payers in equipment time and man labor. I have reviewed the receipts and only a selected few are charged for a set uu fee. I am saying this, because I believe that this should be an immediate policy change. Once the county tractor or any equipment is started or used even if it is a water hose to spray to keep the dust down, there should be an automatic setup fee charged to all income producing venues each and every time. Follow up questions to my April 11, 2005 questions. Apri125, 2005 Is there a set up fee for the indoor arena? Yes -or- No If there is then why does it not apply to everyone who rents the indoor arena? I have records showing this is not being enforced. (5) C ~`~ l [ ~ This is not personal all I want are the dates that were told to us to be available and then we were told they were not. This policy changing that is going on in midstream is unacceptable to my partner Jaret Hawkins and myself. Policv: Is the outdoor arena a county facility? YES -or- NO Can any tax-paying county resident rent it? YES -or- NO What do I have to do to rent the outdoor arena? Who do I have to speak to about renting the outdoor arena? What amount do I have to pay to rent the out-door arena? How do I book the outdoor arena? I would like to book the outdoor arena for Friday, May 13, 2005. You stated that there is not a present rental policy. You stated that you are working on the new policy, when will it be complete? I would like to book some dates at the Kerr County outdoor arena. I would like to look at the reservation book in order to reserve and pay for the available dates that I am interested in. Where do I go to do this? Who do I need to speak to? I will be present at all future meetings until the policy is complete and available for me to read. (3)