major capital projects review at 8:00 a.m ... county commissioners court briefing agenda february...

DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

FEBRUARY 1,2000

MAJOR CAPITAL PROJECTS REVIEW AT 8:00 A.M.

REGULAR COURT AT 9:00 A.M.

REPORTSIRECOMMENDATIONSIREQUESTS

1) HEALTH & HUMAN SERVICES

PAGE NOS.

a) Line Item Budget Amendment and Decrease in Fundsfor FY 1999-2000 Ryan White Title I Grant forHUlnan Services Network, Inc. . 4-39

b) Reallocation of FY 1999-2000 Ryan White Title II Funds(Dallas County Hospital District) 40-59

c) Reallocation ofFY 1999-2000 Ryan White Title I and FY1998-1999 Ryan White Title I Carry-over Funds 60-63

d) Amendment to Texas Department of Health Contract#7560009056 2000:

i) Unused Page Numbers 64-70

ii) Attachlnent #13A 71-77

e) Amendment to the Food Establishment Inspections andEnvironmental Health Agreelnent with the City of Rowlett . . . . . . .. 78-81

1

2) ENGINEERING & PROJECT MANAGEMENT

Lew Sterrett Jail Kitchen Repairs/Cook Chill Food TrayingRelocation to Lew Sterrett, Bid No. 2000-009-198 82-90

(COURT ORDER ON FORMAL AGENDA)

3) PURCHASING DEPARTMENT

Receipt of a Late Proposal-Suzanne Kays Jail ReplacementProject, RFP-2000-046-262 91-92

4) PUBLIC WORKS DEPARTMENT

a) Dallas County Crime Watch Program 93-97

b) Permission to Negotiate Contract for Laboratory ServicesMainlMillers Ferry Road, Project 91-8740-45 to Wilmer City Limits) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 98

5) STAFF

a) Proposed Policy Change - Fatnily and MedicalLeave Policy - All Comments Received 99-127

b) Proposed Rules for Negotiation of High Technology RFP's 128-130

6) PLANNING & DEVELOPMENT

a) Request to Participate in Mercer Crossing TIF District 131-136

b) Request to Participate in 1-30 Entertainment TIF District 137-142

c) Proposed Logo for County Trail System 143-145

7) DISTRICT CLERK

Mainframe Access for the FBI 146-147

2

8) PERSONNEL/CIVIL SERVICE

a) North Texas Alliance (d/b/a Employer Services) Contract 148-149(COURT ORDER ON FORMAL AGENDA)

b) Assignment of NYLCare Contract to Aetna LifeInsurance Company 150-151


c) Interlocal Agreetnent with the North CentralTexas Council of Governments Insert


9) ELECTIONS DEPARTMENT

On-Site Support for Election Systems 152-153

10) Finance Phase III Update Handout

11) Update Tax Office Process Improvements Handout

12) Commissioners Court Schedule for March 14, 2000 N/A

13) Miscellaneous, Travel Requests, Miscellaneous Equipment,and Telecommunications Requests 154-158

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

1. Minister's Letter of Appreciation

2. Letter to County Judges and ComtnissionersAssociation Continuing Education Committee

(Refer to Miscellaneous Item No.1)

3

DALLAS COUNTYHEALTH AND HUMAN SERVICESADMINISTRATION

BEITY J. CULBREA TH·L/STERDIRECTOR

n.'.,I!{'" ..'\.,- t;. J '." '"""

S r' Ty('

/0: 27

T

TO:

FROM:

DATE:

HONORABLE COMMISSIONERS COURT

Betty Culbreath-Lister, Director

January 24,2000

SUBJECT: LINE ITEM BUDGET AMENDMENT AND DECREASE IN FUNDS FOR FY 1999-2000RYAN WHITE TITLE I GRANT FOR HUMAN SERVICES NETWORK, INC.

Background of IssueThe Dallas County Judge is the grantee and legal recipient of Ryan White Title I funds for the Dallas EligibleMetropolitan Area (EMA). Dallas County Health and Human Services isdesignated to serve as the AdministrativeAgency for Ryan White Title I funds. The Administrative Agency is responsible forthe allocation and oversight offunds underTitle Iofthe Ryan White C.A..R.E. Act and forthe recommendation ofthe award ofcontracts to serviceproviders in the EMA. The Administrative Agency tracks the expenditure offunds by service providers throughoutthe year and makes recommendations, when appropriate, to reallocate funds.

On March 30, 1999, Commissioners Courtwas briefed on the award ofcontracts underthe allocation of FY 19992000 Ryan White Title I funds. On April 6, 1999, Commissioners Court ordered contract awards forFY 1999-2000Ryan White TItle I funds that included $351 ,401 to Human Services Network, Inc. in the service categories ofclientadvocacy, minority access, mental health counseling, adult day care, and congregate meals. Due to staffturnoverand reorganization of personnel, line item bUdget changes in the client advocacy, minority access, congregatemeals, and adult day care service categories are necessary to accurately reflect bUdget expenditures. The agencyis also returning $20,000 in the mental health service category to be reallocated because oftheir inabilityto spendthe total award within the contract period.

Fiscal ImpactThere is no fiscal impact on Dallas County.

Operational ImpactDallas County Health and Human Serviceswill process the contract amendmentwith the service providerand willcontinue to monitor proper expenditure of the funds in accordance with responsibilities assigned by theCommissioners Court. The funds will provide services to HIV positive persons in the Dallas EMA.

Legal ImpactThe Commissioners Court must approve the amended contracts and budgets, and the County Judge must sign thecontract amendment.

RecommendationIt is recommended that the Commissioners Court approve line item budget amendment in the minorityaccess, adultday care, congregate meals, and client advocacy service categories forHuman Services NetwOrk, Inc.'s FY 19992000 Ryan White Title I contract.

RECOMMENDED BY: ---';::;=:;-~~+---¥-~b-'-l-':"=":':~~~---:;;"---------

c: J. Allen Clemson, Court AdministratorVirginia Porter, County Auditor

42377 Stemmons FreewaySuite 600 LB-16

Dallas, Texas 75207-2710 Office (214) 819-1858FAJ«(214)819~022

CONTRACT AMENDMENT NO.2

CONTRACT FOR HIV SERVICES DELIVERYFUNDED UNDER RYAN WHITE C.A.R.E. ACT AMENDMENTS OF 1996

TITLE I1999-2000Between

DALLAS COUNTY HEALTH AND HUMAN SERVICES(Contractor)

and

HUMAN SERVICES NETWORK, INC.(Sub-Contractor)

I. PURPOSE:

Contract Amendment No. 2 amends the Ryan White Care Act Title I funded agreementexecuted between Dallas County Health and Human Services and Human Services Network,Inc., effective March 1, 1999.

n. AMENDED PROVISIONS:

Contract Amendment No.2 shall not change any contractual provisions agreed upon in theRyan White Title I funded agreement; each provision shall remain in effect throughout theterm of the agreement with the exception of the following amended provisions:

A. AMENDED CONTRACT AMOUNT:

The contract provisions are decreased by $20,000 in the mental health counselingservice category. The total contract is decreased to $273,066 due to contractAmendment No.2.

Original Title I grant contract amount:Award change due to Amendment NO.1:Award change due to Amendment NO.2:Total amended contract amount:

B. AMENDED PROVISIONS:

$351,401$(58,335)$(20,000)$276,066

The Attachments A-I (a) (detailed line item for direct costs), A-I (b) (detailed line itemfor indirect costs), the revised Attachment A-2 (detailed for fee for services) A-3(budget justification), B-1 (performance objectives), and C (multiple funding sources)outline decreased funding in the mental health counseling service category and lineitem budget changes in the adult day care, congregate meals, client advocacy, andminority access service categories.

5

C. TERM:

Contract Amendment No.2 shall not affect the original term ofthe contract that is ineffect through February 29, 2000.

For: Human Services Network, Inc.

~1l\~C~~;;~~(Signature)~-_.,,___

Mildred L. Delozia(type name)

Executive Director

(type title) I

Date:-l) dD :--'="-OU~__

For: Dallas County

Betty 1. Culbreath-Lister, DirectorHealth and Human Services

Date:--------

Lee F. JacksonDallas County Judge

Date:--------

6

GRANT: RYAN WHITE

$3,150

$1,500

$14,264 I $2,243

$2,800

$2,950

$2,400

$24,750

lI~iIB.l~~~~i~Bj~~~~~~iiil~~~'.~*~lIIJ~lM~jlm~tm~_I~I~j~i1j~1~~j~~11~jI~j~~~jj~~j~jjljjjj~@jjjjjlj~jII

DETAIL LINE ITEM BUDGET FOR DIRECT COSTS

,.~~~im!g~!u!¥nRm!mljIj~j~jj~~jIj~~~jjjI~jIj~jjj~jfjjIjjjj~jjjjIjj~jjj~~j~~~~jjl~ $2,243........................................................................."?"..............•.."?"......................................................................................... $150

1 EXECUfIVE DIRECTOR I CLINICIAN $60,000

2 MANAGER OF OUfREACH $36,000 73.94% I I $26,617

3 CLIENT SERVICE COORDINATOR $9,264 100% $9,264

4 CLIENT ADVOCATE II $24,750 100%

CLIENT ADV.I OUfREACH $12,597.95 100% $9,647.9'

OUfREACH WORKER II $14,733 100% $14,733

OUTREACH WORKER I $12,638 100% $12,638

ADMINISTRATIVE ASSISTANT $13,764.05 30.95% $10,964.05

CLERK $12,925 45.86% $9,775

CLERK $2,400 0%

ADULT DAY CARE AIDE $16,507 100%

I $lro~~ I $3~~ I ~1~1 I ~~~

DIRECf NON-PERSONNEL EXPENDITURE ITEMS DIRECf NON-PERSONNEL EXPENDITURES

22 I EQUIPMENTI FURNITURE I I $2,626 I $693 I $2,055

23 I SUPPLIES / PROGRAM MATERIALS I I $600 I $300 I $300 I $181.69

24 I OTHER DIRECT COSTS I I $11,895 I $6,657 I $3,255

25 I ADULT DAY CARE MEALS/ SNACKS I I I I I $4,510.31

26

27

28

29

30

31 I I I -.l

32 @~t9tjr#!5~lt~~l1?!t~~J~1~ljl~1~1~1~1~;Jjl~lJ~;~~J~1~1~jjljl~;jt@j@~@jl~l~jj;jlj;jljl~j~lf~;~lj~~I~jj@j@~tj~@jl~~~l~;~@~;j~~jjl~~~i~lj;jl $5,392

33 I I $lro~~ I $3~~ I ~1~1 I ~~

34 I I $1~~ I W~OO I ~~nl I ~n5

1 I EXECUfIVE DIRECTOR I CLINICIAN

2 I ADMINISTRATIVE ASSISTANT

3 I CLERK

S60,000 0% S6,804

S1,700

URANT: J.<. YAN WHUE

Bli)1)~1~iRlIll~I1~1~~)1~1~1~1~1@~~~11~1@~~1~~11~111~11~j1~1~~~~~lj~j~1f1~11111~11jl@1jl1~11~11U111~jlfI~llSI,OOO S250

S450 1 $320

4

5

6

7

8

9

10

11

12

13

S44

S570

S614

S200

SI,650

SI,450

S175

S2,455

S2,280

S500 S155 S200

S200 1 S59

S990

S9,494

S8,504

STAFF TRAVEL

22 I EQUIPMENT

~1~~~~!~~~1~~~~~~~~~~~~~~~~~~1~1i~1~~~1~~~~~~11~!~1~1~ 1~~~111~~~1~1~~~1~~~1~111~1~1~~~1~1:

23 I SUPPLIES I PROGRAM MATERIALS S50 I -0-

24 I CONTRACTUAL S2,000 1 S527 1 S694 I S251

25 I OTHER SI,100 I SI,804 1 S539

26

27

28

29

30

31 11i1~.MJ~••~tJ.!tfi~!Wf:t.~li&l1_iI~~~1~~1~~I1~lmi~Il@111~~1~11l1111111Il@1jl~I~~11111~1~~11~lj132 Ij1~1!Vtiff.I_~lml'NiI1f@~I11~~1I~j~~~~~~1111~I11I1~11~111~1~~~1~~~1~111~~1I~~IIiI1§~il~1~11~~~11~~lI11~il1~~lli~1~11~lIjlil~11~1IililI~lIil~1~I~i~11

33 11~jl[91~~m»1f:RI§ftm~1111I~11111I11II11111~~~~~~I~1~~~~I~~~1~~11~~~1~1~~~~~1~1~~~~1~I~~~~~I~I1I~~1~11I~~~~~~~I~~~1~~~~~11~~1~~11I~1~11~11111~111~~~~111Ill~1~~1~11111~11~T~1~lIl1Ilj111I111~I~lll~~134 1~~irqtl!H~nS11~lj~~~ttj1t11j~~\j~~\1~~~f1~1\1~t1~~~j\1~t~t1~~\j~\\j~1~t~~1\1~j~1~1~1\~j~1~j~~1~J~1~1~1~1~~~}~~1~111l1\1~1~1j1~t~j]1]1~~~t~jj1~~~~~1~1~j~1~j~~~1~~~1jj~jj1~1j1~~1njJ11~11~~jt~

$3,850 S2,545 $1,433 S251I I

S9,494 $2,455 $1,650 $614 I I I 00

S13,344 S5,OOO S3,083 S865

S133,440 $50,000 $30,834 $8,650

ATTACHMENT A-2DETAIL FEE FOR SERVICE BUDGET

AGENCY: HUMAN SERVICES NETWORK

GRANT: RYAN WITE TITLE I

SERVICE CATEGORY: MENTAL HEALTH COUNSELING

1. PROPOSED FEE FOR SERVICE PER UNIT: 55

2. NUMBER OF UNITS OF SERVICES TO BE PROVIDED: 847

3. TOTAL COST OF SERVICES 46,559.50

4. PROPOSED UNIT/UNITS OF SERVICE: 45 MINUTES INDIVIDUAL SESSIONS

5. BREAKDOWN OF TOTAL COSTS AND PROPOSED FEE FOR SERVICE:

49.4841 868.80

8

~flNDIVIDUAL:;\~SESS1G)N

DIRECT COSTSA c

~·~.. >~·····<i~;:i~~Lim~~~w]i"'~·IM~[~[t.· .•.~{'fP~(:..••.·.:fJ~~IIYI~~r··iG·I}··1lliJ«<··~·"·"t~!T'~nT~.~.n;;J~~~>~;:k";:~<::':~":·'~')[··'.'~<·":~"'.'''.:lllIINiill:IT~.CO[[ST.~:~>·;·::·2·>iJ:y6 ,....t:Ki::>~ ~,"JE:" 36,521.50 43.167 FRINGE BENEFITS 1,948.06 2.308 STAFF TRAVEL 721.20 0.859 EQUIPMENT 219.70 0.26

10 SUPPLIES 117.30 0.1411 OTHER 2,341.04 2.7712131---------------------+-----------+-------------1

14151----------------------+-----------+-------------l

16171----------------------+-----------+-------------l

18 TOTA.L;iE)JREeM~

5.5255.001

4690.70

46,559.50 I

INDIRECT/ADMINISTRATIVEINPIRE;~;I3 ,,~I~JL.w ~~~~

19 PERSONNEL 2.8920 FRINGE BE:-:-N=E=F=,T=S~------------l-----------.:..-::-=-:::-:::-:+----------::0-:.5:-:-i4

21 STAFF TRAVEL 0.0922 EQUIPMENT 0.0023 SUPPLIES 0.0024 CONTRACTUAL 0.9825 OTHER 1.022627 1=i=··::=':.T===01'i:i];=S;:A'i""LffiiINffi.D~··J

28 TOTAU ..

··NOTE: TOTAL INDIRECT COST CANNOT EXCEED 10% OF THE APPROVED AWARD FOR THE SERVICE CATEGORY

9


AGENCY: HUMAN SERVICES NETWORK

GRANT: RYAN WITE TITLE I

SERVICE CATEGORY: MENTAL HEALTH COUNSELING

1. PROPOSED FEE FOR SERVICE PER UNIT: 14.3

2. NUMBER OF UNITS OF SERVICES TO BE PROVIDED: 251

3. TOTAL COST OF SERVICES 3,582.50

4. PROPOSED UNIT/UNITS OF SERVICE: 60 MINUTES GROUP SESSIONS

5. BREAKDOWN OF TOTAL COSTS AND PROPOSED FEE FOR SERVICE:

DIRECT COSTSA B C

3 249.20 12.97

YN(J)t~l!3tS2,522.85 10.07

304.97 1.21114.40 0.4640.15 0.1616.35 0.07

250.48 1.00

6 PERSONNEL7 FRINGE BENEFITS8 STAFF TRAVEL9 EQUIPMENT

10 SUPPLIES11 OTHER12~-----------------+--------+-------l

13~-----------------+--------+-------l

14~-----------------+--------+-------l

15~-----------------+--------+-------l

16~-----------------+--------+-------l

1718tT<F>:'E .,

INDIRECT/ADMINISTRATIVE COSTS

0.540.180.100.000.000.380.13

134.8544.0825.11

0.000.00

95.5433.72

\lJl\I '19 PERSONNEL___--------------+------f-------l20 FRINGE BENEFITS21 STAFF TRAVEL22 EQUIPMENT23 SUPPLIES24 CONTRACTUAL25 OTHER2627 e,31tm::::=:,C)::::::·-r;::::::::A::=:... U=)J~I::::=:==:=.:~:::==:=;~~::::::::::=~=========~=========i=====~3;::::3:=::3==.3:=::0~==1T=. 3:;::::;3~

28,TO, 3,582.5011 14.30ITOT 50,142.00 100%

-NOTE: TOTAL INDIRECT COST CANNOT EXCEED 10% OF THE APPROVED AWARD FOR THE SERVICE CATEGORY 10

A.

Human Services Network, Inc.BUDGET JUSTIFICATION DIRECT COSTS

Attachment A-3 (a)MENTAL HEALTH

DIRECT PERSONNEL (Non-Administrative) $ 39,044.35

Executive Director/Clinician (M. Delozia, LMSW-ACP) 80/0 $5,262.15(Annual Salary: $60, 000)

Mental Health: $ 5,262.15

Job Duties: Provide direct services to HIV/AIDS clients throughcompletion of individual and group counseling.

Program Manager (Rayfer Mainor)(Annual Salary: $36,000)

Mental Health: $17, 173

47.7% $17,173

Job Duties: Provides individual, group and family therapy forHIV/AIDS clients and affected family member(s). Provides clinicalsupervision to clinical staff. Coordinates case staffing.

Counselor (Rick Dzurnak, LPC) 58%)(Annual Salary: 25,848)

Mental Health: $15,000

$15,000

Job Duties: Provides individual counseling to HIV/AIDS infectedclients and affected family member(s). Provides group counselingas needed to HIV/AIDS clients.

Counselor(Annual Salary: $30,000)

$0

Job Duties: Provides individual counseling to HIV/AIDS infectedclients and affected family member(s). Provides group counselingas needed to HIV/AIDS clients.

11

Administrative Assistant (8. Williams)(Annual Salary: )

Mental Health: $ 1,000

3% $1,000

Job Duties: Follow-up with clients either by telephone or inwriting who misses intake and counseling appointment. Assistwith COMPIS.

Clerk (C. Mcintyre) 2% $ 609.20(Annual Salary: $ 22,500)

Mental Health: $ 609.20Job Duties: Inputs CaMPIS data. Schedule clients for appointments. Set-up all clients files, completes monthly statistical reports.Completes other clerical functions related to client services.

B. FRINGE BENEFITS $ 2,253.03

C.

D.

E.

FICA/Medicare (7.65%) Health Insurance, Worker's Compensation,Unemployment, Retirement, (35,795.15 X 5 ..17~ = $2,253.03)

Mental Health: $ 2,253.03

STAFF TRAVEL

Mental Health: Mileage for Mental Health staff to travel in EMA@ .29 per mile X 295 =$85.60 for local mileage, air fare for MentalHealth staff to attend AIDS related and professional training =$250;Per diem costs for out of EMA travel = $100. Lodging for overnightstay out of EMA = $400

EQUIPMENT

Copier Lease: $ 259.85

Copier leased to enable direct serves staff to complete dailycopying needs.

SUPPLIES/PROGRAM MATERIALS

$ 835.60

$ 259.85

$133.65

Office supplies. Mental Health Program material to include professionalbooks, magazine subscriptions, videos.

12

F. . OTHER DIRECt COSTS $2,591.52

1. Telephone Expenses $ 399.52Monthly telephone service with Southwestern Bell Telephone;Repair/upgrade of phone system as needed, monthly air timefor pagers not to exceed 500Jb of or $25 each for reimbursementof cellular phone service for M. Delozia - $500

2. Printing $ 60Printing of business cards and other print jobs too large forIn-house copier.

3. Postage $ 32Postage to mail clients information and collaborating agenciesregarding specific client on case load.

4. Space Rental $ 1,200Include office space at Boulder and Martin L. King, Jr.Community Center used by Mental Health staff and otherprogram staff.

5. Utilities.......................... $ 500Monthly expense for electrical service through TU Electric.

6. OtherProfessional Liability Insurance $ 400

Agency Mental Health/social services liability to coverDirect services responsibilities.

Equipment and Maintenance $ 0Maintenance on fax machine, computer/printers and copier

Workshops, seminars, conference, staff development. $ 0Workshops, seminars, conference and staff developmenton AIDS related topics, ethics, counseling, dual diagnosis,addictions, mental health treatment, stress reduction, burn-out prevention, care giver maintenance, cultural sensitivity.'

G.

H.

I.

TOTAL DIRECT COSTS

PROGRAM INCOME

THIRD PARTY

$ 45,118.00

$ -0-

$ -0-

13

A.

Human Services Network, Inc.BUDGET JUSTIFICATION INDIRECT COSTS

Attachment A-3 (b)MENTAL HEALTH

INDIRECT PERSONNEL (Administrative)

Executive Director/Clinician (M. Delozia, LMSW-ACP) 30/0 $2,000(Annual Salary: $60, 000)

Mental Health: $ 2,000

Job Duties: Responsible for overall administration of agency.

$ 2,600

Administrative Assistant (B. Williams)(Annual Salary: $24,796)

Mental Health: $ 600

2.4% $600

B.

Job Duties: Completes administrative responsibilities, front deskreceptionist, answer incoming calls.

FRINGE BENEFITS $ 500

Service Incentive and Performance Incentive Pay includes once ayear salary supplement based on job performance and tenure asauthorized by personnel policies/handbook. FICA Medicare (7.65%)- Health Insurance, Worker's Compensation, Unemployment, Retirement.

Mental Health: $ 500

c. STAFF TRAVEL $ 100Mileage for Executive Director and Administrative Assistant to travelin EMA to complete administrative responsibilities.

Annual miles X .29 = 344

D.

E.

EQUIPMENT

PROGRAM MATERIAUSUPPLIES

Office supplies $ -0-Purchase of computer accounting software program................. $ -0-

$-0-

$ -0-

14

F. . CONTRACTUAL.

Name of Subcontractor: Cencelia Pierre, CPA

Amount of subcontract: $ 600 ($15,000 total)Method of Selection: RFBPeriod of Performance: 9/99 - 9/00Activity Performed : Monthly bookkeeping and accounting

Name of Subcontractor: Rev. George BrewerDBA: Sunburst Janitorial

Amount of subcontract: $324Method of Selection: RFBPeriod of Performance: 3/1/99 - 2/28/00Activity Performed: Janitorial Service

$ 924

G. OTHER EXPENSES

1. Telephone Expenses $ 0Monthly Telephone Service $0Pager/Cellular Service $0

2. Printing $0

Printing of business cards and other print jobs too largefor In-house copier.

3. Postage $0Postage to mail clients information and collaboratingagencies regarding specific client on case load.

4. Space Rental $ 0Include office space at Boulder and Martin L. King, Jr.Community Center used by Mental Health staff and otherprogram staff.

5. Utilities...... $ 0Monthly expense for electrical service through TU Electric.

6. Professional Liability Insurance $ 0Agency Mental Health/social services liability to coverDirect services responsibilities.

$900

15

Equipment and Maintenance................................................. $ 0Maintenance on fax machine, computer/printers and copier

Workshops, seminars, conference, staff development. $ 0Workshops, seminars, conference and staff developmenton AIDS related topics, ethics, counseling, dual diagnosis,addictions, mental health treatment, stress reduction, burnout prevention, care giver maintenance, cultural sensitivity.

Insurance $300

Commercial general liability insurance, property insurancesecurity bond, Officers and Board of Directors LiabilityInsurance.

Audit $ 600

Cost of annual financial and compliance audit

H.

I.

J.

TOTAL INDIRECT COSTS

PROGRAM INCOME

THIRD PARTY REIMBURSEMENTS

$ 5,024

$ 0

$ 0

16

Human Services Netvvork, Inc. Revised Jan 2000

BUDGET JUSTIFICATION FOR DIRECT COSTSAttachment A-3 (a)

MINORITY ACCESS

A. DIRECT PERSONNEL (Non-Administrative}

Manager of Outreach Services, (E. Doyle), 73.94% $26,617(Annual Salary: $36,000)

Minority Access - $26,617

$93,639

Job Duties: Supervises street outreach staff, coordinates activities ofstreet outreach team. Coordinates agency's participation in healthfairs. Network with other providers in informing potential clients ofservices.

Outreach Worker II, (Timothy Green) 100%) $14,733(Annual Salary: 22,200)

Minority Access - $22,200($14,733 reflects salary for 6 months for Timothy Green and salaryExpenditures for prior outreach worker for 3 months)

Job Duties: Conducts street outreach to potential HIV/AIDS infectedclients. Also provide outreach at health fair. Prepares monthly reports

Outreach Worker I, (Derrick Reese) 100%) 12,638(Annual Salary: $19,920)

Minority Access - $11,400($12,638 reflects salary for 6 months for Derrick Reese and salaryexpenditures for prior outreach worker for 3 months)

Job Duties: Conducts street outreach to potential HIV/AIDS infectedclients. Outreach worker will be working within the EMA.

Client Advocate/Bilingual Outreach Coordinator (M. English) 87,13% 9,647.95(Annual Salary: 27,900)

Minority Access: 9,647.95($9,647.95 reflect salary expenditures through 9 months)

Job Duties: Coordinates special outreach service needs for Spanish speakingonly clients. Completes client intakes for HIV/AIDS clients and refers forhousing and other support services.

17

Client Services Coordinator (Pamela Luckey) 36.8%) $9,264(Annual Salary: 25,200)

Minority Access $9,264

Job Duties: Conducts special outreach program for adolescents andadults'

Administrative Assistant, (8. \lVil/iams) 40,61 %) 10,964.05(Annual Salary: 27,000)

Minority Access $10,964.05

Job Duties: Set-up and participate in conference and health fairs as part ofstreet outreach team to reach potential HIV/AIDS clients. Follows-up withclients by telephone or in writing who misses initial intakes and counselingappointments. Assists with CaMPIS.

Clerk (J. Harris) 50.91 % $9,775(Annual Salary: $19,200)

Minority Access $9,775

Job Duties: Inputs CaMPIS data, schedule client appointments, set-upall client files, completes monthly client statistical reports, completesother clerical functions as assigned for direct client services.

B. FRINGE' f3ENEFITS $9,950FICA/Medicare (7.65%); health insurance, Worker's Compensation;Unemployment, retirement =93,639 x 10.63% =$ 9,950

C. STAFF TRAVEL $1,386Mileage for minority access staff including the Manager of OutreachServices, Outreach Worker II, Outreach Worker I, Client Advocate/Bilingual Outreach Coordinator, Client Services Coordinator, andAdministrative Assistant to trave to EMA @ .29. MILES x 4779ANNUAL MILES $1,386, mileage and/or airfare for staff to attend.AIDS related and Street Outreach training and staff outreach outsideof EMA - $0; per diem costs for out of EMA travel = $0 lodgingfor overnight stay out of EMA = $0.

18

D.

M' . A $1 386Inonty ccess................. ,

EQUIPMENTIFURNISHINGS

Personal Computer (1) $1,020Laser Printer (1) 200Southwestern Bell Telephone (1) 200Copier Lease 1,206

One additional Southwestern Bell Telephone compatible with theAgency's phone system is needed to be used by Outreach Staff and theOutreach Manager.

Personal computer and Laser printer to be used by Minority Access staff tocomplete reports and maintain statistics.

$2,626

Copier needed to complete daily printing needs of direct services staff including.Outreach staff

E.

F.

SUPPLIESMinority Access: $ , 600

Offices supplies to be used by direct care staff.(Computer paper, pen/pencils, staples, writing pads, )

OTHER DIRECT COSTS

L Telephone Expenses $ 2,023Include the purchasing of three alpha pagers and air time for atotal of $643.

Monthly telephone' expenses with South'.vestem.Bell =$1,380Upgrade/repair of phone system due to phone service 0 or telephonebreaking down. Pagers are to be used by manager of Outreachservices at 50% allocation, Outreach work ill, and bilingualOutreach Coordinator. Office frequently needs to contactstaffwhen ~hey are. in the fiel~. .

. .....

2~ 'Printing ~.~ ~ ~ ..: ~~ ~.;~.~ _ ~ : .. $ 2,000

" "Prin~~ ofb~~e"s~ car~' Md oth~i: ~tmt j~b to~ i~~ge ," .

$ 600

$11,895

19

for in-house copier especially flyers for street outreach.

3. Postage $ 175.42Postage to mail clients information and to mail out information tocollaborating agencies regarding services.

4. Space Rental. $ 5,566Includes office space at Boulder and Martin L. King, Jr.Conununity Center where Minority Access staff work from

5. Utilities $ 1,011Monthly payments for electricity through TU Electric.

6. Oilier $ 1,119.58Professional Liability Insurance.................... $ 600Agency mental health/social services liability insurance tocover direct services responsibilities.

Equipment Maintenance $ -0-maintenance on fax machines, computers, printers, copier

Professional.Development $ 400

Attendance at conferences, workshops, seminars related to jobresponsibilities in the subject areas of AIDS,street outreach, ethics, in addition to the above, the managerof outreach services to attend training of supervision, laborrelations, communication.

Advertisement $119.58(Advertisement in the Dallas Morning News Sunday editionfor vacant outreach positions

G.

H.

I.

TOTAL DIRECT COSTS

PROGRAM INCOME

THIRD PARTY 'REIMBUJlSEMENT". . .' . .' . ...

.$120,096

-$0-

-${)-.'

20

A.

Hwnan Services Network, Inc.BUDGE1'f JUSTIFICATION FOR INDfRECT COSTS

i . Attachment A-3 (b) .l\fiNORITY ACCESS .

INDIRECf P~J;lSONNEL(Administrative)

Executive Dir~tor/CIinician(M. Delozia) , 11.34% $ 6,804(Annual SalaIY~; $60,000)

Minority Access: $ 6,804

Job Duties: R~~ponsible for overall administration:of agency. i :

$ 8,504 .' /

Administrativ~ Assistant (B. Williams) 6.30%(Annual Salary~ $'. $27,000)

]Minority Access: $ 1,700

$ 1,700

Job. Duties: Co~pletes Administrative Iesponsibili~es, front desk receptionist,answer incornit}g calls, sche~e appointments. . . . .

B.:

FRINGE BENEFiTs. ,

FICA!Medic~e (7.65%); health insurance, workCf's comp., unemployment• I • .comn._ reDremeul.. ." .,-

8,504 x 11,64% = $ 990

$ 990

.c. STAFF TRAVltL $ 500

.'.

Mileage rej~sement for executive director and.admi.nistrative assistant totravel in the : A @ .29 per mile::: 1,724 annual miles to complete administrative

responsibilj.ti~.:, '.:' ., ... .

'."

21

D. EQUIPMENT

Purchase of I personal computer" and I printer to be used by the executivedirector~ copier lease.

Con1puter - $ -0-Printer - $ 200Copier Lease $ -0-

$200

Justification: Current computer used by executive director is too slow and needsmore power and memory as one of the agency's main computers. The executivedirector compiles administrative reports and does word processing on the computer.The fmancial manager will complete fmancial/bookkeeping on the computer.Copier is needed to complete in-house copying needs 011 a daily basis.

E.

F.

G..

SUPPLIESOffice supplies to be used by administrative staff(Copy paper, pens/pencils, writing pads, staplers, paper clips, etc.) ,

CONTRACTUAL

Name of Subcontractor: Cencelia Pierre'

Amount of Subcontract: $1,500Method of Selection: REB

. Period ofPerfonnance:- 9/1/99 - 10/1/00 _

Activity Perfonned: Monthly bookkeeping and accounting

Name of Subcontractor: Rev. George BrewerDBA: Sunburst Janitorial

Amount of Subcontract: $ 500Method of Selection: RFBPeriod'ofPerformance: 31U99 - 2/28/00

: . Activity'P~rfonned: JanItorial· :

OTHER COSTS1. Telephone Expense : ~ $50

Monthly telephone service.......................... $ 50

Pager/Cellular Service ·.. ·:········.····:·7······ $ -0-. , ..

. J u~tincaii~n~ MQnthly te~ep~one serVice with Southwest~rn ~eii· T~lephone ..:. 'moritlily cellul~ phone ~st at Scr~ or.·S25.00 per month,..tp~ age~ts.: ..

$ 50

$ 2,000

$ 1,100

22

telephonc is fOr\vardcd to executivc director's pagers after hours and onweekends. When calls are returncd away from the office a ono-personalunidentifiable phone number is needed because of cailer ID. Additionally,while away from the office during office hours, the director answers pagesor phone calls from the office. .

2. Postage $15Purchase of postage stamps, certified mailings, and proof of mailings

3. Space Rental $ 100Office rent at 6969 Boulder and rent of storage facility

Additional storage needed at Highway 67 selr:storage for excessrecords boxes and furniture items as there is no space availablein the office.

4. Professional Membership $ 50

National Minority AIDS Conference, Center for Non-ProfitManagement

5. Building Maintenance (Supplies/Repairs) $ 50Cost ofminor repairs in the office, o~ce mainten2.ncesuppli~s

6. Insurance $ 250Commercial general liability insurance, property insurance,Security bond.

7. Equipment Maintenance $ -0-Cost of repairs, replacement parts, cartridges

8. Audit $ 585Cost ofexternal, fiscal and compliance audit

I.

. -.1•

.TOTAi, mDrRECf CO~TS' : :.~ : ~ ~ ·.~ ~..:· $13,344 .

PROGRAM INCO~E ~ ~ ~ ~ $. -0- .

. THIR.D PARTY: REWBO'RSEMENTS •..~..~.••~.•.....•.•....,•••.•. ~••.•.•••• ~••:••.••••••••••••~$ ~O"',. ' '. ... . .... ,. .. '.. ,. .. ,.' ". . .

.. '

23

A.

Human Services Network, Inc.BUDGET JUSTIFICATION FOR DIRECT COSTS

Attachment A-3 (a)CLIENT ADVOCACY

DIRECT PERSONNEL (Non-Administrative)

Client Advocate II (A. Coleman) 100% 24,750(Annual Salary: $24,750)

Client Advocacy - $24,750

Job Duties: Completes initial intakes on clients. Completes preliminaryclient assessments relative to supportive needs. Provides on-goingsupportive counseling to monitor and enable clients to comply withservice plans. Completes psycho social.

Client Advocate ill, (B. Murray) 9.8% $2,950(Annual Salary: $ 30,000)

Client Advocacy: $2,950

Job Duties: Completes initial intakes on clients and refers clients forhousing and other support services (bilinQ1J~n. Assists with specialoutreach services...

Administrative Assistant (B. Williams) 10.4%, $ 2,800( Annual Salary: $ 27,000)


$ 32,900

Job Duties: Follow-up with clients by telephone or in writing who misses initial intakesand counseling appointments. Assists with COMPIS.

24

B.

C.

D.

Clerk (C. McIntyre), 10.8 % $ 2,400(Annual Salary: $ 22,200)


Job Duties: Inputs CO!vfPIS data schedule client appointments, set-upall client files, completes montWy client statistical reports; completes otherclerical functions as assigned for direct client services.

FRINGE BENEFITS

FICAJ.M:edicare (7.65%) - Health Insurance, Worker's CompensationUnemployment. Retirement "Pay Total = 11.4%

STAFF TRAVEL

Mileage for client advocates to travel in EMA @ .29 per mile x 2,414annual local miles = $700; air fare for client advocate to attend AIDSrelated and professional development training = $0; Per Diem Costs forout ofEMA travel = $0; Lodging for overnight stay out ofEMA or outofheadquarters city to attend workshops, seminars, conferences relatedto AIDS, professional development or to enhance job performance $0.

EQUIPMENTIFURNITURE

$ 3,750

$700

$693

Furniture.Copier Lease

$ -0$ 693

$ 693

Justification: Furniture items including desk, chairs, tables, love seat,bookcases, coffee and end tables to furnish MLK Jr. office for client

advocacy intakes, Adult Day Care and Mental Healthcounseling. Lease of copier - $350.

25

E.

F.

G.

H.

I.

SUPPLIES

Office supplies to be used by direct care staff

OTHER DIRECT COSTS

1. Telephone Expenses.......................................................... $1,000Monthly telephone service through Southwestern Bell

2. Printing $ 100Business cards, letterhead, envelopes and other print jobs toolarge for in-house copier or if copier breaks down.

3. Postage $ 84Postage to mail clients information and to mail out informationto collaborating professionals regarding specific clients

4. Space Rental........................ $4, 673Includes office space at Boulder and 1v1LK, Jr. Centerused by Client Advocate stafffor intakes/interviews

5. Utilities........................................................................... $ 800Monthly expense for electric service through TU Electric

6. Professional Insurance $ -0-Agency mental health/social services liabilityInsurance to cover direct services responsibilities

7. Equipment Maintenance................................... $-0-Maintenance on fax machines, computers/printers, copier

8. Professional Development $ -0-Fees for cost ofworkshops, seminars, conferences and staffdevelopment on AIDS related topics, ethics,counseling, dual diagnosis, case management,addictions, stress reduction, burn-out prevention,care giver maintenance

TOTAL DIRECT COSTS

PROGRAM INCOME .- . . .-'

.TIiIRD-PARTY REmmURSEMENTS

$ 300

$ 6,657

$ 45,000

$ -0-

$ -0-

26

A.

B.

Human Services Net'\vork, Inc.

BUDGET-JUSTIFICATION FOR INDIRECT COSTSAttacrunent A-3 (b)

CLIENT ADVOCACY


Executive Director/Clinician (M. Delozia) 2% $ 1,280(Annual Salary: $ 60,000)

Client Advocacy (b)' $1,280

Job Duties: Responsible ~or overall administration of grant and agency.

Administrative Assistant (E. \Villiams) 37% $1,000(Annual Salary: $ 24,796)

Client Advocacy (b) $ 1,000

Job Duties: Completes Administrative responsibilities, front desk receptionist,answer incoming calls, schedule appointments.

FRINGE BENEFITS

FICAI1v1edicare (@ 7.65%), Health Insurance, Worker's Comp., UnemploymentComp., Retirement, Service Incentive PaylPerformance Incentive Pay

$2,280 x 7.65% = $175

$2,280

$ 175

C.· STAFF TRAVEL

Mileage reimbursement for Executive Director and Administrative Assistant to. travel in EMA for Admitiistrative responsibilities at . ·534 annual miles .. .@ ,.29·mile~ ~n hea~q':larte~s city. . . :.

$155

27

$ 59D. EQUIPl\1ENT

Partial cost of purchasing I computer and printer to be used by the Executive Director andfinancial Manager.

Monthly Copier Lease $ 59Personal Computer $ -0-Laser Printers (1) $ -0-

$ 59

Justification: Current computer used by Executive Director is too slow and needs more powerand memory as one of the agency's main computers. The executive Director compiles

administrative reports and does word processing on computer. The financial manager willcomplete financial/bookkeeping on the computer

E.

F.

SUPPLIESIPROGRAM MATERIALS

Office. supplies, toilet items................. $ -0-Purchase of computer accounting software program.............. $ -0-

CONTRACTUAL

$ -0-

$ 527

N arne of Subcontractor:

Amount of Subcontractor:Method of Selection:Period ofPerfonnance:Activity Perfonned:

Name of Subcontractor:DBA:Amount of Subcontractor: .Method of Selection:Period of Perfonnance:Activity Perfonn~:

Cencelia Pierre'~ .

DBA: Bums and Associates$ 250RFB

9/1/99 - 10/1/00 #

Monthly bookkeeping and accounting

. .

Reverend George BrewerSunburst Janitorial$ 277RFB1-1-99 thru 2-28-00 (3 one year options to renew)Janitori~

/

28 ---

G.

, .

OTllER INDIRECT COSTS

1. Telephone Expenses :........ $ 50Monthly Telephone Service to Southwestern Bell.. $ -:0-Cellular Phone Service........................................ :$ -0-

Monthly cellular phone service for Executive Director at50% of monthly base cost not to exceed $25.00 per month

Justification: Monthly cellular phone costs at 50% or £25.00per month; The agency's telephone is fOIWarded to theExecutive Director's pager after hours and on weekends.When calls are returned away from the office a non-personalidentifiable phone number is needed because of caller ID.Additionally, while away from the office during office hoursthe director answers pages or phone calls from the office.

2. Printing $ -0-·Business cards, letterhead, envelopes and copying as needed.

3. Postage $ -0-Cost ofpostage to mail administrative letters and invoice

. payments

4. Space Rental $ -0-Office rent at 6969 S. Boulder, and rent of storage facility

Justification: Extra space rental needed for storage of oldadministrative paperwork (not client records)., desks, officechairs, old copier,

5. Utilities ~ $ -0-Cost of monthly electrical service at TU Electric

6. . Professional Memberships : $ -0-National minority AIDS Conference, Center for Non-PeontManagement,' Volunteer Center

7. Building Maintenance (SupplieslRepairs) $ 50Costs ofminor Qffice.maintenan.ce, repair~, and cleaning .maintenance supplies .

$ 1,804

29

A.

Human Services Network, Inc.BUDGET JUSTIFICATION FOR DIRECT COSTS

A.ttachment A-3 (a)MEALS


Adult Day Care Aide ( 1. Jernigan) 11.7% $2,243(Annual Salary: $19,200)

Meals $2,243

Job Duties: Plan meals for the adult day care program and purchases dailymeals for participants. Provide on-site supervision to the Adult Day care Program.

$2,243

B.

C.

FRINGE BENEFITS

FICAfMedicare (7.65 %) - Health Insurance, Worker's Compensation,Unemployment, Retirement.

STAFF TRAVEL

$150

.,.$700

Mileage for meals staff to travel in EMA @ .29 mile sx 2,414 annual milesMileage at .29 per mile for Client Services Coordinator to pick-up lunches for clients.

D. PROGRAM MATERIALS/SUPPLIES $ 181.69

'.- .

Office supplies $181.69 .. . .Office supplies shall include but shall not be limited to pens, pencils, copier paper,calendars, staplers, clips, clamps, fasteners, date stamps, staple removers, tablets, .

. .

30

E. ADULT DAY CARE MEALS/SNACKS

Adult Day Care snacks - $200

Morning and afternoon snacks shall include juice, fruit or popcorn

Adult Day Care Lunches - $6,323

$4,510.31

Lunches: Juices, tea, fruit, vegetables, (raw and cooked), pizza, pasta, rolls,Sandwiches, fish, beef, meat loaf, baked chicken, tacos, spaghetti, roast, and othernutritious items, (clients have also especially requested occasional fried chicken'To be served once per month).

F. TOTAL DIRECT COSTS

G. PROGRAM INCOME

, H. THIRD-PARTY REIl\1BURSEMENT

$7,785

-$0-

-$0-

31

I-Iunlan Services Nel\vork, Inc.BUDGET-JUSTIFICATION FOR INDIRECT COSTS

Attachment A-3 (b)- MEALS

A. INDIRECT PERSONNEL (Administrative)

Executive Director/Clinician (M. Delozia) .004% $ 250Annual Salary: $ 60,000

$570

Meals (b) $ 250

Job Duties: Responsible for overall administration of grant and agency.

Administrative Assistant (B. Williams) 1.29%. $320Annual Salary: $ 24,796

Meals (b) $ 320

B.


FRINGE BENEFITSFICAIMedicare, Health Insurance, Workers' Compensation, Unemployment,Retirement

$ 44

D. CONTRACTUALName of Subcontractor:

Amount ofSubcontractor:Method of Selection:Period ofPerformance:Activity Performed:

Lorenzo BumsDBA: Burns and Associates$ 251RFB3-1-99 thru 2-28-00 (3 one year options to renew) .Monthly bookkeeping and accounting

$ 251

E..

.F..


PROGRAM INCOME

$ 865

$" -0-

s -0.

32

A.

B.

Human Services Network, Inc.

BUDGET JUSTIFICATION FOR DIRECT COSTSAttachment A-3 (a)

ADULT DAY CARE


Adult Day Care Aide (J. Jernigan), 74.3% S14,264(Annual Salary: $19,200)

Adult Day Care $14,264

Job Duties: Plans, implements and coordinates Adult Day Care Program.

Manager of Outreach Services (E. Doyle) 4% $1,500

(Annual Salary: 36,000)

Adult Day Care: $1,500

Job Duties: Develops, plans, and implements morning training programfor Adult Day Care clients three days per week. Focus of training includesconununication skills, goal setting, developing a positive life attitude,money management, life skills, pre-employment skills.

Clerk ( 1. Harris) 32.81% 3,150(Annual Salary: $19,200)

Adult Day Care: $3,150

Job Duties: Inputs CO:MPIS data, schedule client appointments, set-up ,all client files.

FRINGE BENEFITS

FICAlMedicare (7.65 %) - Health Insurance, Worker's Compensation.

Unemployment, Retirement i'

Adult Day Care: $2,327($18,914 x 12.3% = $2,327

\ ..-.~. ,)..

$18,914

$2,327

33

c STA 1:1: TI{;\ VEL

i\1ileage for Adu,l{ Day Care staff to tra~p.l to-EMA@ $29 mile x 3104.annual miles = $900 mileage and/orairfare for staff to attend AIDS related and professionaldevelopment training; Per diem costs for out of EMAtravel; Lodging for overnight stay Ollt of EMA or outof headquarters city to attend workshops, seminars, conferencesrelated to AIDS, professional development or to enhance jobperformance.

$900'

D. EQUIPMENTIFURNITURE $2,055Furniture - $1,3 70Copier Lease - $ 685

Justification: Vinyl or leather love seat (used condition) needed for clients useduring adult day care program. Copier needed by direct services staff for in-house

copying needs on a daily basis.

E.

F.

SUPPLIES

Office supplies to be used by direct care staff.(Writing pads, pen, staples, etc.)

OTHER DffiECT COSTS

1. Telephone Expenses : $ 450

Monthly telephone service to Southwestern Bell, repairs,and installation ofnew phones

.. . $ 02. Pnntlng ~ '.--Business cards, letterhead, envelopes and other: printjqb.stoo large for in-house copier or if copier breaks down.

3. Postage ..... f'..................................................................... 55. 17-Cos~ ofmailing clients infonnation

4. Space Rental $1,899.83. I.nclud.~s office space at Boulder and Martin L. I9ng, Jr.

.CommunitY Cen~er .

6 Utili·····:: '.' . . . . $500. ties ; #.: .Monthly service paymen~ to TU "El~ricCompany for etect~cal' service.

$300

$3,255

; .

34

G.

H.

I.

7 Otller $350

P ~ . - 1L' b'l' In $350rOJ.eSSlona la 1 lty sutance .Agency social services liability to cover directservices responsibilities'

E · dM' $0qUlpment an amtenance . - -Maintenance on fax machine, computer/printers andcopIer

TOTAL DIRECT COSTS

PROGRAM INCOME

THIRD-PARTY REIM:BURSEMENTS

. :

$ 27,751

$ '-0-

$ -0-

. '.

35

A.

Human Services Network, Inc.

BUDGET JUSTIFICATION FOR INDIRECT COSTSAttachment A-3 (b)

ADULT DAY CARE


Executive Director/Clinician (M. Delozia) 1.66% $1,000Annual Salary: $ 60,000

Adult Day Care (b) $1,000

Job Duties: Responsible for overall administration ofgrant and agency.

Administrative Assistant (B. Williams) 1.81% $ 450Annual Salary: $ 24,796

Adult Day Care (b) $450


$ 1,450

B. FRINGE BENEFITS

FICAlMedicare, Health Insurance, Workers Compensation, Unemployment,Retirement, Service Incentive (SIP). Performance Incentive Pay:Total % = 13.79% Adult Day Care: $200$1,450 x13.79% =$200

Service Incentive and Performance Incentive Pay includes once a yearsalary supplement based on job performance and tenure

$ 200

C. STAFF TRAVEL $200689 miles X .29 = 200. Travel for Executive Director andAdministrative Staff in EMA. .

36

D. CONTRACTUA~

Nanle of Subcontractor:

Amount of Subcontractor:Method of Selection:Period of Performance:Activity Performed:

Name of Subcontractor:DBA:Amount of Subcontractor:Method of Selection:Period ofPerformance:Activity Performed:

Lorenzo BurnsDBA: Burns and Associates$394RFB3-1-99 thru 2-28-00 (3 one year options to renew)Monthly bookkeeping and accounting

Reverend George BrewerSunburst Janitorial$300RFB3-1-99 thru 2-28-00 (3 one year options to renew)Janitorial

$ 694

E.

F.

G

H.

OTHER INDIRECT COSTS

1. Telephone Expenses. $ 120Monthly Telephone Service to Southwestern BeIL..$ 120

2. Space Rental $ 139Office rept at 6969 S. Boulder, and rent of storage facility."Administrative staff is officed at the Boulder locationand Adult Day Care staff is located also.

Justification: Extra space rental needed for storage of oldadministrative paperwork(not client records)., desks, officechairs, old copier, etc.

3. Audit $ 280Cost ofexternal, fiscal and compliance audit


PROGRAM INCOME

THmD PARTY REIMBURSEMENTS

$ 539

$ 3,083

$ -0-

$ -0.

37

ATTACHMENT C

MULTIPLE FUNDING SOURCE FORM

AGENCY HUMAN SERVICES NElWORK, INC.

TOTAL % OF DCPTG: _

$0.00

$900.00$1,800.00

$1,000.00

$7,800.00$52,000.00

$0.00

$4,636.00 I $2,400.00

$1,531.69$5,674.00

$18,735.00 I $3,854.00$186,014.001$30,895.00

$0.00$2,531.69$6,574.00$8,836.00

$30,389.00$268,909.00

,:'FUNDING:sOORCE~;;:~X"" ;,TOTAL ALL i

FUNDING SOURCES

4 IEQUIPMENT3 ITRAVEL

61 CONTRACTUAL

11PERSONNEL21 FRINGE BENEFITS

5 ISUPPLIES

7 IOTHER8 ITOTAL DIRECT CHARGES9 1INDIRECT CHARGES

10

$35,959.31$353,199.00

$42,664.00

$29,159.31$245,750.001$37,149.00

$27,316.00 I $4,127.00$0.00

$6,800.00$0.00 I $70,300.00

$11,221.00$0.00 $0.00 $0.00

11232425262728293031 0.00

c.HQO

I.

ATTACHMENT B-1PERFORMANCE OBJECTIVE FORM

AGENCY: HUMAN SERVICES NETWORK, INC.ADDRESS: 6969 SOUTH BOULDER, SUITE 300DALLAS, TEXAS 75237GRANT: RYAN WHITE TITLE IPREPARED BY: MILDRED DELOZIAPHONE NUMBER: 972-283-0468

II. OBJECTIVES (BRIEFLY STATE YOUR MEASURABLE OBJECTIVES)IF THERE ARE PROBLEM AREAS, DESCRIBE YOUR PLAN TO SOLVE THEM, INCLUDINGYOUR TARGET COMPLETION DATE.

2. CLIENT ADVOCACYNEW CLIENTS

TOTAL ANNUAL CLIENTSFACE-TO-FACE

OTHER CONTACTS

PERSONPERSON

15 MN15 MN

100110

FEBRUARY 28, 2000

3. ADULT DAY CARENEW CLIENTS

TOTAL ANNUAL CLIENTSHOURS OF CARE

PERSONPERSON

HOURS

1525 FEBRUARY 28, 2000

5000

4. MEALSNEW CLIENTS

TOTAL ANNUAL CLIENTSMEALS SERVED

PERSONPERSON

1 MEAL

1525 FEBRUARY 28, 2000

1440

5. MINORITY ACCESSNEW CLIENTS

TOTAL ANNUAL CLIENTSHIV/AIDS OUTREACHSSTREET OUTREACH

PERSONPERSON

1 PERSON1 PERSON

FEBRUARY 28, 2000200

2200

6. SERVICE CATEGORYNEW CLIENTS

TOTAL ANNUAL CLIENTSSERVICE CATEGORY OBJECTIVESERVICE CATEGORY OBJECTIVE

PERSONPERSON

7. SERVICE CATEGORYNEW CLIENTS

TOTAL ANNUAL CLIENTSSERVICE CATEGORY OBJECTIVESERVICE CATEGORY OBJECTIVE

PERSONPERSON

39

AM II: 38

'TYS COURT,"'>r.

·....,·"fDALLAS COUNTYHEALTH AND HUMAN SERVICESGRANTS MANAGEMENT

BETTY J. CULBREATH-LISTER

DIRECTOR

TO: THE HONORABLE COMMISSIONERS COURT

FROM: BETTY J. CULBREATH-LISTER, DIRECTORHEALTH AND HUMAN SERVICES

DATE: JANUARY 19,2000

SUBJECT: REALLOCATION OF FY 1999-2000 RYAN WHITE TITLE II FUNDS

Background of IssueThe Dallas County Judge is the grantee and legal recipient ofRyan White Title II funds, and Dallas County Health andHuman Services (DCHHS) is designated to serve as the Administrative Agency for Ryan White Title II funds for theDallas Health Services Delivery Area (HSDA) which includes Dallas, Collin, Denton, Hunt, Ellis, Rockwall, andKaufman counties. In accordance with the provisions of Title II of the Ryan White C.A.R.E. Act, the Dallas HSDAHIV Services Consortium (Consortium) is charged with the responsibility of establishing priorities for the allocationof Title II funds and determining the categorical allocation of funds by service category. The Administrative Agencytracks the expenditure of funds by the service providers throughout the year and makes recommendations, whenappropriate, to reallocate funds.

Amount$ 26,212.00$ 40,000.00$104,529.45$107,250.00

Service CategorySubstance AbuseMedical Case ManagementDallas Project HOPEMedical Case Management

Due to an inability to expend FY 1999-2000 Ryan White Title II award, the following agencies returned a total of$277,991.45 for reallocation.

AgencyThe La Sima FoundationDallas County Hospital DistrictAIDS Services of North Texas, Inc.F.W. Empowennent, Inc.

Of the $278,291.45 available for reallocation, funds in the amount of$200,7l2.00 have been awarded by court orderto specific service providers. The unobligated amount available for reallocation is $77,279.45.

On December 8, 1999, the Dallas HSDA HIV Services Consortium (Consortium) allocated these available Title IIfunds to the outpatient medical care service category. On December 9, 1999, the Administrative Agency made Requestfor Proposals (RFP) available to agencies that applied for funding in the outpatient medical care service categorythrough the FY 1999-2000 Ryan White Titles I and II and FY 1998 HOPWA RFP process. Proposal submissiondeadline was 4:00 p.m. on Friday, December 17, 1999. An External Review Committee was convened on December20, 1999, to review the proposals and to make award recommendations. Award recommendations were posted onDecember 29, 1999.

The $77,279.45 available for reallocation is being recommended for award to Dallas County Hospital District in theoutpatient medical care service category.


Operational ImpactThe Administrative Agency staff will coordinate and monitor the programmatic and fiscal accountability of thesubcontractors in accordance with the responsibilities assigned by the Commissioners Court. 40


Dallas, Texas 75207-2710 Office (214) 819-1842FAX (214) 819-1850

Legal ImpactThe signature ofthe County Judge is required on the contract amendments, and the Commissioners Court must approvethe amended budgets.

RecommendationIt is recommended that Commissioners Court approve the reallocationofthe $77,279.45 from the FY 1999-2000 RyanWhite Title II funds in the outpatient medical care service category to Dallas County Hospital District, and authorizethe County Judge to sign the contract amendments on behalf of Dallas County.

c: J. Allen Clemson, Court AdministratorVirginia Porter, County Auditor

41


CONTRACT FOR HIV SERVICES DELIVERYFUNDED UNDER RYAN WHITE C.A.R.E. ACT AMENDM~NTSOF 1996

TITLE II1999-2000Between


and

DALLAS COUNTY HOSPITAL DISTRICT(Sub-Contractor)

I. PURPOSE:

Contract Amendment No.2 amends the Ryan White Care Act Title II funded agreementexecuted between Dallas County Health and Human Services and Dallas County HospitalDistrict, effective April 1, 1999.

II. AMENDED PROVISIONS:

Contract Amendment No.2 shall not change any contractual provisions agreed upon inthe Ryan White Title II funded agreement; each provision shall remain in effect throughoutthe term of the agreement with the exception of the following amended provisions:

A. M.1ENDED CONTRACT AMOUNT:

The contract payment provisions are revised to increase funds in the amount of77,279.45 inthe outpatient medical care service category. The total award is increased to $157,991.45 dueto contract Amendment NO.2.

Original Title II grant contract amount:Award change due to Amendment No.1:Award change due to Amendment No.2:Total amended contract amount:


$ 87,000.00($ 6,288)

$ 77,279.45$157,991.45

The revised Attachments A-I (a) (detailed line item budget for direct costs), A-l(b)(detailed line item budget for indirect costs), A-3 (budget justification), B1(performance objectives), and C (multiple funding sources) outline changes in thedrug reimbursement Project-HOPE service category, and reflect the award of fundsin the outpatient medical care service category.

42

C. TERM:

Contract Amendment No.2 shall not affect the original tefq1 ofthe contract that is ineffect through March 31, 2000.

FOfdwosPital District

(Signature)

Mark Teresi(type name)

Vice President & ChiefFinancial Officer(type title)

;/;4/eoi

For: Dallas County

Betty J. Culbreath, DirectorHealth and Human Services

Date:--------


Date:--------

43


Ryan White Title IIGRANT:

Outpatient Medical Care.

AGENCY: Dallas County Hospital District

SERVICE CATEGORY: _______.....J...~,;.;",;".,;:....::._....;..;..;...:__::..:.::...:... _

1. PROPOSED FEE FOR SERVICE PER UNIT: $251.82 *Corridor Maxium------•Actual Unit Cost = $309.32

2. Nillv1BER OF UNITS OF SERVICES TO BE PROVIDED: 627.3984

3. TOTAL COST OF SERVICES (#1 X #2): $157,991.45 *·Aetual Cost $4,037,593.00

4. PROPOSED UNITSfUNITS OF SERVICE: Visits

5. BREAKDOWN OF TOTAL COST, AND PROPOSED FEE FOR SERVICE:

A. DIRECT COSTS

Services

70,986.81

9,725.19

77,279.45

113.14

15.50

123.17

44.93%

6.16%

48.91%

$157,991.45 $251.82 100.00%

B. INDIRECT/ADMINISTRATIVE COSTS

0.00

$157,991.45

0.00

$251.82

0.00%

100.00%

"NOTE: TOTAL INDIRECT COST CANNOT EXCEED 10·/. OF THE APPROVED AWARD FOR THE SERVICE CATEGORY

44

DALLAS COUNTY HOSPITAL DISTRICTBUDGET JUSTIFICATION FOR DIRECT COSTS

ATTACHMENT A-3(a)

OUTPATIENT MEDICAL CARE

A. DIRECT PERSONNEL (non-administrative)

Nurse Practitioner, 7.71% (M. Paisley) Annual Salary = $64,833.60

$70,986.81

$5,000.00

Job Duties: Performs patient services and treatments under the supervision of a physician;assesses health status of patients; formulates, initiates; and implements plan of care.

Social Worker, 15.16% (T. Smiley) Annual Salary = $32,988.80 $5,000.00

Job Duties: Provides HIV counseling and psychosocial/fmancial counseling to HIV patients.

mv Homecare Clinician, 10.66%(M. Dodson) Annual Salary = $48,755.20 $5,000.00

Job Duties: Assesses hospitalized HIV patients for community based homecare services.Interfaces with medical teams and case management personnel.

Health Center Clerk, 14.10%(G. Flores) ) Annual Salary = $21,278.40 $3,000.00

Job Duties: Must be proficient with automated office equipment; will prioritize and transcribePhysician orders; management of medical records and telephone.

Systems Programmer, 37.58% (M. Smith) Annual Salary =$78,894.40 $29,649.81

Job Duties: Supports AIDS Registry, COMPIS On-line Management System to include thefollowing: apply fixes, write utility functions when applicable; training for COMPIS Utilities;analysis (data reconciliation; reporting, service request and help desk assistance).assigned.

Physician, 19.78% (E. Race) Annual Salary =$118,000.00 $23,337.00

Job Duties: Performs comprehensive medical assessment, treatment, diagnostic testing andevaluation.

B. Fringe Benefits (13.7 %)

C. Staff Travel

D. Equipment

$9,725.19

$ 0

$ 0

45

E. Supplies

F. Program Income

$0

$0

G. Other-IDV Outpatient Emergency Services $77,179.45HIV/AIDS patients receive emergency services in the Emergency Department (E.D.) 24 hours

a day, seven day a week. These patients extensively utilize the medicine area of the E. D.They receive comprehensive emergency medical services, including pathology (blood work)and radiology. Monitoring beds are available for HIV/AIDS patients requiring intensive carelevel services and observation while experiencing acute medical conditions. Parkland Health &Hospital System operates a comprehensive Emergency

H. Total Direct Cost

I. Third Party Reimbursement

$157,991.45

$0

46

ATTACHMENT B-1PERFORMANCE OBJECTIVE FORM

I. AGENCY: Dallas County Hospital DistrictADDRESS: 5201 Harry Hines Blvd

Dallas, Tx 75235GRANT: Ryan White IIPREPARED BY: Sylvia MorenoPHONE NUMBER: 214-590-5529

II. OBJECTIVES (BRIEFLY STATE YOUR MEASURABLE OBJECTIVES)IF THERE ARE PROBLEM AREAS, DESCRIBE YOUR PLAN TO SOLVE THEM. INCLUDEYOUR TARGET AND COMPLETION DATE.

LIST SERVICE CATEGORY, AND UNIT OF ANNUAL TARGET AND COMPLETION DATESPERFORMANCE OBJECTIVES MEASURE GOAL (UNITS) OTHER PLANS COMMENTS

A B C D1. OUTPATIENT MEDICAL CARE FEBRUARY 28, 2000

NEW CLIENTS PERSON 26TOTAL ANNUAL CLIENTS PERSON 628

UNIT OF SERVICE PER SERVICE CATEGOR'f VISIT 627.3984

2.

3.

4.

5.

6.

7.

I

\ \\

47


TOTAL % OF STATE SERVICES FUNDING: 14.14%

ATTACHMENT CMUTIPLE FUNDING SOURCE FORM

..QC

FUNDING SOURCE

TOTAL TITLE I TITLE II TDH HOPWA aJlIER FEIJERAL OTHER STATE aJlIER LOCAL PROGRAM INCOME

FUNDING PRlVAlI!

A B C D E F 0 H I J

1 Personnel 726492 114.23 1270471.42 70986.81 2531 185.00 N/A 52 173405.00 102884411.00 567561 655.00

2 FrinRe Benefits 35669380 174306.61 9725.19 172662.00

3 Travel 13720.00 13720.00

4 EQuipment 3550.00 3550.00

5 Supplies 19487.00 450.00 19037.00

6 Contractual 112858.00 74858.00 38000.00

7 Indirect Costs 117781.00 47518.00 70263.00

8 Other 449635.31 351055.86 77279.45 21300.00

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

'24

25

26

27

28

29

30

31 TOTAL $727 565 839.34 $1 922209.89 $157991.45 $2866 167.00 N/A $52 173 405.00 $102884411.00 $567561 655.00 $0.00


CONTRACT FOR HIV SERVICES DELIVERYFUNDED UNDER RYAN WHITE C.A.R.E. ACT AMENDMENTS OF 1996

TITLE I1999-2000Between


and

DALLAS COUNTY HOSPITAL DISTRICT(Sub-Contractor)

I. PURPOSE:

Contract Amendment NO.3 amends the Ryan White Care Act Title I funded agreementexecuted between Dallas County Health and Human Services and Dallas County HospitalDistrict, effective March 1, 1999.

II. AMENDED PROVISIONS:

Contract Amendment No.3 shall not change any contractual provisions agreed upon in theRyan White Title I funded agreement; each provision shall remain in effect throughout theterm ofthe agreement with the exception of the following amended provisions:

A. AMENDED CONTRACT AMOUNT:

The contract paYment provisions are revised to increase funds in the amount of$361,355.86 in the outpatient medical care service category. The total contract isincreased to $1,922,209.89 due to contract Amendment No.3.

Original Title I grant contract amount:Award change due to Amendment No.1:Award change due to Amendment No.2:Award change due to Amendment No.3:Total amended contract amount:


$1,490,227.00$ 8,856.00$ 61,771.03$ 361,355.86$1,922,209.89

The Attachments A-I (a) (detailed line item for direct costs), A-I (b) (detailed line itemfor indirect costs), the revised Attachment A-2 (detailed fee for services), A-3 (budgetjustification), B-l(performance objectives), and C (multiple funding sources) outlinechanges in the outpatient medical care service category.

49

C. TERM:

Contract Amendment No.3 shall not affect the original term ofthe contract that is ineffect through February 29, 2000.

For:

(Signature)

ospital District For: Dallas County

Betty 1. Culbreath-Lister, DirectorHealth and Human Services

Mark Teresi(type name)

Date:--------


Vice President & ChiefFinancial Officer(type title)

I Ly(o~Date: _-.t.....~---::;,~ _

Date:--------

50


AGENCY: Dallas County Hospital District GRANT: Ryan White Title I

SERVICE CATEGORY: Outpatient Medical Care.

1. PROPOSED FEE FOR SERVICE PER UNIT: $251.82 ·CorridorMaxium

-Aetu.aJ Unit Cost = $309.32

2. NUMBER OF UNITS OF SERVICES TO BE PROVIDED: 6,645.75

3. TOTAL COST OF SERVICES (#1 X #2):

4. PROPOSED UNITSIUNITS OF SERVICE:

$1,673,532.09 •

-Actual Cost $4,037,593.00

Visits


1,091 ,313.3 1 65.21%

149,509.92 8.93%

3,550.00 0.53 0.21%

200.00 0.04 0.01%

30,385.00 4.57 1.82%

Services 351,055.86 52.82 20.98%


Personnel

Frin e Benefits

Audit Costs

Indirect Costs

$1,626,014.09

~i0.;

o$31,942.00

4,376.00

900.00

10,300.00

47,518.00

$1,673,532.09

$244.67

$4.80

$0.66

$0.14

$1.55

7.15

$251.82

97.16%

1.91%

0.26%

0.05%

0.62%

2.84%

100.00%

**NOTE: TOTAL INDIRECT COST CANNOT EXCEED 10..,. OF THE APPROVED AWARD FOR THE SERVICE CATECORY

51


Ryan White Title IGRANT:

Medical Case Mana~emen~


SERVICE CATEGORY: ------------.:=:.--...------

1. PROPOSED FEE FOR SERVICE PER UNIT: $9.08 *Corridor Maxium-------Actual Unit Cost = $20.28

2. NillvIBER OF UNITS OF SERVICES TO BE PROVIDED: 14,560.00

3. TOTAL COST OF SERVICES (#1 X #2): $132,204.80

-Actual Cost $321,142.00

4. PROPOSED UNITSIUNITS OF SERVICE: Visits


A. DIRECT COSTS~~~

Salaries 116,275.11 7.99 87.95%

Frin es 15,929.69 1.09 12.05%

$132,204.80 $9.08 100.00%


0.00 0.00%

$9.08 100.00%

"NOTE: TOTAL INDlRECf COST CANNOT EXCEED 10"1. OF THE APPROVED AWARD FOR THE SERVICE CATEGORY

52


ATTACHMENT A-3(a) .

MEDICAL CASE MANAGEMENT


Medical Case Manager, (Monica Abbott), 36.91 %(Annual Salary =$53,643.20)

Medical Case Manager, (John Barber), 40.79%(Annual Salary =$48,547.20)

Medical Case Manager, (Judy Callison), 34.13%(Annual Salary =$56,680.00)

Medical Case Manager, (Tom Emanuele),36.62%(Annual Salary =$52,790.40)

Medical Case Manager, (Vicki Shumake),46.99%(Annual Salary =$40,435.20)

Medical Case Manager, (Louisa Filmore),54.98%(Annual Salary =$34,555.04)

$116,275.11

Salary $19,800.11

Salary $19,800.00

Salary $19,345.00

Salary $19,330.00

Salary $19,000.00

Salary $19,000.00

Job Duties: Responsible for health/psychosocial assessments and case management. Completespatient assessment based on targeted population and fmancial plan authorization. Establishesplan of care for identified patients. Implements plan of care based on patient assessment.Promotes collaborative practice between the patient, family, and healthcare disciplines.Intervenes to optimize use of resources. Services as a communication liaison withpatient/family, significant other. Evaluates and revises plan of care. Co-ordinates planning.Completes medical record and fmancial documentation. Collects outcome data.

B. FRINGE BENEFITS

Medical Case Management 13.7% x 116,275.11 =15,929.69

C. STAFF TRAVEL

D. EQUIPMENT

E. SUPPLIES

F. PROGRAM INCOME

G. TOTAL DIRECT COSTS

$15,929.69

$ 0

$ 0

$ 0

$ 0

$132,204.80 53

6


Ryan White Title IGRANT:

Mental Health


SERVICE CATEGORY: -------------------

1. PROPOSED FEE FOR SERVICE PER UNIT: $55.00

2. NillvfBER OF UNITS OF SERVICES TO BE PROVIDED: 809

3. TOTAL COST OF SERVICES (#1 X #2): $44,473.00

4. PROPOSED UNITSfUNITS OF SERVICE: "Visits


A. DIRECT COSTS

Contractual 55.00 100.00%

$44,473.00 $55.00 100.00%

$44,473.00 $55.00 100.00% 54"'~on:: TOTAL INDIRECT COST CA.....~OT EXCEED lOY. OF THE APPROVED AWARD FOR THE SERVICE CATECORY


ATTACHMENT A-3(a)

MENTAL HEALTH


Psychiatrist, (Michael Noss), 37%(Annual Salary =$120,198)

B. CONTRACTURAL

Salary

$44,473

$44,473

Name of Subcontractor/Position: U.T. Southwestern Medical Center/PhysicianAmount of Subcontract: $44,473.00Method of Selection: Sole sourcePeriod of Performance: March 1, 1999 to February 28, 2000Activity Performed: HIV psychiatric care. Provides individual counseling, medicationmanagement, and crisis intervention.Population to be Served: All eligible HIV patients referred by primary care providersfor mental health therapy.

C. TOTAL DIRECT COST $44,473

55

AGENCY: Dallas County Hospital DIstrict.-\ I I AI,.,NMt:N I 1\-' (a)

DETAIL LINE ITEM BUDGET FOR DIRECT COSTS GRANT: Ryan White'

J:d·· ·1 ." .·'~I ~,,~;~:,'.'.':~.:-.. '.~,:,'. ·~I"'\.::; ..

,SERVICE'.CAIEGORIES.I ~'!l:"'~·::;i~I,':';I~t'/~"~'.~it::;~·,~,:,

F .1 Q I HE

'11.48"

,8.1,,,31.845.0032.594.00

11Client Advocate

321Client Advocate

_.' ."e.OSIT.ION~TJTl.!.E:.~ .....,.... ~.1 :ANNUAL·SAlJ\RY.IDIREI

I. DIRECT PERSONNEL EXPENDITURE ITEMS

4

56789

1011121314

15

8.86762.883

$71.750

16 TOTAL:SALARYJ ADMINISTRATIV

17 ;. . :FRJt,jGE:BEflEFiTS<C:'·~'~n

18 TOTAL DIRECT/PERSONNEL COS

II. DIRECT NON-PERSONNEL EXPENDITURE ITEMS

...#:.. t.: ......:,.,..!,~~\OTHER:'ITEMIZED';:~EXeEN·On:uRES., ;...SERVICE:CATEGORIES .':' .

•, R

20

21

222324

. ~5,26 --------------....--------I-.·------.�.--·--.---�--:-~----,·'---"'.

27

282930 TOTAL ADMINISTRATIVE NON.:.PERSONNEL COST 25031., ",.:rOTAt',DIRECTPERS·ONNEUi(:OS:r 71.750

UlQ\

32 ...331;

.,.;'~;:~')'5:J'~:t.;ro;r A~;OIREC:r~C·OSn}J.~·."f':·.,,/;i:;.....'GRAND~TOTA~k1}~!;".ii; ,

72.000$72.000


ATTACHMENT A-3(a)

CLIENT ADVOCACY

A. DIRECT PERSONNEL (non-administrative) $62,883

Client Advocate,(Sylvia Cooper), 98.71 %(Annual Salary =$31,845.60)

Client Advocate,(Rachel Smith), 96.48%(Annual Salary =$32,594.00)

Salary

Salary

$31,435

$31,448

Job Duties: Provides HIV counselling, support services and client advocacy to HIV positivepatients. Assists with follow-up through the case management system. Co-ordinate groupmeetings as required

B. FRINGE BENEFITS, 14.1 %

C. SUPPLIES

D. TOTAL DIRECT COST

$8,867

$250

$72,000

57

5

ATIACHMENT B-1PERFORMANCE OBJECTIVE FORM

I. AGENCY: Dallas County Hospital DistrictADDRESS: 5201 Harry Hines Blvd

Dallas, Tx 75235GRANT: Ryan White IPREPARED BY: Sylvia MorenoPHONE NUMBER: 214-590-5529

II. OBJECTIVES (BRIEFLY STATE YOUR MEASURABLE OBJECTIVES)IF THERE ARE PROBLEM AREAS, DESCRIBE YOUR PLAN TO SOLVE THEM. INCLUDE

YOUR TARGET AND COMPLETION DATE.

LIST SERVICE CATEGORY, AND UNIT OF ANNUAL TARGET AND COMPLETION DATESPERFORMANCE OBJECTIVES MEASURE GOAL (UNITS) OTHER PLANS COMMENTS

A B C 01. CLIENT ADVOCACY Contacts Ongoing Program

NEW CLIENTS PERSON 380FACE TO FACE 15 MIN ENCOUNTER 2444OTHER 15 MIN INCREMENTS 2500TOTAL CLIENTS PERSON 1200

2. MENTAL HEALTH SESSION Ongoing Program

NEW CLIENTS PERSON 180INDIVIDUAL THERAPY 45 MIN SESSIONS 809TOTAL CLIENTS PERSON 350

3. MEDICAL CASE MANAGEMENT ENCOUNTERS Ongoing Program

NEW CLIENTS PERSON 1000FACE TO FACE PERSON 7620OTHER - TELEPHONE PERSON 6940TOTAL CLIENTS PERSON 2000

4. MEDICAL CARE VISIT Ongoing Program

NEW CLIENTS PERSON 700VISIT VISIT 6645.75 Ryan White only

TOTAL CLIENTS PERSON 3100

5. SERVICE CATEGORY

6. SERVICE CATEGORY

7. SERVICE CATEGORY

II

58


TOTAL ·1. OF STATE SERVICES FUNDING: 14 14~.

ATIACHMENT C "MUTIPLE FUNDING SOURCE FORM

- FUNDING SOURCE

TOTAL TITLE I TITLE II TDH HOPWA ornt:lll'£lJEllAL OTHER STATE ornt:IlUJCAl. PllOOIlAM INCOME

FUNDING I'IUVATE

A • C D B , 0 H I I

1 Personnel 72649211423 127047142 70986.81 2531 185.00 N/A 52 173 405.00 102884411.00 567561 655.00

2 FriOlze Benefits 356693.80 174306.61 972519 172 662.00

3 Travel 13720.00 13720.00

4 Eouioment 3550.00 3550.00

5 Suoolies 1948700 450.00 19037.00

6 Contractual 11285800 74858.00 38000.00

7 Indirect Costs 117781.00 47518.00 70263.00

8 Other 449635.31 351055.86 77 279A5 21300.00

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31 TOTAL $727 565 839.34 $1 922209.89 SI 57991 A5 $2866167.00 N/A $52 173 405.00 SI02 884 41 1.00 S567 561655.00 SO.00

tit'C

DALLAS COUNTYHEALTH AND HUMAN SERVICESGRANTS MANAGEMENT

BETTY J. CULBREATH-LISTERDIRECTOR

00 JAN 2' AM II: 38

TO:

FROM:

DATE:

SUBJECT:

THE HONORABLE COMMISSIONERS COURT

BETTY J. CULBREATH-LISTER, DIRECTORHEALTH AND HUMAN SERVICES

JANUARY 19,2000

REALLOCATION OF FY 1999-2000 RYAN WHITE TITLE I AND FY 1998-1999RYAN WHITE TITLE I CARRY-OVER FUNDS

Backt:round of IssueThe Dallas County Judge is the grantee and legal recipient of Ryan White Title I funds for the Dallas EligibleMetropolitan Area (EMA). Dallas County Health and Human Services is designated to serve as the AdministrativeAgency for Ryan White Title I funds. The Administrative Agency is responsible for the allocation and oversight offunds under Title I of the Ryan White C.A.R.E. Act and for the recommendation of the award of contracts to serviceproviders in the EMA. The Administrative Agency tracks the expenditure offunds by service providers throughout theyear and makes recommendations, when appropriate, to reallocate funds.

Due to their inabilities to fully spend the FY 1999-2000 Ryan White Title I award, the service providers have returnedpart of their FY 1999-2000 Ryan White Title I funds for reallocation as presented in Attachment #l-a. Funds in theamount of $22,000 are available for reallocation from the planning council budget. Additional funds in the amountof$376,979.89 from the FY 1998-1999 Ryan White Title I carry-over funds have been approved for reallocation. Boththe carry-over and the unexpended funds from the planning council budget are included in the total amount of fundsfor reallocation as presented in Attachment # I-a.

The total amount of funds available from the above noted sources for reallocation is $762,011.17, of which funds inthe amount of$245,983.64 have been awarded to specific service providers. From the balance of$516,027.53 availablefor reallocation, obligated funds in the amount of$478,931.89 are the subject ofthis briefing and court order. On June9, 1999, the Dallas Eligible Metropolitan Area (EMA) Health Services planning Council (HSPC) approved thecategorical allocation ofthe carry-over funds in the amount of$376,979.89. On December 8, 1999, the Dallas EligibleMetropolitan Area (EMA) Health Services Planning Council (HSPC) approved the categorical allocation of thereallocated funds in the amount of $139,047.64. On December 9, 1999, the Administrative Agency sent out Requestfor Proposals (RFP) to all qualified vendors. The deadlines for the proposals was Friday, December 17, 1999, at 4:00p.m. An External Review Committee was convened on December 20, 1999, to review the proposals and to make awardrecommendations. Award recommendations were posted on December 29, 1999. The total obligated funds in theamount of$478,93 1.89 that were awarded to specific service providers are presented in Attachment #2-a. UnobligatedFY 1999-2000 Ryan White Title I funds in the amount of$15,071, and unobligated FY 1998-1999 Ryan White TitleI carry-over funds in the amount of $22,024.64 will be allocated upon determination ofsubrecipient(s). Contracts andbudgets for these funds will be submitted to Commissioners Court under separate briefing and court order.


Operational ImpactDallas County Health and Human Services will process the contract amendments with the service providers and willcontinue to monitor proper expenditure ofthe funds in accordance with responsibilities assigned by the CommissionersCourt. The funds will provide services to mv positive persons in the Dallas EMA.

60



Legal ImpactThe signature ofthe County Judge is required on the contract amendments, and the Commissioners Court must approvethe amended budgets.

RecommendationIt is recommended that Commissioners Court approve the reallocated funds from the FY 1998-1999 and FY 1999-2000Ryan White Title I contracts to the service providers as presented in Attachment #2-a, and authorize the County Judgeto sign the contract amendments on behalf of Dallas County.

RECOMMENDED BY: --::.....~~~"9f---.JVl~~~~+--=--~~~::::!.--_---Bett

c: 1. Allen Clemson, Court AdministratorVirginia Porter, County Auditor

61



GRANT:

AMOUNT AVAILABLE FOR REALLOCATION:

AIDS SERViCE OF NORTH TEXAS (ASNT)

TOTAL ASNT

COMMUNITY ALCOHOL DRUG AFTERCARE PROGRAM

DALLAS COUNTY HOSPITAL DISTRICT

F.W. EMPOWERMENT. INC. (F.W.E)

TOTALF.W.E

OAKLAWN COMMUNITY SERVICES

RESOURCE CENTER OF DALLAS

THE NEW PLACE. INC.

CARRY-OVER FUNDS

ATTACHMENT #1-aRYAN WHITE TITLE I

762,011.17


DRUG REIMBURSEMENT

MENTAL HEALTH COUNSELING

FOOD BANK

TRANSPORTATION (PEOPLE)


INSURANCE ASSISTANCE



PLANNING COUNCIL BUDBET



FOOD BANK

COMPREHENSIVE CASE MANAGEMENT

6.721.43

10,072.41

4.000.00

38.000.00

8,000.00

66,793.84

2.798.80

14.353.20

12.450.00

27.234.73

16,688.08

56,372.81

121.339.73

22,505.70

3,027.36

22,000.00

276,786.89

20.193.00 I40,000.00

40.000.00

TOTAL CARRY~OVER FUNDS 376,979.89

762,011.17

62

GRANT:

TOTAL AMOUNT AWARDED:

ATIACHMENT #2-aRYAN WHITE TITLE I

724,915.53

PREVIOUS AWARD CURRENT AWARD i TOTAL AWARD II

40,150.00 28,787.00 68,93700

13,200.00 0.00 13,200.0029,290.00 0.00 29,2900042,490.00 0.00 42,490.00

5,00000 0.00 I 5,000.00 II0.00 4,31700 4.31700

500000 431700 931700

1,6:20.00 0.00 1.62000

76,>124.:23 361,355.86 437.480.09

10,072.41 0.00 10,072.41

1,650.00 0.00 1,650.004,377.00 000 4,377.00

0.00 1.00000 1,00000

6,027.00 1,000.00 7,027.00

45,000.00 0.00 45,000.00

7,000.00 0.00 7,000.00

'12,500.00 0.00 12,500.00

0 4,500.00 4,500.00

0 I 25,730.00 25,730.000 I 34907.67 34907.67

0.00 65,137.67 65,137.67

0 14,000.00 14,000.00

0 4,334.36 4,334.36

245,983.64 478,931.89 724,915.53

. . 762,01117

. 37,095.64

I

"

MENTAL HEALTH

FOOD BANK

CONGREGATE MEALS

FOOD BANK

DENTAL SERVICES

TO BE I.,..VNIKAI.,..It:U

HOME HEALTH CARE

DRUG REIMBURSEMENT

SERVICE CATEGORY

HOME DEl.fVERED MEALS


OU"I t"f'.IIt:N I Mt:UII.,..f'.L CARE


CONGREGATE MEALS

INSUAANCE ASSISTANCE



~_... ._, ,_. . _ CASE

._.11 INC.

TOTALASD

TOTAL ASNT

AGENCY

AIDS ARMS, INC.

JOHNNIE'S MANOR (JMR)

F.W

BALANCE to\/.I111 toRI l=

TOTAL FUNDS to\ltoll toRI l=

HOLfSTICS SERVICES

RESOURCE CENTER OF DALLAS

LEGACY ("nlll\l~l=1 11\lr.\ CENTER

AIDS SERVICES OF DALLAS (ASD)

DALLAS COUNTY HEALTH DIVISION

TOTAL AMOUNT AWARDED

DALLAS COUNTY HOSPITAL DISTRICT

AIDS SE~VICES OF NORTH TEXAS, INC.

TOTAL RESOURCE CENTER OF DALLAS

THE VISITING NURSE ....;:,;:,V....I.... IVN, INC.

HOME HEALTH SERVICES OF DALLAS, INC.

COMPRE~~~~~:G~~~EM~~~GEMENT I.~ -+ M_E_D_IC_A_L_C_A_SE_M_AN_A_G_E_M_E_N_T ,t-- t-- --+ ---;

TOTALJMR

II

C:\My Documents\t1attacmt1.123

63

\~ :DALLAS COUNTY reX" CC~'5~DEPARTMENT OF HEALTH AND HUMAN SERVICES '" \~~~ ~b ~"Health Division (Ju .,)~

BETTY CULBREATH-LISTERDIRECTOR

MEMORANDUM

TO: COMMISSIONERS COURT

FROM: Betty Culbreath-Lister, Director

DATE: January 20, 2000

SUBJECT: AMENDMENT TO TEXAS DEPARTMENT OF HEALTH CONTRACT#7560009056 2000, ATTACHMENT #13A

BACKGROUND

An amendment to Texas Department of Health (TDH) Contract #7560009056 2000,Attachment #13A, Regional/Local Health Operations has been received from TDH.This Attachment for the Regional/Local Health Operations is being amended by TDHto add funds to the categories of personnel and fringe benefits. The term of thiscontract amendment is September 1, 1999 through August 31, 2000.

IMPACT ON OPERATIONS

Attachment #13A, Regional/Local Health Operations of the Texas Department ofHealth contract amendment will have no impact on operations.

FINANCIAL CONSIDERATIONS

Attachment #13A, Regional/Local Health Operations adds $32,592 to the category ofpersonnel and $6,838 to the category of fringe benefits for a new Microbiologistposition in the Laboratory Division.

LEGAL CONSIDERATIONS

The Commissioners Court is required to approve the amendment of Attachment #13A,Regional/Local Health Operations of the Texas Department of Health contract.

71

2377 N.Stemmons FreewaySuite 644 • LB 12

Dallas, Texas 75207·2710 Office (214) 819·2100FAX (214) 819·2107

Commissioners CourtJanuary 20, 2000Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approvesthe amendment of the Texas Department of Health Contract #7560009056 2000,Attachment #13A (Regional/Local Health Operations), to add $32,592 in the categoryof personnel and $6,838 in the category of fringe benefits.

Recommended by:----,;t'-Z?_~_~_~---rt-_~-/-:t'r---._------,~,__.---"

Betty Clii6reath-Lister, Director

c: J. Allen Clemson, Court AdministratorVirginia Porter, County AuditorPhil Scheps, Budget Officer

72

2377 N.Stemmons FreewaySuite 644 • LB 12

Dallas, Texas 75207·2710 Office (214) 819·2100FAX (214) 819·2107

William R. Archer III, M.D.Commissioner

January 13,2000

~TDHTEXAS DEPARTMENT OF HEALTH

Texas Department of Healthhttp://www.tdh.state.tx.us

1100 West 49th StreetAustin, Texas 78756-3199

512/458-7111

ZACHARY THOMPSONDEPUTY DIRECTORDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT2377 STEMMONS FREEWAY STE 200DALLAS, TX 75207-2710

Dear MR. THOMPSON:TDH Document: 75600090562000

Change No. 21

I have enclosed two copies of the above referenced contract that have been signed by our agency. Please review the ContractAttachment(s), sign both copies and return one to this division within 45 days. Changes made to any portion of the contractdocument will be viewed as a counter-offer and will require written concurrence by authorized TDH personnel before it is consideredvalid.

Provisions in this contract require you to submit financial reports quarterly and no later than 30 days after the end of each quarter.I am providing preprinted Financial Status Reports 269a (TDH Form GC-4a) for the entire term of your contract. If the enclosedconstitutes an amendment to an existing contract, only the necessary number of FSRs are being provided to report on the remainderof your contract term. You are reminded that reports are required regardless of whether or not expenses have been incurred.

PLEASE NOTE: Contracts must be returned to the attention of Melanie Doyle, Grants Management Division. Contractsreturned to any other addressee may result in a delay in payment. A pre-addressed return envelope is enclosed for yourconvenience.

If you have questions, please call the Grants Management Division, Contract Development Section, at 512/458-7470.

~. er.ely, lDof.1'1- ~IJ r-,'to~ / /

Of). Sidney P. Shelton~I Chief, Bureau of Financial Services

SPS:swEnclosures

73

An Equal Employment Opportunity Employer

STATE OF TEXAS

COUNTY OF TRAVIS

TEXAS DEPARTMENT OF HEALTH1100 WEST 49TH STREET

AUSTIN, TEXAS 78756-3199

TDH Document No.7560009056 2000

CONTRACT CHANGE NOTICE NO. 2.l

The Texas Department of Health, hereinafter referred to as RECEIVING AGENCY, did heretofore enter into a contract in writing withDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as PERFORMING AGENCY.The parties thereto now desire to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ATT. NO. 13A: REGIONAL/LOCAL HEALTH OPERATIONS

All terms and conditions not hereby amended remain in full force and effect.

EXECUTED IN DUPLICATE ORIGINALS ON THE DATES SHOWN.

Authorized Contracting Entity (type above if differentfrom PERFORMING AGENCy) for and in behalf of:

PERFORMING AGENCY:

DALLAS COUNTY HEALTH AND HUMAN SERVICESDEPARTMENT

By: _

(Signature of person authorized to sign contracts)

(Name and Title)

Date: _

RECOMMENDED:

By: _

(pERFORMING AGENCY Director, if differentfrom person authorized to sign contract)

RECEIVING AGENCY:

TEXASDEPARTMENT~OFHEALTH

~ /)? //By: ~ ~

(Signatur of person authorized to sign contracts)

Sidney P. Shelton, ChiefBur~auof Financial Services

(Name and Title)

Date: _

SW GMD - Rev. 3/99

74Cover Page 1

DETAILS OF ATTACHMENTS

AttJ TDH Term Financial Assistance Direct Total AmountAmd ProgramJ

Begin End Source ofAssistance (TDH Share)

No. ID AmountFunds*

01C STDIHIV 01101199 12/31/99 93.940 93.977 800,085.00 19,670.86 819,755.86

02C TBIPC 01/01/99 12/31/99 93.116 730,997.00 0.00 730,997.00

03A HIV/SURV 01/01/99 12/31/99 93.944 93.940 298,357.00 0.00 298,357.00

04 IMM/LOCALS 01/01/99 12/31/99 93.268 694,047.00 0.00 694,047.00

05 IMM/HEP 01/01/99 12/31/99 93.268 134,195.00 0.00 134,195.00

06A HANSENS 01/01/99 12/31/99 93.215 55,141.00 0.00 55,141.00

07A HIV/RW 04/01/99 03/31/00 93.917 769,108.00 0.00 769,108.00

08B STD/TRNG 04/01/99 03/31/00 93.978 448,457.00 0.00 448,457.00

09 STDIHIV 09/01/99 08/31/00 State 81,037.00 75,985.72 157,022.72

10 HIV/SRVS 09/01199 08/31/00 State 959,676.00 0.00 959,676.00

11 IMM/INNRCITY 09/01/99 08/31/00 State 255,389.00 43,598.00 298,987.00

12 TB/PC 09/01/99 08/31/00 State 541,192.00 0.00 541,192.00

13A BRLHO 09/01/99 08/31/00 State 93.991 227,285.00 35,100.00 262,385.00

14 REFUGEE 10/01/99 09/30/00 State 93.576 156,945.00 0.00 156,945.00

TDH Document No.7560009056 2000 Totals $6,151,911.00 $174,354.58 $6,326,265.58Change No. 21

*Federal funds are indicated by a number from the Catalog of Federal Domestic Assistance (CFDA), if applicable. REFER TOBUDGET SECTION OF ANY ZERO AMOUNT ATTACHMENT FOR DETAILS.

Cover Page 2

75

DOCUMENT NO. 7560009056-00ATTACHMENT NO. 13A

PERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICESDEPARTMENT

RECEIVING AGENCY PROGRAM: BUREAU OF REGIONAL/LOCAL HEALTHOPERATIONS

TERM: September 01, 1999 THRU: August 31,2000

It is mutually agreed by and between the contracting parties to amend the conditions of DocumentNo. 7560009056 2000-13 as written below. All other conditions not hereby amended are toremain in full force and effect.

SECTION I. SCOPE OF WORK is amended to add the following services:

LABORATORY SERVICES

PERFORMING AGENCY'S laboratory division shall:

• become a level B capacity laboratory;• develop extensive corroborations with all hospitals located in their service area to plan for

response activities for bioterroristic threats;• develop a system for safe sPecimen transport from local laboratories when necessary; and• explore the capabilities and needs of local laboratories.

PERFORMING AGENCY'S laboratory division shall hire a microbiologist who will beresponsible for training others, setting up and performing all procedures, monitoring andevaluations, communicating with all other laboratories, and interacting with RECEIVINGAGENCY and the Centers for Disease Control and Prevention.

ATTACHMENT - Page 1

76

TEXAS DEPARTMENT OF HEALTH

RECEIVING AGENCY PROGRAM: BUREAU OF REGIONAL/LOCAL HEALTH OPERATIONSPERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENTCONTRACT TERM: 09/01/1999 THRU: 08/31/2000 BUDGET PERIOD: 09/01/1999 THRU: 08/31/2000TDH DOC. NO. 7560009056 2ooo13A CHG. 21

REVISED CONTRACT BUDGET

I DIRECT ASSISTANCE II II CURRENT APPROVED

IICHANGES

IINEW OR REVISED IBUDGET REQUESTED BUDGET

PERSONNEL $35,100.00 $0.00 $35,100.00

TRAVEL 0.00 0.00 0.00

VACCINE 0.00 0.00 0.00

OTHER: 0.00 0.00 0.00

TDH DIRECT ASSISTANCE 35,100.00 0.00 35,100.00

TDH FINANCIAL ASSISTANCE 187,855.00 39,430.00 227,285.00

TOTAL TDH SHARE 222,955.00 39,430.00 262,385.00

TOTAL CONTRACT AMOUNT $222.955.00 $39430.00 $262385.00

I FINANCIAL ASSISTANCE II OBJECT CLASS CATEGORIES I CURRENT APPROVED I CHANGES

IINEW OR REVISED

IBUDGET REQUESTED BUDGET

PERSONNEL $141,490.00 $32,592.00 $174,082.00

FRINGE BENEFITS 43,854.00 6,838.00 50,692.00

TRAVEL 930.00 0.00 930.00

EQUIPMENT 0.00 0.00 0.00

SUPPLIES 1,581.00 0.00 1,581.00

CONTRACTUAL 0.00 0.00 0.00

OTHER 0.00 0.00 0.00

TOTAL DIRECT CHARGES 187,855.00 39,430.00 227,285.00

INDIRECT CHARGES 0.00 0.00 0.00

TOTAL $187,855.00 $39,430.00 $227,285.00

PERFORMING AGENCY SHARE:

Program Income (Carryover) 0.00 0.00 0.00

Program Income (Projected) 0.00 0.00 0.00

Other Match 0.00 0.00 0.00

RECEIVING AGENCY SHARE: $187,855.00 $39,430.00 $227,285.00

PERFORMING AGENCY SHARE: $0.00 $0.00 $0.00

Detail on Indirect Cost Rate Type:

Rate 0.00 % Base $0.00 Total

Budget Justification: Increase in fmancial assistance in order for the Laboratory to hire a Microbiologist.

Financial status reports are due the 30th of December, 30th of March, 30th of June, and the 30th of November.

$0.00

Form No. GC-9a

77

DALLAS COUNTYHEALTH AND HUMAN SERVICESADMINISTRATION 00 JAN 26 PM f: f0

BETTY CULBREATH-LISTERDIRECTOR

TO:

FROM:

DATE:

COMMISSIONERS COURT

BETTY CULBREATH-LISTER, DIRECTOR

February 1, 2000

SUBJECT: AMENDMENT TO THE FOOD ESTABLISHMENT INSPECTIONS ANDENVIRONMENTAL HEALTH AGREEMENT WITH THE CITY OF ROWLETT

BACKGROUND

The Dallas County Commissioners Court granted approval to the Dallas County Health andHuman Services to enter into a Food Establishment Inspections and Environmental HealthServices Agreement with the City of Rowlett, Court Order No. 99-1757.

The City of Rowlett is requesting to amend the Food Establishment and EnvironmentalHealth Services Agreement to further delineate the Dallas County Health and HumanServices Environmental Health Division inspection obligations and the City of Rowlett'sfinancial obligations. The amendment included the number of inspections for eachestablishment as set forth in Exhibit A, and that the City of Rowlett will collect a fee fromeach food establishment and pay to the County the sum of $50 for each foodestablishment inspection.


There is no impact on operations.

LEGAL CONSIDERATIONS

The County Judge is required to sign the Amendment after the approval of the DallasCounty Commissioners Court. The District Attorney's Office, Civil Section has reviewedand modified the amendment to the Interlocal Agreement, and the agreement has beenapproved as to form.

Commissioners Court



78

Commissioners CourtFebruary 1, 2000

Page 2

FINANCIAL IMPACT

The City of Rowlett will collect a fee from each food establishment and pay to the Countythe sum of $50 for each food establishment inspection. These payments will be madewithin 30 days of billing by the County.

PROJECT SCHEDULE

Services provided to the City of Rowlett shall be effective by both parties for the period ofOctober 1, 1999, through September 30, 2000.

RECOMMENDATION

It is respectfully recommended that the Commissioners Court approve the amendment tothe Food Establishment inspections and Environmental Health Services Agreement withthe City of Rowlett, and authorize the County Judge to sign the agreement on behalf ofDallas County.

Recommended by: --,,;~:::::;......;~-r+-..L.----+,~-~;.L..

79

AMENDMENT NUMBER 1TO THE

FOOD ESTABLISHMENT AND ENVIRONMENTAL HEALTH SERVICES AGREEMENT

WHEREAS, the City of Rowlett ("City") and the Dallas County (County) entered into aFood Establishment and Environmental health Services Agreement(Agreement) effective October 1, 1999, and

WHEREAS, City and County desire to amend the Agreement to further delineateCounty's inspection obligations and City's financial obligations;

THEREFORE, it is resolved that the Agreement is amended as follows:

1. Section 1 (Purpose) is amended to read as follows:

The City and County agree that County will perform inspections of foodestablishments within the City as requested by the City. The number of inspectionsfor each establishment is set forth in Exhibit A, which is attached and incorporatedherein by this reference. Additional inspections will be performed as deemednecessary by County, with approval by City, to insure that a food establishment isin compliance with City's ordinances.

2. Section III (Budget) is amended to read as follows:

The City will collect a fee from each food establishment and pay to the County thesum of $50.00 for each food establishment inspection. These payments will bemade within thirty (30) days of billing by the County.

Except as set forth herein, all terms of the Agreement remain in full force and effect.

Approved this day of , 2000.

DALLAS COUNTY

Lee F. Jackson, County Judge

Approved as to form:

John B. DahillAssistant District Attorney

CITY OF ROWLETT

H.K. "Buddy" Well, Mayor

Sally McGlaun, City Secretary

Mike Gibson, City Manager

80

Establishment Type

Grocery storeFull service restaurantFast food restaurantHealth careConvenience storeGISO, RISO schoolMiscellaneous vendingWarehouses, frozen deliverySeasonal/temporary permitOaycaresAll others

EXHIBIT "A"

# of Inspections

34433133133

Additional inspections required per year based on score in any calendar year:

Score of 70 - 79Score of > 70

13

81

DALlAS COUNlYCOMMISSIONERS COURT ADMINISTRATIONDan Savage, Assistant Administrator for Operations

January 26, 2000

TO:

FROM:

SUBJECT:

Commissioners Court

Dan Savage

Rationale for Briefing and Court Order on the same date.

The bids for this project were received on November 23, 1999. They were good for 60

days. Because of the cost of the proposed work, additional funding had to be identified. This

delayed the award of bid. The contractor has agreed to extend his bid beyond the 60 day time

period. Approving the Court Order today will minimize the delay to the contractor.

82

Dallas County Administration Building411 Elm Street, 3rd Floor Dallas Texas 75202-3317

e-mail: [email protected]

Telephone (214) 653-7650Telecopier (214) 653-6517

Dallas CountyEngineering & Project Management

February 1, 2000

, 'i \ Y'", t.", f"'T

FS COUt(

00 JAN 26 PM \: 09

To:

From:

Through:

Subject:

Commissioners Court

John P. Nolan P.E., Assistant Director of Engineering

Dan Savage, Assistant Administrator for Operations

Lew Sterrett Jail Kitchen Repairs/Cook Chill Food Traying Relocation toLew Sterrett, Bid No. 2000-009-198

BACKGROUND: Dr. Philip Scheps and Captain Ray Daberko, briefed the CommissionersCourt April 21, 1999, on the concept of relocating the "food traying" operation from the CookChill Facility to the Lew Sterrett Kitchen. The relocation of this operation results in savings dueto the decrease in effort required to transport the food. This briefing projected a one-time cost of$413,071. After the Engineering costs ($41,780) and new office furniture cost ($3,483) havebeen deducted from this estimate then a total of $367,807 would be available to perform theprojected work.

Court Order 99-1427 of August 3, 1999 approved a contract with JMA Architects in the amountof $41,780 to prepare the plans and specification for the Lew Sterrett Jail Kitchen Repairs.

On Oct 19,1999 the Commissioners Court was briefed by Engineering and Project Management,on the completion of the Plans and Specification and subsequently the Dallas County PurchasingAgent was authorized to advertise for competitive bids.

Bids were opened on November 23,1999 and bids were received from five contractors. The bidswere as follows:

Contractor Base bid Alternate 1 Alternate 2 Alternate3 Alternate 4Southcrest Corp $577,777 $33,900 $31,950 $7,200 $33,642Piazza Const. $664,000 $27,000 $36,722 $14,000 $24,297Phillips May $724,111 $28,625 $38,687 $9,718 $9,345Meridian Comm. $727,565 $28,524 $38,079 $8792 $23,362KC Const Servo $907,330 $31,070 $41,535 $9,457 ----

Note: Base bid is for all work except items listed as alternates.Alternate 1 is the price to add certain cooking equipment.Alternate 2 is the price to add new coffee equipment.Alternate 3 is the price to add the replacement of the existing grease trap, located in the ramparea.

83

George L. Allen Sr. Courts Building Dallas, Texas 75202 214/653-6728 Fax 214/653-6729

Commissioners CourtLew Sterrett Jail Kitchen Repairs/Cook Chill Food Traying Relocation to Lew SterrettFebruary 1, 2000Page 2

Alternate 4 is an estimation of the funds required to fund the Sheriff's "Security Escorts"-thiswill not be part of the contract but will be a cost that will be handled by making a budget transferto the Sheriff's budget based upon the actual hours required.

As noted by the attached letter from JMA they have reviewed the contractor's, SouthcrestCorporation, experience and qualifications and recommend the award to this contractor. JMA'sestimation of the total costs was substantially the same as that received from the low bidder,Southcrest Corporation.

It is noted that the final project as bid includes the following items that were not included in theinitial briefing:

1. Replacement of the entire kitchen floor at the Lew Sterrett Jail-this is a deferredmaintenance issue, but is essential for the long time operation of the Lew Sterrett Kitchen.

2. Repair of the plaster in the kitchen, and the addition of a plaster ceiling in the former storagearea. This is required both as a maintenance issue and as an addition that is necessary toinstall the two dishwashers. The area where the old dishwasher is located is not large enoughfor the two new dishwashers, therefore the old storage area will need to be removed and acompleted finished area installed (new floor leveling and ceiling).

3. The original briefing did not have the "pulper" included in the project. This was added to thebid. It had been anticipated that this cost could be paid by a grant, however this has notoccurred.

4. The cooking equipment requested by Ray Daberko (alternate 1) and the coffee equipment(alternate 2) were additions to the original scope.

5. In order to physically get the new and relocated equipment into the Lew Sterrett Kitchen atleast three doors and frames must be removed and then rebuilt-this was not included in theoriginal estimate of the work.

6. The mechanical and electrical work has become more complex and costly than originallyestimated due to the necessary relocation of the dishwasher equipment within the kitchen.

Attached to this briefing is a comparison table of the original versus the revised estimate for theindividual items for the total project.

IMPACT/OPERATIONS: As originally estimated this work will allow the decrease in theoperating budget of approximately $276,000 annually.

LEGAL: This project was advertised in accordance with all legal requirements.

MlWBE INFORMATION: Please see the attached analysis performed by Irvin Hicks

84

Commissioners CourtLew Sterrett Jail Kitchen Repairs/Cook Chill Food Traying Relocation to Lew SterrettFebruary 1, 2000Page 3

FINANCIAL IMPACT: The financial impact of the project is discussed in detail on theattached memorandum from the Office of Budget and Evaluation.

RECOMMENDATION: It is recommended that this project be awarded to the low bidderSouthcrest Corp, including base bid and alternate 3. The total award amount will be $584,977. ACourt Order has been prepared and submitted for the February I, 2000 formal agenda.

Administrator for Operations

85

DEC 14 '99 02:11PM JOHN~~~ MCKIBBEN ARCHITECTS INC

December 10, 1999

Mr. John NolanDallas County Facilities ManagementGeorge L. Allen Sr. Courts BUilding600 Commerce Street, 9th FloorDallas, Texas 75202

RE: DALLAS COUNTY INDEFINITE DELIVERYLEW STERRETT JAIL KITCHEN RENOVATION

Dear Mr. Nolan:

P.1/2

•· i'iP ·RlIIIL· ., ..•. 'to> Xii-

We have reviewed the bid of the apparent low bidder Southcrest Corporation. We takeno exceptions to their base bid amount. We also have verified their references and findthem to be acceptable. We therefore recommend Southcrest Corporation to performthe construction selVices for the Lew Sterrett Jail Kitchen Renovation.

If you have any questions, please call.

Sincerely,

Johnson/McKibben Architects, Inc.

Michael L. John on, AlAPresident

86

JOHNSON/McKIBBEN ARCHITECTS, INC. 965 SLOCUM STREET, DALLAS, TEXAS 75207 2141745-7070 FAX 2141745-1515E-mail address: [email protected]

Comparison of Original and Revised Estimate

Cost Revised Amount CommentsEstimate Estimate Over I

in (Under)Original OriginalBriefing Estimate

Purchase of 122,188 94,000 (28,188) The original estimate of this item includedNew mechanical, electrical, and plumbing workDishwasher

Relocation of 20,000 6,000 (14,000) The original estimate of this item includedDishwasher mechanical, electrical, and plumbing work

Cartwasher 92,400 50,000 (42,400) The original estimate of this item includedmechanical, electrical, and plumbing work

Cold Tray 35,000 9,800 (25,200) The original estimate of this ite.m includedAssembly mechanical, electrical, and plumbing work

Office 3,483 0 (3,483) Not included in revised estimate and mayEquipment be requested through the FY2001 budget

processConsultant 40,000 41,780 1,780 This amount has already been paidReview through the County's indefinite quantity

contract with JMAEngineering 100,000 13,000 (87,000) Revised estimate includes only new wallsand and the disposal of the existing exhaustDemolition hoodReplacement 0 73,000 73,000 See item #1 on Engineering and Projectof Kitchen Management briefingFloorRepair of 0 40,000 40,000 See item #2 on Engineering and Projectkitchen and Management briefingceilingplasterPulper 0 28,000 28,000 See item #3 on Engineering and Projectsystem Management briefing

Door frame 0 15,000 15,000 See item #5 on Engineering and Projectremoval and Management briefingreplacement

Mechanical, 0 115,000 115,000 See item #6 on Engineering and ProjectElectrical, Management briefingandPlumbingAdjustmentsOverhead I 0 118,000 118,000 Contractor overhead and contingencyContingency were not a part of the original estimate

Total 413,071 603,580 190,509

87

DALLAS COUNTYCOMMISSIONERS COURTMinority Business Office

DATE:

TO:

FROM:

SUBJECT:

MEMORANDUM

December 8, 1999

1. Allen Clemson,

Court Adminit\tra~r•

Irvin Hick~lJ. . '6Minority Busmess lcer

:M:AVBE Review ofRFP#2000-009-198 Kitchen Renovations Le\v Sterrett(Management Sununary)

The following is a synopsis of the subject narrative:

Finn Name

Southcrest Corporation

Piazza Construction

PhillipslNfay

K C Construction Service

Meridian Commercial, Inc.

9

9

12

3

12

Submission ofEEOI Docs (?)

y

y

y

y

y

Please feel free to contact me should you have questions/concerns regarding this matter.

c: Commissioners Court (tbTlI J. Allen Clemson)Gloria Webbfde(2000-009)

--------------------------------------==500 Main Street Suite 613 Dallas, Texas 75202

88

DALLAS COUNTY .. L~.

OFFICE OF BUDGET AND EVALUATIO~ '00 JAN 26 AM 10: 23

January 26,2000

TO:

THROUGH:

FROM:

SUBJECT:

Background

Commissioners Court

Philip B. Scheps ~-fBudget Officer \.,;'""' ~ .

Brian Pokluda~Budget and~y Analyst

Food Preparation

On April 21, the Office of Budget and Evaluation (OBE) recommended that the Court consideran initiative by the Sheriff to relocate all food preparation and traying to the Sterrett complex.The preliminary cost of the new procedure was estimated to be $413,071 with a rapid paybackbased on staff savings. The OBE recommendation included the hiring of a food serviceconsultant to verify the costs and the tray preparation strategy. An engineer was hired toprepare this report. A separate briefing on today's agenda contains a summary this report.

The final cost of the project as bid is now expected to be $584,977. OBE has confirmed thateven at this higher cost, the project remains advantageous to the County, with a payback to theGeneral Fund 2.5 years. The contractor's bid appears reasonable when compared to therevised project estimates produced with the assistance of the outside engineer as shown intoday's briefing by Engineering and Project Management.

Financial Impact

In order to provide a funding source for the project, the OBE has located $218,619 in bondfunds from prior years that are available for reprogramming. In addition, the Auditor hasagreed to release new program contingency funds based on higher-than-expected revenues inthe jail system. Accordingly, the following funding sources are recommended for therelocation project:

411 Elm Street, 3rd Floor, Dallas, Texas 75202(214) 653-6389· Fax (214) 653-6517· [email protected]

89

$ 93,47978,37746,763

366,358

$584,977

Series 1988B Permanent Improvement BondSeries 1993 Certificate of Obligation Reserve for Future Capital OutlaySeries 1996A Certificate of Obligation Reserve for Future Capital OutlayGeneral Fund New Program Contingency (to be transferred into the operatingbudget of Engineering and Project Management)

The Sheriff's overtime associated with this project is presented as a bid alternate and was notincluded in the original estimate for the project or in the above funding scenario. 0 BEsuggests rethinking the methodology of including an overtime estimate as a bid alternate.Sheriff's overtime is a security issue and like any staffing suggestion, a request for additionalovertime funding should be prepared by the Sheriff, tested by OBE for reasonableness, andapproved by Commissioners Court before a budget transfer is made.

RecommendationIt is recommended that the relocation of the food preparation and traying activities beapproved with funding from existing bond funds and a general fund allocation as listedabove.

411 Elm Street, 3rd Floor, Dallas, Texas 75202(214) 653-6389 • Fax (214) 653-6517 • [email protected]

90

DALLAS COUNTYPURCHASING DEPARTMENT

00 JAN 26 AM' 1: 56

February 1, 2000

MEMORANDUM

TO: The Honorable Commissioners Court

FROM: Shirley Rapp, Interim Purchasing Agent

SUBJECT: Receipt of a Late Proposal

BACKGROUNDIISSUE

The Purchasing Department received proposals for Architectural Services for Suzanne Kays JailReplacement Project, RFP No. 2000-046-262, on January 18,2000 as authorized by theCommissioners Court.

Four proposal were received in Purchasing by the 2:00 PM deadline. A fifth proposal was takento the Commissioners Court room just prior to the 2:00 deadline. They located the Court Clerksoffice who would not accept the response, but did call the Purchasing Department shortly after2:00PM.

The firm ofWiginton Hooker Jeffry received a copy of the RFP from another firm via faxtransmittal on January 13. They reviewed the RFP and decided to respond. However,unknowingly they had not received the entire RFP package over the fax from the other firm.They had not received the page which indicates where the proposal should be delivered. Theyattempted to contact Dan Savage on January 17 (MLK Holiday) to determine the location todeliver the response. Due to the holiday, they were unable to contact Mr. Savage. On Tuesday,January 18 they a attempted to deliver their response to the Commissioners Court room becausethat address was listed on the RFP for the Pre-Proposal conference which was held December 15.

The firm ofWiginton Hooker Jeffry did not receive a copy of the RFP from the PurchasingDepartment because of an error in the coding of their firm in the system. While they were in thesystem, they were not coded under the specific codes for Architectural/Engineering services. Asa result when vendors were pulled for Architectural/Engineering services, their firm did notappear.

91

509 Main St. (Records Bldg.)6th. Floor, Room 623

Dallas, Texas 75202 (214) 653-7431

The firm said they had contacted the Purchasing Department previously because they had notreceived a copy of the Civil Courts RFP. When the Purchasing staff searched the system for theirname, they did appear and the firm was informed they were on our vendors list. However, thegeneric code they were listed under was not pulled for mailing of the RFP.

The Purchasing department has reviewed coding currently entered for ArchitecturallEngineeringvendors who may have been entered under a more generic coding and have corrected theproblem.

The firm did receive a copy of the Civil Courts RFP, again from another source, and did respondto that RFP which was turned in to the Purchasing Department in September.

The firm was informed that only the Commissioners Court has the authority to accept theproposal which was received in the Purchasing Department after the 2:00 deadline. Therefore,this information is submitted to the Court for a determination of the acceptance of the proposal.

/sr

92

~B; DALLAS COUNTY~~ PUBLIC WORKS

January 25, 2000

IVIElVIORANDUlVI

TO: Commissioners Court

THRU: Commissioner John Wiley PriceRoad and Bridge District NO.3

FROM: Donald R. Holzwarth, P.E.Director of Public Works

SUBJECT: Dallas County Crime Watch Program

BACKGROUND:

GO J~H 26 p~ \: 22

This subject was discussed on January 18,2000, and it was determined that a specific program outlinewould be submitted for consideration on February 1. Attached please find a draft Dallas CountyCrime Watch Policy outlining the elements of the program for reducing crime in Dallas County.

RECOMMENDATION:

It is recommended that, following review and comment by the Commissioners Court, that this policybe adopted in order to put '"The Bite on Crime!"

APPROVED BY:

M£~Donald R. Holzwarth, P.E.Director of Public Works

DRH~~/dlc

Attachment (Draft Policy)Xc: Sheriff Jim Bowles

Captain Gary Lindsey, Sheriff Dept.Sam Wilson, Traffic Engineer 93

411 Elm Street, 4th Floor Dallas, Texas 75202 (214) 653-7151

Dallas County Crime Watch Policy(DRAFT)

PROGRAM NEED

On January 18, 2000, the subject of countywide Crime Watch signing was discussed bythe Commissioners Court. Since signing is only a supplemental part of the overall CrimeWatch program, the Court ordered that a total Crime Watch program be brought back fortheir review and discussion. The following program proposal is presented for Courtconsideration in order to establish a comprehensive and effective approach towardcountywide crime prevention:

PROGRAM STRUCTURETo assure that the Crime Watch program is consistent throughout the county, thelead agency should be the Sheriffs Department. All organized Crime Watchgroups outside of incorporated cities should be registered with the Sheriff sDepartment and any requests for Crime Watch signing should be submitted to thisagency for approval. The Public Works Department will act as a support agencyfor this program and be responsible for the installation and maintenance of theCrime Watch signs within the public rights-of-way.

APPROVAL PROCESSAny registered Crime Watch group can submit a request to the Sheriff sDepartment for appropriate signing to be placed in the neighborhood area. Therequest should be accompanied by a map of the neighborhood and a suggestedlocation for the proposed signs. The request will be reviewed by the Sheriff sDepartment and the Public Works Department to determine that the locations willnot interfere with traffic safety. If it is determined that any of the suggestedlocations do conflict with other existing signing, alternate locations will bedetermined.

SIGN TYPEPresently there are two types of official Crime Watch signs and it isrecommended that one of these signs be adopted as the official sign for DallasCounty. The choice could be a court decision or determined by a representativegroup of registered crime watch members.

SIGN COSTThe cost participation for the signs installed has varied from total city cost to totalcrime watch group cost in the incorporated areas. Some cities pay for theinstallation cost only for the initial installation, but charge for any replacementcost caused by damage or theft. The Dallas County Public Works Department isexamining available funding sources to determine if the signing costs can betotally handled by the department or whether the crime watch group will need toparticipate. The estimated cost ofa complete assembly (sign and post) is $150.00.If the sign can be mounted to an existing sign assembly, the cost will be $75.00.

94

SIGN LOCATIONSThe purpose of the "Crime Watch" sign is to give warning to all persons enteringa specific area and signing should be placed within the public rights-of-way at theentry points of any neighborhood boundary. It is not necessary to place signing onevery street in every area and if excess signing is installed, the effectiveness of allof the signs is diminished. The watch group could place additional signing onprivate property if desired.

RECOMMENDATIONIt is recommended that a sign type be adopted for the program and that a specificfunding source be identified to support the long-term goals of this program - thereduction of crime and the improvement of the quality of life within DallasCounty. Establishment of this program by March 1 will allow an action programto begin by April 1.

95

- .. .

•

\ .

EXAMPLE NO. 118" X 24" 96

. ".: . "

..

EXAMPLE NO.218" X 24"

.. ,

97

DALLAS COUNTYPUBLIC WORKS

January 26, 2000

00 JAN 26 Pi; 2: 01

T

MEMORANDUM


THROUGH: John Wiley Price, Commissioner District 3

FROM:

SUBJECT:

Donald R. Holzwarth, P.E. , Director of Public Works

Main/Millers Ferry Road Project 91,874(IH 45 to Wilmer City Limits)Permission to Negotiate Contract for Laboratory Services

BACKGROUNDThe 1991 Bond Transportation Program included $100,000 for the reconstruction of Main/

Millers Ferry Road Project 91,874 from IH 45 to Wilmer City Limits. In order to complete the designof this reconstruction project it is necessary to bore the existing pavement and perform a soil analysis.Results from these tests will provide necessary information as to the existing pavement depth and

content. Said results could provide substantial costs savings for the project.

The scope of work necessary for the required services is quite limited. Therefore, staffproposes to negotiate for Laboratory Services with TEAM Consultants, Inc.. This aberration fromDallas County procurement policy has been discussed with staff of the District Attorney's Office.TEAM Consultants, Inc., already has a contract in the area and has performed successfully for DallasCounty on four recent contracts and previously on others. In order to assist Road and Bridge District3 with expediting the construction of the subject project, staff recommends TEAM Consultants, Inc.,as the best qualified by law for the required services

RECOMMENDATIONIt is recommended that Public Works be authorized to negotiate with TEAM Consultants, Inc., fornecessary Laboratory Services in connection with the Main/Millers Ferry Road Project 91,874. If

Commissioners Court is in agreement, a court order will be placed on the next regular agendaauthorizing and directing said negotiations to proceed with TEAM Consultants, Inc.

APPROVED BY:

Donald R. Holzwarth, P.E.

~irector of Publicwo~

Jen "

411 Elm Street, 4th Floor Dallas, Texas 75202 214.653.7151 98

DALLAS COUNTY _ .:: ~'-' fYCOMMISSIONERS COURT AD~fNIS'TRAnbKPUHi

00 JAN 21 PH 3: 29

Date:

To:

From:

Subject:

January 25, 2000

Commissioners Court

Kristin Branam, Policy Analyst

Proposed Policy Change - Family and Medical Leave PolicyAll Comments Received

BACKGROUND OF ISSUE

During briefing session on September 28, 1999, a proposed change to the policy regarding Familyand Medical Leave policy was presented to Commissioners Court by the Personnel/Civil ServiceDepartment. Attachment A includes the proposed policy, as presented, with deleted wording struckthrough and new wording underlined. Some changes have been made to reflect suggestions madein the comments. These changes are double-underlined. The comments are attached and labeled fromB-1 to B-9. Attachment C is a memo from Personnel responding to the comments and highlightingother changes.

COMMENTS

1. Section 5.02 is vague and ambiguous. Which employees are in key salaried positions? Keyemployees should be told at the time of hire that they may be denied leave, or lose their position ifthey need leave. (B-2)(B-5)

Response: No change recommended.Most of the key salaried positions in the County are "at will" employees.

2. Regarding Section 5.03, who will track this 12 months of employment and who will beresponsible if tracking errors occur? (B-3)

Response: No change recommended.The department will be responsible. Departmental records should include the hire date andshould be able to track the periods of employment. If a specific situation arises that isambiguous, consult the Personnel department for assistance.

99

3. Re: Section 5.13. It may not be economically and time-wise feasible to start FMLA after 3 daysfor every employee, especially someone who may be out with a virus and will be back on the 4th or5th day. (B-1)

Response: No change recommended.Section 5.13 states that the Supervisor will send out forms for the employee to requestFMLA on the fourth day of an absence if the Supervisor thinks that the employee will notbe returning to work on the fifth day. Ifthe employee has a virus and has stated that he or shewill be returning in the next few days it is not necessary to send out FMLA forms.

4. Re: Section 5.15. There will be a negative impact on our operations if FMLA and comp time donot run concurrently. Will this hurt us when it comes to running FMLA and Worker's Compconcurrently?(B-3)

Response: No change recommended.FMLA and Worker's Comp do run concurrently as stated in Section 5.15. No negativeimpact from this is anticipated. By Federal law, FMLA and comp time may not runconcurrently.

5. Section 5.16 (3): change this section to: if the employee does not make payments for additionalinsurance coverage on a timely basis as specified by the Auditor's Office, the additional insurancecoverage will be terminated. (B-4)

Response: Change recommended.See Section 5.16 (3) for new language specifying that the employee must make payments ondependent insurance coverage to avoid termination of this benefit.

6. Section 5.17 is unclear. Please clarify. (B-6)

Response: Change recommended. See Section 5.1 7.Some exceptions to the requirement to return to work were provided that have been deleted.These situations were not truly exceptions. They were circumstances that would prevent areturn to work for reasons other than illness. These have been deleted. Other wording hasbeen changed to provide greater clarity.

7. Re: Section 5.22, step 6. In our department, supervisors do not prepare personnel and payrollpaperwork.(B-3)

Response: No change recommended.The policy pertains to whatever departmental employee does prepare personnel and payrollpaperwork.

100

8. Re: Section 5.23 Step 5. The employee would not be able to notify the department ·'fifteen (15)days prior to the employee going out on leave," ifthe leave was due to an unplanned injury or illness.(B-4)

Response: Change recommended.See Section 5.23. The previous Step 5 has been deleted.

9. Section 5.23 Step 7. Policy should be amended to require a medical release in all cases where theemployee is out due to his/her own injury or illness, but would not be necessary when the absencewas due to injury or illness of an eligible dependent of the employee. (B-4)

Response: Change recommended.Policy amended. See Section 5.23 Step 7.

RECOMMENDATION

Staff recommends the adoption of the attached Family and Medical Leave policy, and its inclusionin the Dallas County Policies and Procedures Manual.

Recommended by:

101

ATrAQIMENT A

Section B

DALLAS COUNTY POLICY

FAMILY AND MEDICAL LEAVE

POLICY

5.00 Purpose. The purpose ofthis policy is to (1) comply with the Family and Medical Leave Actof 1993 (FMLA), (2) balance the demands ofthe workplace with medical and family needs,and (3) accomplish these purposes in a manner that accommodates the interests of DallasCounty.

Note: The County requires all managers/supervisors andemployees to follow these outlinedpolicies and procedures. Failure to comply with these guidelines may result in seriousconsequences for the County. and when appropriate, Elected Officials/Department Heads.may take disciplinary action. up to and including termination.

5.01 Effective Date. This policy was adopted by the Dallas County Commissioners Court on08/05/93 and revised again on 11/23/93." tmr:i 09/01/98. and .

5.02 Summary ofBenefits. Ifthe employee complies with the obligations outlined in this policy,then Dallas County will do all of the following.

(A) provide eligible employees up to twelve (12) weeks of leave within a defined twelve(12) month period;

(B) return the employee to the same or equivalent position with equivalent pay, benefitsand working conditions if the employee returns to work after the leave; and

(C) continue to contribute to group health benefits at the same level during the leave.

Note: In some situations, in order to prevent substantial and grievous economic injuryto County operations, key salaried employees (top 10% ofall wage earners) may be deniedreinstatement after Family and Medical Leave. Dallas County willprovide written noticeifan employee qualifies as a key employee at the time ofleave request.

ELIGIBILITY

5.03 Eligible Employees. Employees eligible to request Family and Medical Leave are thosewho: have....

(A)tt1 have been employed by Dallas County for at least twelve (12) months (does nothave to be a continuous 12 months of employment); and

102

Family and Medical Leave

ill} 21 have worked at least 1,250 hours during the twelve (12) month period preceding thecommencement of the prior to the request for fanlil, and medieal Leave; and

3) have not used a total ofmel ve (12) ~eeks of famil, and rnedieal leave dur ing thet~elve (12) months prior to the request.

5.04 Eligible Event. Dallas County is required to grant up to twelve (12) weeks of ,Lteavewithin a defined twelve (12) month period~

£&+1 for the birth of a child, or placement of a child by adoption or foster care;

illl21 to care for an eligible family member with a serious health condition; or

iQL3-} to take medical leave because of a serious health condition that makes 'When theemployee is unable to perform the essential job functions of the employee's job.

5.05 Eligible Family Members. Family members for whom the employee may take Family andMedical Leave include:

Spouse - a legal husband or wife,

Parent - a biological parent or an individual who had day-to-day responsibility to care for andfinancially support the employee when the employee was a child, (In-Laws are excluded),

Child - a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a personstanding in loco parentis, who is either under age 18, or age 18 or older and incapable ofselfcare because of a mental or physical disability.

5.06 Defined Leave Time. The defined twelve (12) month period, as applicable to this policy,will be calculated by taking the twelve (12) consecutive calendar months forward from thedate Family and Medical Leave begins. Only one twelve (12) week~peliod ofFamily andMedical Leave will be granted per!! consecutive twelve (12) months period.

5.07 Serious Condition. A serious health condition means an illness, injury, impairment, orphysical or mental condition that involves:

® inpatient care or (e~ovemightstay) in a hospital, hospice, or residential medicalcare facility including any subsequent treatment in connection with such inpatientcare;

any period of incapacity (e.g., inability to work, attend school or perform otherregular daily activities) due to the serious health condition, including treatment forthe serious health condition or recovery from the serious health condition:

103


(Q continuing treatment by, or under the supervision of, a health care provider (e.g.,medical doctors, podiatrists, optometrists, dentists, psychologists, Christian Sciencepractitioner) for a emonie or long-tenn hcalth condition that is incmable or so seriousthat, if not treated, ~ould likely rcsult in a pcriod of incapacity for a serious healthcondition that results in a period of incapacity of more than three (3) consecutivecalendar days, including prcnatal care, and any subsequent treatment or period ofincapacity relating to the same condition (see Intermittent and Reduced LeaveSchedule);

5 1 r.; 1 1 'd' 1 1 ti' 1 1 l'ome exampt~S OJ 1eattn cal e pI 0.,1 el S 1natitre me ICat trOCtol J, aentzstl5,psychol-ogiJtl5, ChI istian Science pI actitiolzel, etc.

(ill any absence ofmore than tmcc (3) da,s fronl ~ork, school, or rcgular daily activitiesthat also involves continuing treatmcnt by, or undcr the supcr vision of, a health carcpr 0 vidcr ..lIDY..period of incapacity or treatment for such incapacity due to a chronicserious health condition which (1) requires periodic visits for treatment; (2) continuesover an extended period oftime (including recurring episodes ofa single underlyingcondition); and (3) may cause episodic rather than a continuing period of incapacity(e.g., asthma, diabetes, epilepsy, etc.); or

iill any period of incapacity due to pregnancy or for prenatal care.:.

5.08 Family Leave. Leave for the birth, adoption, or foster care placement of a child must betaken:

(A)ft1 within twelve (12) months of the birth, adoption or foster care placement; and

illlt21 all at once, unless

ill W agreed to otherwise by the Elected Official/Department Head; or

ill tb1 intermittent or reduced schedule leave is medically required.

Note: This leave may begin before the birth ofthe child, ifmedically necessary.

5.09 Intermittent and Reduced Leave Schedule. Leave may be taken on an intermittent orreduced leave schedule when medically necessary. Intermittent Leave is leave taken inseparate periods oftime due to a single illness or injury rather than for one continuous periodof time. Intcrmitter!! lcavc mcans thc enlploycc takcs leavc in scparatc blocks of tinlc.Reduced schedule leave means the employee works fewer than the normally scheduledhours during the week. In order to accommodate the employee's need to take intermittentleave or be placed on a reduced leave schedule, the following shall apply: and:-::-

(A)ft1 the employee may be temporarily transferred to another position to better

104


accommodate the arrangement,

ili2ffl the employee shall make every reasonable effort to schedule medical care outside ofnormal business hours, or with consideration to the needs of the Department, and

{Qffl the County is only required to grant this arrangement for FMLA after the birth orplacement of a child for adoption or foster care if the Elected Official/DepartmentHead approves or when medically necessary for recovery from or treatment of aserious health condition or chronic health condition of either the employee or aneligible family member.

5.10 Combined Leave Limits. Iftwo employees who are legal spouses wish to take leave to carefor the same individual: , thCtl thctc is...

(A)tt1 there is a combined leave limit of twelve (12) weeks to care for a parent or a childdue to birth, adoption, or foster care placement; and

!.ID.ffl there is no combined leave limit to care for an ill child or for the employee's ownillness. In these circumstances, each County employee is entitled to twelve (12)weeks leave during the defined twelve (12) month period.

REQUIREMENTS

(A)tt1 every 30 days if deemed necessary by the manager/supervisor apptoptiatc;

!.ID.ffl when the employee requests an extension of leave;

{Qffl if the circumstances surrounding the leave change;

.cmffl when the department receives information that casts doubt upon the continuingvalidity of the first certification; or

ill} the employer receives information that casts doubts upon the employee's stated reasonfor the absence.

Note.-The supervisor. upon receipt ofthe medical certification (PICS #14), may deem itnecessary to collect additional medical infQrmation from the health care provider regardingan employee 's medical condition. The supervisor must obtain written authorization

105


from the employee before any contact can be made with the employee's health careprovider. I(rurther assistance is required. the supervisor shall contact the Personnel/CivilService Department.

5.12 Employee Leave Request. Each employee is held fully responsible for notifying themanager/supervisor of an injury or illness that will prevent him or her from working. TheClllplo,cc must complete all required Cotl1lt)i rornls related to this lequest. ...Failure toproperly notify may result in disciplinary action being taken, up to and including termination.When requesting Family and Medical Leave,

®ffl if the event is unplanned, such as a sudden illness or injury of the employee or aneligible members ofthe employee's family, the employee or a responsible party shallnotify the County within 24 hours (see Section 5.22);

.@}tz1 if the event is planned, such as surgery or childbirth, then the employee shall makeevery reasonable effort to provide the County with at least 30 days notice ofthe datesthe employee will be absent from work (see Section 5.23).

5.13 Supervisor's Role. The supervisor and employee must understand that the purpose ofFamily and Medical Leave is to protect the job of an employee during a qualifying event.If an employee is out for more than three working days for a medical reason, and has notrequested Family and Medical Leave by the fourth (4th

) third day and the supervisor does nothave reason to believe the employee will be returning to work on the fifth (5th

) fourth (4th)day, the supervisor shall:

CA)ttJ immediately send the employee all necessary forms for requesting such Leave;

.@}tz1 assess the medical absence in conjunction with the Personnel/Civil ServiceDepartment to determine if the employee is eligible for Family and Medical Leaveis appropriate. The supervisor does not have to wait for a request from the employee;and

.!iJ.ffl follow all outlined policies and procedures related to this matter.

Note.' It is critical that a supervisor follow the procedures outlined in this policy becauseFMLA leave cannot be charged retroactively. For example. iran employee has been offfora FMLA qualifYing event and the department fails to send a notification. when the oversightis realized. a notice needs to be sent. However, the time charged to FMLA Leave begins theday the notice is sent. not the date the employee's absence began.

5.14 Leave Limits. Whether paid or unpaid, all eligible Dallas County employees are entitled toa total of twelve (12) weeks of Family and Medical Leave in during a consecutive twelve(12) month period. This Leave is only paid during the portion of Leave for which theemployee has sick leave, vacation andpersonal leave accrued. The employee shall use paid

106


leave in the following order mmn1er:

(1) sick leave,

(2) vacation leave,

(3) holiday credit; and

(4) personal day.

Emplo,ees me not required, although the, ma, reqtlest, to exhaust all cornpensator, titneduring the fan1a, and medical leave. With the approval ofthe Elected Officiall DepartmentHead, the employee may utilize accrued compensatory time at the beginning or end of theFamily and Medical Leave period. The employee shall indicate his/her request to useaccrued compensatory time on Form PICS #13. An exempt employee may submit a writtenrequest to use accrued compensatory time at the end ofthe Family and Medical Leave period:however granting such leave is at the sole discretion ofthe Elected OfficiallDepartment Headsince it will extend the time an employee is absent from work. However, use of thecompensatory time does not run concurrently with FMLA and may not be counted againstthe employee's FMLA twelve (12) week leave entitlement. Employees on paid leave willcontinue to accrue vacation and sick leave.

Example: Iran employee has two (2) weeks orapprovedaccrued compensatory leave. he/shemay utilize the compensatory leave at the time the Family and Medical Leave wouldotherwise begin. After the two (2) weeks oraccrued compensatory leave has been used. theemployee will have twelve (2) weeks ofpaid (sick, vacation or personal) or unpaid Familyand Medical Leave available for the remainder orhis/her medical condition.

5.15 Othel Leale. Workers' Compensation and Family and Medical Leave. All workers'compensation injuries which result in a "serious health condition" requiring the employeeto be off work for more than three days or will require continuous treatment for which theemployee will be absent from work also will be designated as Family and Medical Leave andwill run concurrently. Ifworkers' compensation paYments are appropriate, they will be madein full compliance with the all applicable law~ and exhaustion of vacation leave may notappl,.

Note: For employees who are of/work due to a workers' compensation injurY/illness. pleaserefer to Dallas County's Workers' Compensation Policy.

5.16 Insurance Coverage/Payments. While an employee is out on Efamily and MmedicalLieave, Dallas County will continue to provide insurance benefits to the employee at thesame level. For dependent coverage:, however, the employee mzry choose to....

107


(A)tt1 the employee may continue to pay premiums for all other insurance deductions, suchas dependent coverage, additional life insurance, dental, etc.; or

iIDffl' the employee may temporarily drop all other deductions during the leave andreinstate them upon returning to work; and

~ ifthe employee does not make insurance payments for additional dependent coverageon a timely basis as specified bv the Auditor's Office, the i1l:5tl1 ance additionaldependent coverage will be terminated

5.17 Return to Work. If an the employee has been out away on medical leave due to theemployee's own health condition a seriotis illness or injtl1J, the Elected Official/DepartmentHead shall require a "fitness for duty" release from a health care provider prior to allowingthe employee to return to work. The "fitness for duty" release must be received from theemployee no less than 48 hours prior to the return to work date.

Reimbursement ofPremiums:

W If an employee is able to return to work (as defined in 5.17B), but fails to do so, theemployee may be required to reimburse the County for the premiums the County paid on theemployee 's behalfafter the release date. v~hich ~~el epaidfol gl oup health in"Sttl ance vvhilethe emplvyee v~a"S Ottt on ttnpaid Family al1d lvfedical Leal1e. The only exception;s to thi"S1eq ttil ement al e.

ill failme to retmn to work as a resnlt ofa docmnented seriotis health conditionaffecting the employee or a family member which wonld other wise entitle theernployee to lea" e nnder F~fLA;

ill the resnlt ofother circnmstance(s) beyond the enlployee's cOntIOI, stich as asponse being nnexpectedh transferred to a job location nlOle than 75 nlilesfrom the ernplo}ee's worksite; or

If an employee transfers directly from taking FMLA leave to retirement, retiresduring the first 30 days after the employee returns to work, or terminates theiremployment with Dallas County. the employee will not be required to reimburse theCounty for his/her insurance premiums.

Note: An employee will be required to submit all.propriate documentation tosubstantiate reason for non-payment reimbursement ofpremiums.

Reimbursement ofSick Leave:

iID If an employee does not return to work after a "fitness for duty" release from the

108


health care provider has been issued, the employee will be required to reimburse theCounty for sick leave taken after the release date.

Return to Work Determination:

.e.g An employee who returns to work for at least 30 calendar days is considered tohave "returned" to work. An employee who transfers directly from taking FMLAleave to retirement. or who retires during the first 30 days after the employee returnsto work, is deemed to have returned to work.

5.18 Additional Time Off. If an employee requires time off beyond the twelve (12) weeks ofLteave, the employee must submit a written request to the supervisor immediately uponlearning of the need to extend the Lteave. Additional Lteave is granted at the discretion ofthe Elected!Appointed Official. Failure to submit the written request before the Family andMedical Leave period ends may result in the employee's termination.

5.19 Other. Falsification of documents is a violation of County policy which may result in thetermination or denial ofEfamily and Mmedical Lteave and also disciplinary action,1 up to andincluding termination.

5.20 Violation of Ri&:hts. It is unlawful for Dallas County to interfere with, restrain or deny theexercise of any rights provided under the Family and Medical Leave Act. If an employeebelieves his/her rights under the Family and Medical Leave Act have been violated, theemployee should contact the Personnel/Civil Service Department.

FAMILY AND MEDICAL LEAVE PROCEDURES

5.21 Purpose. These procedures are a guide for supervisors and employees when implementingDallas County's Family and Mmedical Lteave policy for planned and unplanned events.

5.22 Planned Events. For planned events, the following action should be taken:

Step 1:

Step 2:

Step 3:

Within two (2) working days oflearning ofan event for which the employeewill need to take future Efamily and Mmedical Lteave, the employee shouldnotify the supervisor in writing using form P/CS #13.

Within two (2) working days of the employee's notice, the supervisor willprovides the employee with a copy of the Family and Medical LeavePolicies and Procedures and all required forms.

Within fifteen (15) working days, the employee has a health care providercomplete PICS Form #14 and return it to the supervisor.

109


Step 4:

Step 5:

Step 6:

Step 7:

Step 8:

Step 9:

Step 10:

Step 11:

Iif there are any questions/issues regarding the request~ the S.§.upervisor shallreview~ the forms with the Personnel/Civil Service Department. Thesupervisor, upon receipt ofthe medical certification (P/CS #14), may deemit necessary to collect additional medical information from the health careprovider regarding an employee's medical condition. The supervisor mustobtain written authorization from the employee before any contact can bemade to the employee's health care provider. The supervisor shall contactthe Personnel/Civil Service Department for guidance prior to obtaining suchinformation.

Within two (2) working days of receiving the information from theemployee's health care provider, the supervisor shall notify the employee ifthe event qualifies for FMLA either orally or in writing. If the employee isnotified orally, the supervisor shall provide in person or send (both regularand certified mail) a written response (Form P/CS 15) to the employeewithin five (5) working days.

When practicable, at least fifteen (15) days prior to the employee going outon leave, the supervisor shall prepare~ and submit~ all appropriatepersonnel/paYroll forms placing the employee on Efamily and MmedicalLteave to the Auditor's Office.

Employee must coordinate all insurance paYments with the Auditor's Office.Failure to timely pay required insurance premiums for dependents andadditional insurance coverage will cause such coverage to cease.

While out on leave, the employee must stay in touch with the supervisor asdirected. If the supervisor does not specify how often the employee shouldcheck in with the supervisor, the employee should do so no less thant everythirty (30) days to inform the supervisor of his or her their progress and tocoordinate when the employee may be returning to work.

When the employee is able to return to work, a "fitness-for-duty" release"retmll to ~ork fitness" statement from the employee's health care providermust be provided if the absence was due to injury or illness ofthe employee! equi! ed bp the Jupe! ~iJO!. The (ffitness-for-duty" release must be receivedno less than 48 hours prior to the return to work date.

Upon learning of the employee's plan to return, the supervisor shall prepareall required personnel/paYroll forms to return the employee to work andsubmit the paperwork to the County Auditor's Office.

Any records or documents containing medical information or medicalhistory on an employee must be filed in confidential medical files.

110

Page lO Family and Medical Leave

all other

5.23 Unplanned Events.

Medical files must be maintained by the department separately fromfiles.

Step 1:

Step 2:

Step 3:

Step 4:

Step 5.

Ifan employee or an eligible dependent becomes ill or sustains an injury andthe employee knows he or she they will be out for more than three (3)working days, the employee must notify or have a responsible person (familymember, medical staff, etc.) notify the employee's supervisor on the nextwork day, or

If an employee is out for more than three (3) working days, on the fourth(4th) consecutive day the employee is absent from work due to an illness orinjury, the supervisor shall contact the employee and inquire about his or hertheir possible return date. Ifthe supervisor determines that the employee willbe is unable to return to work vt1ithill 24 h0l1;13, by the fifth (5 th

) day, thesupervisor will immediately forward to the employee the forms andinformation for requesting Family and Medical Lteave.

Within fifteen (15) working days, the employee has a health care providercomplete P/CS Form #14 and return it to the supervisor.

Iif there are any questions/issues regarding the request, the S~upervisor shallreviews the forms with the Personnel/Civil Service Department. Thesupervisor, upon receipt ofthe medical certification (P/CS #14), may deemit necessary to collect additional medical information (tom the health careprovider regarding an employee 's medical condition. The supervisor mustobtain written authorization (tom the employee before any contact can bemade to the employee 's health care provider. The supervisor shall contactthe Personnel/Civil Service Department for guidance prior to obtaining suchinformation.

Within two (2) working days of receiving the information from theemployee's health care provider, the supervisor shall notify the employee ifthe event qualifies for FMLA, either orally or in writing. If the employee isnotified orally, the supervisor shall provide in person or send (both regularand certified mail) a written response (Form P/CS 15) within five (5)working days to the employee, If the event qualifies, the employee will be isplaced on leave effective the fourth (4th

) day of absence.

If possible. at least fifteen (is) dan pI iOl to the employee going Ottt OIl1 • db' 11 • t 1/ 1/tea\1e, :5ttpel \1ZS01 pI epal e3 all Stt 1111t3 au applopnave pel sOlmetl/JapI Ot

f()l ms placing the emplo pee on Famill? and lvfedical Lea \1e.

111


Step ~ 6:

Step Q9-:

Step 1s:

Step.8. +6:

Step 9:

all other

Employee must coordinate all insurance payments with the Auditor's Office.Failure to timely pay required insurance premiums for dependents andadditional insurance coverage will cause such coverage to cease.

While out on leave, the employee must stay in touch with the supervisor asdirected. If the supervisor does not specify how often the employee shouldcheck in with the supervisor, the employee should do so no less thant everythirty (30) days to inform the supervisor of his or her their progress and tocoordinate when the employee may be returning to work.

When the employee is able to return to work, a "fitness-for-duty" release"letmn to ~olk fitness" statement from the employee's health care providermust be provided if the absence was due to injury or illness ofthe employeeleqniled b, the supel viSOl. , and The "fitness-ror-duty" release must bereceived no less than 48 hours prior to the return to work date.

Upon learning of the employee's plan to return, the supervisor shall prepareall required personnel/paYroll forms to return the employee to work andsubmit the paperwork to the County Auditor's Office.

Any records or documents containing medical information or medicalhistory on an employee must be filed in confidential medical files.

Medical files must be maintained by the department separately fromfiles.

112

REQUEST FOR FAMILY AND MEDICAL LEAVE OF ABSENCE

Employee Narne Department Name Telephone Number

Reason for Request: £01 FMLAo Birth/Adoption/Foster care placement of a child.

Date of birth/adoption/placement _ Child's Name -------

o Employee's Serious Health Condition (including pregnancy).

o Care for spouse/parent/child with serious health condition.

Relationship Relation's Name _

Requested Leave Period of Leaye:Start Date (or expected start date) . Return Date (or expected return date) _

Use this space to describe request for intermittent or reduced schedule FMLA leave:

..............~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~, .

Please check whether or not you elect to continue or temporarily drop insurance deductions:

a 1 elect to continue additional insurance deductions. 1 will remit timely payments for alladditional insurance coverages as specified by the Auditor's Office.

a 1elect to temporaril~ drop additional insurance deductions during the leave and reinstate them

...........................upon returning to work ...................................................................................................................................................................................................................................................................

Please check whether or not you elect to use accrued compensatory leave:

o yes 0 no

Ifyour selection is "yes", please indicate the number of accrued compensatory hours you are requestingto use. lethe use o{compensatory hours is approved by your Elected OffiCial/Department Head, markvour choice to indicate if the requested hours would be used prior to or at the end of the FMLA leaveperiod.

No. of hours o prior to o at the end

O{approved. the compensatory hours will not run concurrently with FMLA and may not be counted

..............C!.g/!.~'!:~~.Y/!.1!.':..fAf!::1 ..~.f}.t!.t!~~~l:zJL .

Employee Signature

Form Pies #13 0112000

Date

Date Received by Department _

113

REQUEST FOR FAMILY AND MEDICAL LEAVE OF ABSENCE

Employee Name Department Name Telephone Number

Reason for Request:o Birth!AdoptionIFoster care placement of a child.

Date of birth/adoption/placement Child's Name _

o Employee's Serious Health Condition (including pregnancy).

o Care for spouse/parent/child with serious health condition.

Relationship Relation's Name---------- -----------

Requested Leave Period:Start Date (or expected start date) . Return Date (or expected return date) _

Use this space to describe request for intermittent or reduced schedule FMLA leave:

Please check whether or not you elect to continue or temporarily drop insurance deductions:

o I elect to continue additional insurance deductions. I will remit timely payments for alladditional insurance coverages as specified by the Auditor's Office.

o I elect to temporarily drop additional insurance deductions during the leave and reinstate them

........................... ~P.'?~..~~~!'!l.i.J?.g..~~.~~~~: ........................................................... - ..

Please check whether or not you elect to use accrued compensatory leave:

Dyes 0 no

If your selection is "yes", please indicate the number of accrued compensatory hours you are requestingto use. If the use of compensatory hours is approved by your Elected OfficiallDepartment Head, markyour choice to indicate if the requested hours would be used prior to or at the end of the FMLA leaveperiod.

No. of hours ----- o prior to o at the end

(If approved, the compensatory hours will not run concurrently with FMLA and may not be counted

..............~·g.~.~.~~..Y.'?!:1.~.~.¥~A.~~~~~!~~~.J?.~t .

Employee Signature

Form Pies #13 01/2000

DateDate Received by Department _

114 j

Response to Employee Request for Family and Medical Leave

(Family and Medical Leave Act of 1993)

(Date) _

Employee Name: (Last) (First) (Nfl) Social Security Number I/ / I

Department Name: Department Representative:

On (insert date) , you notified us of your need to take family/medical leave due to:

o the birth of your child, or the placement of a child with you for adoption or foster care; or

o a serious health condition that makes you unable to perform the essential functions of your job; or

o a serious health condition affecting your 0 spouse, 0 child, 0 parent, for which you are needed toprovide care.

This leave begins on or about (insert date) and is expected to continue until on or about (insertdate) _

This is to inform you that: (check appropriate boxes; explain where indicated)

1. You are 0 eligible 0 not eligible for leave under the FMLA.

2. The requested leave 0 will 0 will not be counted against your annual FMLA leave entitlement.

3. You 0 will 0 will not be required to furnish medical certification of a serious health condition.

If required, you must furnish medical certification by (insert date) _(must be at least 15 days after you are notified of this requirement) or we may delay thecommencement of your leave until the certification is submitted.

4. We will require that you substitute accrued paid leave for FMLA leave (Sick, Vacation, Holiday leaveand Personal Day).

115

Pies Fonn # 15 01/2000

5. With the approval of the Elected Official/Department Head, the employee may utilized accruedcompensatory time at the beginning or end of the Family and Medical Leave Period.

Your request to utilize accrued compensatory hours has been: 0 granted

You have 0 have not 0 been approved to utilize:

o denied

No. of hours ----- o prior to o at the end

(Approved compensatory hours will not run concurrently with FMLA and may not be counted against yourFMLA entitlement).

6. While on Family and Medical Leave, Dallas County will continue to provide insurance benefits to youat the same level. For dependent coverage:

o You elected to continue additional insurance deductions and remit timely payments for alladditional insurance coverages as specified by the Auditor's Office.

o You elected to temporarily drop additional insurance deductions during the leave and reinstate themupon returning to work.

If you have further questions or need information, please contact the Auditor's Office.

7. You will be required to present a "fitness-for-duty" release from your health care provider prior tobeing restored to employment. If such release is not rec~ived, your return to work may be delayeduntil the release is provided.

8. (a.) You 0 are 0 are not a "key employee" as described in 825.217 of the FMLA regulations. Ifyou are a "key employee," restoration to employment may be denied following FMLA leaveon the grounds that such restoration will cause substantial and grievous economic injury to us.

(b.) We 0 have 0 have not determined that restoring you to employment at the conclusion ofFMLA leave will cause substantial and grievous economic harm to us. (Explain (a) and/or (b)below. See 825.218 of the FMLA regulations.)

9. While on leave, you 0 will 0 will not be required to furnish us with periodic reports every (indicateinterval of periodic reports, as appropriate for the particular leave situation) of yourstatus and intent to return to work (see 825.309 of the FMLA regulations). If the circumstances ofyour leave change and you are able to return to work earlier than the date indicated on the reverse sideofthis form, you will be required to provide a "fitness-for-duty" release from your health care provideat least 48 hours prior to the date you intend to report for work.

10. You 0 will 0 will not be required to furnish recertification relating to a serious health condition.(Explain below, if necessary, including the interval between certifications as prescribed in 825.308 ofthe FMLA regulations.)

A copy of the County's Family and Medical Leave Procedures is being provided to you along withthis Response Form P/CS# 15. (Only ifnot previously provided).

116

DALLAS COUNTY

ATrAOiMENT B-1

BILL MELTONCOUNTY TREASURER

November 5, 1999

Ms. Kristin BranamPolicy AnalystDallas County Commissioners Court

, Administration Building - 2nd Floor411 Elm StreetDallas, Texas 75202

Re: Family Medical Leave Policy

Dear Kristin:

Section 5.12: The question becomes is it fmancially and time-wise economical for DallasCounty to provide an FMLA package to any employee who is out from work for three (3)days. Should perhaps additional parameters be established since an employee might simplyhave the flu or other related illnesses which might not require FMLA material. We ask thatyou further review this section.

/£IlY,;;~~

County Treasurer

BMIla

117

303 RECORDS BUILDING • 509 MAIN STREET • DALLAS, TEXAS 75202 • (214) 653-7321

ATrACHMENT B-2~1argo vVellsCourt Coordinator

Date: October 14, 1999

To: Kristin Branam

From: Kristin Wade

Subject: Comments on Family and Medical Leave Policy

Josie ~!Iassar

C:oun

The note to Section 5.02 of the family and medical leave policy is ambiguous andvague. How can there be a policy that only applies to some situations? Although I amnot an expert in this area of the law it appears Dallas County is setting itself up for somelitigation if they deny reinstatement after leave to one key salaried employee whilegranting reinstatement for another key salaried employee.

In addition, from a manager's perspective, there needs to be a clearer definitionof those employees who fall within this top 10% category. Since I am an elected official,and not a manager, I frankly have no idea if any of my staff are considered "keyemployees."

Finally the note states, Dallas County will provide written notice if an employeequalifies as a key employee at time of leave request. Wouldn't it be better to providewritten notice up front that these employees may not qualify for reinstatement afterleave? If I were a key employee and knew I may not be eligible to keep my job, I wouldwant that information for family planning.

As stated above this is obviously not my area of expertise and you may havepreviously considered the policy ramifications of the above comments. As always, myconcern is for the best interests of Dallas County.

118

ATrArnMENT B-3

Dallas CountyJUVENILE DEPARTMENT

TO:

FROM:

Kirstin Branam

Michael K. Griffiths, Director

DATE: November 9,1999

SUBJECT: Comments on Proposed County Policies

I appreciate the opportunity to comment on the proposed policies. Our staff hasreviewed them and I am forwarding them for Commissioners Court review.

Family and Medical Leaye PQU,y:

5.03 item says "does not have to be a continuous 12 months of employment. .. "1) Who will be responsible for tracking this?2) Who will be held accountable if an error is made in determining the 12 months

of employment?

5.13 "FMLA not retroactive": If an employee is out due to illness more than three days,we must send out a FMLA packet I notice. FMLA charged time begins on theday the notice is mailed not on the original date of employee absence.

5.14 Leave limits: states that if using compensatory time, it is not run concurrently withFMLA. This could potentially impact our operations with our institutional staffbecause they could use their compensatory time (granted, it has to be approved)and then would get another full 12 weeks of FMLA.

Will this hurt us when it comes to running FMLA & Worker's Comp concurrently?The "Request for FMLA" form in the packet asks if the employee wants to use comptime and if yes, if they want to use it "prior to" or "at the end" - if a supervisor turnsdown the request, what do you think the employee will do?

5.22 Step 6:For our purposes, the supervisors do not prepare the personnel andpayroll paperwork

119

ATrAQIMENT B-4

DALLAS COUNT,Y

DAVID CHILDSTAX ASSESSOR-COLLECTOR

TO:

FROM:

SUBJECT:

DATE:

Kristin Branam, Policy AnalystCommissioners Court

Jon R. Cameron, ChiefDepuy9/r~. _.Tax Office ~~

Comments on Policy Changes

October 18, 1999

The Tax Office has reviewed the following policy revisions and offer our comments to eachbelow: I)Promotions, under fill, personnel files, etc.; 2) Worker's Compensation, SalaryContinuation, etc.; 3) Overtime/Compensatory Time Policy; 4) Family & Medical Leave.

1. Promotions, Under FilL Personnel Files and Drug and Alcohol Policies:

Section 3.11(D),(2): in the second line, change exist to exists.

Section 3.12 (A): change to: increase the employee's salary to the maximum of theallowable salary previously calculated:

Section 3.12 (B): delete the word "and" at the end and replace with the word "or"

Section 9.29 (F): 15t line, change "farther" to "further" or "additional"2nd line: change "give a sample" to "provide a sample"

2. (a). Workers' Compensation, eb). Salary Continuation and ec). Return to Work Policy:

(a) Section 4.01 (B): eliminate the last word on the second line- "is"- and the 151 word on thethird line - "reached". These are redundant.

Section 4.03 (E): this change seems to imply that if the Tax Office had our driver outmaking substation deliveries and an incident such as a large gust ofwind overturned thetruck causing injury to the driver, that benefits could be denied as in this specificexample, his employment as a driver would not have exposed him to this act of God morethan a normal citizen. We feel that wording to clarify these types of situations would behelpful.

120

ATTACHMENT B-4a

From: Jon Cameron, Tax OfficeKristin BranamOctober 18, 1999Page 2

Section 4.07 (C): recommend that beginning with the 3rd line, the section should state:"At the discretion of the Elected Official/Department Head, probationary employees mayhave their probationary period extended for such a period of absence from work due to aworkers' compensation injury/illness.

(b) Section 4.22 (C): add a "comma" after "Maximum Medical Improvement" in the 3rd line.

(c) Section 4.34: eliminate the word "from" in the 2nd line.

3. Overtime/Compensatory Time Policy:

No changes recommended.

4. Family and Medical Leave Policy:

Section 5.00: 2nd line, add a "comma" after "(FMLA)" and add a "comma" after the lastword in the 2nd line "needs".

Section 5.01: in the second line, add a "comma" after "11/23/93", eliminate the next word"and", add a "comma" after "09/01198", add the word "and" and then put the date thisrevision is adopted.

Section 5.14: we recommend that "compensatory time" be added as one form of leavethat the employee can/must use. Under the list that follows, we recommend that a newsection be added: (5) compensatory time.

Section 5.15: on the 4th line, change the word "form" to "from".

Section 5.16 (3): change this section to: if the employee does not make payments foradditional insurance coverage on a timely basis as specified by the Auditor's Office, theadditional insurance coverage will be terminated.

Section 5.22; Step 6: on the 2nd line, change "prepares" to "prepare" and "submits" to"submit". We would also recommend that the words "If possible" be changed to "Whenpracticable".

Section 5.23; Step 4: on the 3rd line, add a "comma" after the word "FMLA".

Section 5.23; Step 5: this entire step is not necessary as Section 5.23 deals specifically

121

ATrACHMENT B-4b

Fran: Jon cameron, Tax OfficeKristin BranamOctober 18, 1999Page 3

with "Unplanned Events". The employee would not be able to notify the department"fifteen (15) days prior to the employee going out on leave," if the leave was due to anunplanned injury or illness.

Section 5.23; Step 9: we recommend deleting the language "if required by the supervisor"at the end of this section and replacing it with "if the absence was due to injury or illnessof the employee", as a medical release should be provided in all cases where theemployee is absent, but would not be necessary when the absence was due to injury orillness of an eligible dependent of the employee.

122

ATrAGlMENT B-5a

MemorandumDallas Sheriff's DepartmentDate:

To:

From:

Subject:

Through:

October 13, 1999

Chief Deputy E.L. McMillan, Detention Technical Services

Captain R. A. Daberko, Detention Support Services

Review of Family and Medical Leave Policy

I have reviewed the Policy Statement on Family and Medical Leave and submitted these commentsas indicated by the attached note.

5.02 (C)

5.17

NOTE: " .... key salaried employees (top 10% of all wage earners) may be deniedreinstatement after Family and Medical leave." This is you. Personally, I think itmay require a little greater definition as to who and how a person's absence maycause " .. .substantial and grievous economic injury to County operations." Theassumption may be that salary is directly related to the impact of an individual'sabsence. Duty, responsibility and alternative methods ofmanagement are part of it aswell. This might apply more to appointed Department heads. In the mean time, takecare of your neck and hip.

This whole thing does not make sense.

Return to Work: Ifan employee has been out on medical doe to the employee's ownhealth condition, the Elected Officail/Department Head shall require a "fitness forduty" release from a health care provider prior to allowing the employee to return towork.

B. If an employee fails to return to work, the employee shall be granted up to 15 daysof paid sick leave toward his or her family and medical leave. The employee shall berequired to reimburse the County for all sick leave taken in excess of 15 days.

COMMENT: I don't know what all ofthe above means. Normally in this form ofwriting (B.)would be a continuation of the thought of the previous paragraph. The "fitness for duty"portion is normal and clear. Part (B.) seems to imply that the maximum an employee can besick is or injured with anything other than a workers compensation illness or injury is 15 daysand must reimburse for any sick leave taken in excess of that.

The problems of imposing a maximum 15 day paid sick leave is apparent where seriousinjuries and illnesses are involved. I do not believe that this is what was intended. This seemsto be an incomplete thought. Someone should repair it or explain what it means.

123

ATrAQl11ENT B-5b

5 19 OTHER: "Falsification of documents is a violation of County policy..... Well it is a criminaloffense as well. Personally, I think they should go ahead and say so since they obviouslyintended this to be a fiscal management policy to minimize expenditures. There are plenty ofcases in my experience that are/were fraudulent in my opinion so maybe they should posturethemselves to indicate they no loner intend to tolerate it. Just my thought injected to beconsistent with my reputation of course.

Summary

This will be unpopular but needs to be said anyway. See the italics on 5.00, the policy statement.Elected officials/Department Heads may gake disciplinary action up to and including termination.This is in reference to managers and supervisors failing to comply with this policy statement. See thesteps in 5.22 for planned and unplanned events.

This policy, by necessity to comply with statute and guidelines, is extremely complicated and impliesa great deal of discretion. Someone in each Division needs to be designated to monitor daily reportsor there needs to be a single contact person for the Bureau to do so to scan for potential problemsand candidates requiring implementation of this and the Workers Compensation policies. It may notbe much to you and me but we have been shift supervisors and shift commanders and know theworkload and all the other stuff occurring on a shift that require compliance and reporting.

Positions could not possibly be justified for each Division but I believe with the volume ofpersonnelin the Detention Housing and Technical Services Bureau a shared position to monitor just this typeabsence and reporting compliance is justified. Please look into it. See the stuff highlighted in greento see my thought. Much of this has to do with rights, privileges and benefits and the line betweeneach is pretty vague in many places. Too much has been placed on first line supervisors. There areduties imposed on the Department head that may be missed if supervision misses them. There is toomuch room for assumption.

Please advise if you require anything else of me on this issue.

J '/J< J!;R. A. Daberko # 16CaptainDetention Support Services

124

ATrAarMENT B-6a

MEMORANDUMIntake Division, Technical Services Bureau

Date:

To:

From:

Subject:

October 14, 1999

Chief E. McMillan, Detention Technical Services

Captain Val Tartaglino, Intake Division

Review of Proposed Dallas County Policy Changes

I have reviewed the proposed policy changes and have comments as indicated.

Workman's Compensation, Salary Continuance, and Return to Work Policies

Section 4.07 (c) indicates that employees on Workman's Comp will not accrue vacation, sickand holiday leave during this time. The Sheriff's Department has permitted such accrual thusfar, and I believe it would be penalizing the employee for the higher risks undertaken in lawenforcement to so restrict the benefits.

lam. and Medical Leave Petiey

recommend acceptance as written

Promotions, Under Fill, Personnel Files and Dru& and Alcohol Policies

no comments

Overtime/Compensatory Time Policy

1.28 (4) states that supervisors should schedule the employee to take off time during the sameweek overtime is worked to avoid the accrual of overtime. Employees are scheduled to workduring structured hours and should not be forced to leave during those hours to avoid payingovertime; it is difficult enough to locate employees willing to work overtime when necessary;such rules would be impossible to comply with due to very tight staffing parameters, andunreasonable for the employee, who agrees to the overtime in the first place to earn extramoney and does not expect to be sent home early another day to preclude such pay.

1.28 (5) states maximum hours of compensatory time that may be accrued. We had assurancesfrom the Auditor's office that such caps had been'removed. If separate accountings are madeof federally-mandated and county comp time, an accounting should be regularly made to allemployees so that errors and disparities in computer balances and departmental time sheets canbe resolved.

125

ATrACHMENT C-l

DALLAS COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT

December 15, 1999

To:

From:

Subject:

Kristin BranamPolicy Analyst

Mattye Mauldin-Taylor, Ph.DMDirector ofPersonnel/Civil Service

Response to Proposed Policy Changes - Family and Medical Leave

Based on the comments received regarding the Family and Medical Policy, the Personnel/Civil ServiceDepartment have made the following changes:

Family and Medical Leave:

Response to recommendations

1. We agree with the recommendation to delete the language "if required by the supervisor" at the endof Section 5.23, Step 7 and replacing it with "if the absence was due to injury or illness of theemployee."

2. We agree with the recommendation to delete language in Section 5.23, Step 5 which addressc'i"Unplanned Events". The employee would not be able to notify the department "fifteen (15) days priorto the employee going out on leave," if the leave was due to an unplanned injury or illness.

3. We agree with the recommendation to revise the language in Section 5. 16 (3) to read "ifthe employeedoes not make payments for additional insurance coverage on a timely basis as specified by theAuditor's Office, the additional insurance coverage will be terminated."

4. We added language to Section 5.17, Section 22, Step 9 and Section 23, Step 7 to clarify when anemployee must provide a "fitness-for-duty" release. In addition, we added language to Section 5.17(A) to clarify when an employee would be required to reimburse the County for premiums paid on hisor her behalf

5. Gratnmatical changes in Sections of the policy.

6. Included are changes to Form Pies #13 which allows the employee to elect whether he or she willcontinue or temporarily drop insurance deductions during the FMLA leave period.

501 Main Street, Room 103 126Criminal Courts Building Dallas, Texas 75202 -7638

Equal Opportunity Employer

ATrAQIMENT C-2

7. Included are changes to Form Pies #15 that address the request to utilize compensatory leave. Theemployee's decision to continue or temporarily dropped additional insurance coverage is alsoaddressed.

All new changes in the Family and Medical Leave Policy are double-underlined and italicized.

127

DALLAS COUNTY .~ .~!~' ;~. C ,1TY

COMMISSIONERS COURT ADM'INtSttD{riB~OURT00 JAN 26 PH 12: 42

From:

Date: February 1, 2000

To: Commissioners Court

Kristin Branam, Policy Analyst -K6--Subject: Proposed Rules for Negotiation of High Technology RFP's

BACKGROUND OF ISSUE

Local Government Code Section 262.030 requires that the Commissioners Court of each countyadopt rules to govern the negotiations of requests for proposals for the purchase of insurance, hightechnology items and special services. Special services are defined by the Code as landscapemaintenance, travel management, and recycling. During a meeting of the credit card committee onJanuary 19, 2000, it was discovered that Dallas County did not have the required rules in the policymanual. This briefing presents a draft of the proposed rules that would govern the County'snegotiations of insurance, high technology, and special services contracts.


No substantial impact is anticipated as these rules parallel the general practices that have beenfollowed by various County departments at this time.

LEGAL IMPACT

This policy fulfills the legal requirements specified in Local Government Code Section 262.030 andhas been approved for use by the Dallas County Civil District Attorney.

RECOMMENDATION

Staff recommends the adoption of the attached rules and the insertion of same in the Dallas CountyPolicies and Procedures Manual.

Recommended by:

J Allen Clemson, Administtitor 128

129

RULES FOR CONDUCTING A HIGH TECH RFP

RULE 1.

The selection committee appointed by the RFP may request that all respondents to the RFP enterinto discussions, furnish samples, and/or demonstration of products as necessary for the selectioncommittee to have a full understanding of the goods and/or services being offered to the Countyunder the solicitation.

RULE 2.

Selection committee, by majority vote, shall determine from all respondents the responsibleofferors that are reasonably susceptible of being selected for award (hereinafter called "offerors")which shall be submitted to the Commissioners Court for approval.

RULE 3.

The purchasing department representative shall act as facilitator for the transmission of anyinformation to the offerors, notification of the time and place for discussions, and all othertransmissions between the selection committee and offerors. The purchasing departmentrepresentative communications with the offerors shall only be for such purposes described in theRFP or as requested by the RFP selection committee or RFP selection committee chair acting onbehalf of the RFP selection committee. No member of the selection committee other than thepurchasing department representative shall have any contact with any of the offerors or otherparty responding to the RFP.

RULE 4.

To insure that the RFP process and schedule is properly followed the Purchasing representativeshall coordinate the scheduling of all meetings and the preparation of meeting agendas with thechair of the RFP selection committee.

RULE 5.

The selection committee may, at its sole discretion, prepare written questions, requests forrevision, or other information or requirements to be furnished to the offerors for discussion. Thepurchasing department representative shall furnish to the offerors all written questions or otherinformation pertinent to any discussions.

RULE 6.

All discussions between the Committee and the offerors concerning responses to the writtenquestions or other matters shall be conducted at a facility designated by the majority vote of theselection committee. A representative from the Purchasing Department shall be present duringall meetings and discussions with any or all of the offerors.

RULE 7.

Notice shall be given to each designated offeror of the decision of the selection committee toconduct discussions. Such notice shall include the time, place, date and allotted time forpresentations or discussions.

Discussion Draft for Review Purposes Only. 1/20/2000.

RULE 8.

At the termination of discussions, examinations, testing of samples, completion of demonstrations of products for the county, or inclusion of any revision, the selection committee, at itssole discretion, may require best and final proposals from the offerors. The selection committeemay accept revisions after submission of the best and final offers and before selection by thecommittee of the lowest evaluated offer resulting from discussions or negotiations.

RULE 9.

Pursuant to Local Government Code Section 262.030, all negotiations or discussions shall beconducted in such a manner so as to avoid disclosure of the contents of competing offerors'proposals and all such information shall be kept secret.

RULE 10.

These rules shall be applied in such a manner that each offeror will be accorded fair and equaltreatment with respect to opportunities for discussion and revision of proposals. It is the intent ofCommissioners Court to afford each offeror full and fair competition.

RULEIl.

The firm selected by the committee, as the best offeror shall be submitted to the CommissionersCourt for approval. If approved by the Commissioners, the selected offeror and the County willnegotiate the final terms and conditions for formal approval by the Commissioners Court.

RULE 12.

The Purchasing Department shall retain all records of the negotiation process for four yearsfollowing the award of contract.

130

Discussion Draft for Review Purposes Only. 1/20/2000.

DALLAS COUNTYCOMMISSIONERS COURT ADMINISTRA"tfo'NDEPARTMENT OF PLANNING AND DEVEL~H~6 AH 8: 39

January 22, 2000


THROUGH: 1. Allen Clemson, Administrator

FROM: Rick Loessberg, Director of Planning & Development """"""..

SUBJECT: Request to Participate in Mercer Crossing TIF District

BACKGROUND

The City ofFarmers Branch has recently requested that the County and the Hospital District provide35% ofany future tax increment to the City's new Mercer Crossing TIF District. So that the Countycan begin to consider under what conditions, if any, it and the Hospital District may wish toparticipate in this district, the following information has been prepared.

DESCRIPTION OF MERCER CROSSING TIF DISTRICT

The Mercer Crossing TIF District contains 808 undeveloped acres at the northwest corner ofI-35and I-635 (please see attached map). It has been created at the request ofthe property-owner so thata $1.1 billion officelhigh-density residential development can be constructed at this location. Inorder to generate such development, the TIP district would undertake the following publicimprovements beginning in 2001:

Street PavingWater/Sanitary SewerStorm Sewer/DrainageStreetscapingLake ImprovementsHighway ImprovementsTraiIsIParksEngineeringContingenciesSchool Improvements

TOTAL

$14,990,000$ 9,439,000$ 3,146,000$10,711,000$ 3,375,000$ 3,110,000$ 5,110,000$ 5,986,000$ 9,976,000$19,000,000

$84,843,000

131

411 Elm Street, 3rd Floor, Room 313 Dallas, Texas 75202-3301Dallas County Administration Building e-mail: [email protected]

Telephone: (214) 653-7601Telecopier: (214) 653-6517

of 5

It is thought that while this district is located in a high growth corridor, the aforementionedimprovements are needed because the area suffers from drainage problems and from poor freewayaccess; these improvements would remedy these problems and would also provide additionalamenities that would allow a higher form of development to take place.

ISSUES AND CONSIDERATIONS

• As shown below, the Mercer Crossing TIF District is one ofthe largest TIF districts in termsofacreage and public/private investment in which the County has either chosen to participateor has a pending participation request.

DISTRICT CITY ACREAGE PRIVATE PUBLIC COUNTYINVESTMENT IMPROVEMENTS PARTICIPATION

State-Thomas Dallas 80 $470 million $14.4 million 100%

Cityplace Dallas 238 $296 million $23.4 million 100%

Gateway Dallas 375 $51.4 million $5.3 million 100%

City Center Dallas 187 $600 million $ 42.7 million 100%

Rodeo City Mesquite 103 $43.8 million $9.5 million 80%

Arena Dallas 47 $735 million $25 million 33%

Cedars Dallas 240 $72 million $7.2 million 65%

Old Farmers Farmers 154 $132 million $10.5 million 55%Branch Branch

Peninsula Grand 3,579 $1.6 billion $53.5 million 72%Prairie

1-30 Grand 4,468 $528.5 million $102.1 million 100% requestedEntertainment Prairie

1-20 Retail Grand 1,588 $687.5 million $72.3 million 100% requestedPrairie

Mercer Farmers 808 $1.1 billion $84.8 million 35% requestedCrossing Branch

• Of the $1.1 billion in new value that the TIF district is projected to help generate, $602million is associated with new office development, $19 million is retail development, $375million is multi-family housing, and $113 million is hotel development.

• The County has not yet appointed a representative to the TIF district's board.

132

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• It is anticipated that the public improvements will initially be financed through fundsadvanced either by the developer or the City that will subsequently be reimbursed fromfuture increment. However, if favorable conditions exist, including the pace at whichdevelopment occurs, then TIF bonds may eventually be issued to finance theseimprovements.

• Unlike some other TIF districts in which the County currently participates, this TIF districtfeatures a developer that already controls the district's property, that has recently completedtwo 1OO,OOO-square-foot office buildings in the district, and that will be submitting plans fora $30 million retaiVhousing development for City zoning review in the first part of this year.

• Experience with the other TIF districts in which the County participates has shown howdifficult it is to estimate private investment beyond just a few years. Even as successful asthe State-Thomas and Cityplace TIF Districts have been (they have had their tax basesincrease by 187% and 260%), they still have been able to only reach 46% and 72%) of theirprojected tax base increase for this point in their existence.

• It is projected that 5000 multi-family housing units will be built in this district over the nexttwenty years. However, it is not likely that at least 20% of this housing will be affordableto low/moderate income people as the County's TIF policy requires. In the event that 20%ofthe housing is not going to be affordable, then County/Hospital District increment cannotbe used to finance any project-specific improvements that are requested by the developer ofthis housing.

• The district's proposed trails would further extend the Rawhide Trail, which is contained inthe County's trail plan, by approximately two-to-three miles. This extension, when coupledwith the extension that is planned for the Old Farmers Branch TIF District and the 1.5-milesegment that already exists, would create a nearly continuous trail from Luna Road to JoseyLane

• The district would allow the County to fund projects contained in the regional thoroughfareplan and the County trail plan at lower direct cost to the County than what would otherwisebe possible.

IMPACT ON OPERATIONS/FINANCE

Under the County's TIF policy, the County/Hospital District can initially provide a TIF district withup to 35% of its increment if the TIF district will increase the County's tax base by at least $15million within three years and complies with the policy's other provisions. As the Mercer Crossing

District is projected to increase the County's tax base by $92.5 million within three years and is incompliance with the policy's other provisions, it is eligible for this 35% base level ofparticipation.

133

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In accordance with the County's TIF policy, this 35% level can be increased to 55% since the TIFdistrict will generate an increase in the tax base that is at least eight times the total cost of theproposed public improvements and since it will finance a trail that is identified in the County trailplan. With the County/Hospital District being able to provide more than 50% oftheir increment tothis TIF district, County/Hospital District participation can be used to finance all proposed publicimprovements not otherwise prohibited by the County's TIF policy (had County/Hospital Districtparticipation been less than 50%, then their increment could only have been used to financethoroughfare improvements, related drainage, and trails identified in the County's trail plan). As allproposed TIF improvements except the $3.4 million lake improvement are eligible under theCounty's TIF policy, County/Hospital District participation can be used to finance 96% (or $81.5million) ofthe district's improvements. Applying the requested 35% participation level to the $81.5million of eligible TIF improvements results in the County/Hospital District effectively providing34% of their increment.

This district will expire in either twenty years or until the district's obligations/improvements areretired. However, it is currently projected that the district will be able to completely finance all ofits obligations within sixteen years (which is what is projected to occur even ifthe County/HospitalDistrict were to provide 35% of their increment as has been requested). Should growth occur aspresently projected, then the County/Hospital District would each contribute approximately $4.5million to the TIF district while each retaining $8.9 million in new revenue.

RECOMMENDATION

It is recommended that the County and the Hospital District participate in the Mercer Crossing TIFDistrict by providing 34% of their increment, up to $4.5 million for each entity, for no more thantwenty years for public improvements eligible under the County's TIF policy. So as to helpimplement the County's trail plan, it is also recommended that the County/Hospital District'sparticipation be conditioned upon having any trails that are built be hard surface, be at least eight feetin width, provide for reasonable connection to the portion of the Rawhide Trail that is east of1-35,and be marked with signs that note that the trail is a part of the Dallas County Trail System.

Should the County decide to participate in this district, it is further recommended that it appoint arepresentative to the TIP district's board.

Recommended by:

J. Allen Clemson, Administrator

attachment

134

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cc: Virginia Porter, AuditorDavid Childs, Tax Assessor/CollectorPhil Scheps, Budget OfficerMary Phinney, Open Space AdministratorRon Anderson, Hospital DistrictNorma Nichols, City of Farmers Branch

135

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DALLAS COUNTY [ LL'~; COUNTYCOMMISSIONERS COURT ADMfNI~STRAT1SNCOUHTDEPARTMENT OF PLANNING AND DE'tje~~1f~~~ 3: 21

January 22, 2000


THROUGH: J. Allen Clemson, Administrator

FROM: Rick Loessberg, Director of Planning & Development """""

SUBJECT: Request to Participate in 1-30 Entertainment TIF District

BACKGROUND

The City of Grand Prairie has recently requested that the County and the Hospital District provide100% of any future tax increment to the City's new 1-30 Entertainment TIF District. So that theCounty can begin to consider under what conditions, if any, it and the Hospital District may wishto participate in this district, the following information has been prepared.

DESCRIPTION OF 1-30 ENTERTAINMENT TIF DISTRICT

The 1-30 Entertainment TIF District would contain 4,468 acres along both sides of1-30 from aboutHardrock Road to Mountain Creek (please see attached map). It would seek to utilize and buildupon the tourist/entertainment venues like Lone Star Part and the Wax Musuem that already existby facilitating the development of a privately-owned concert hall, a hotel resort, associated retail,an expansion ofLone Star Park, and possibly the construction ofa major automobile racing facility.

So that this can occur, the TIP district would undertake the following public improvements:

Concert HallImprovements

Hotel/RetailImprovements

WaterFlood Plain ReclamationHighway/ThoroughfaresSchool Improvements

TOTAL

$ 6,150,000

$10,000,000$ 350,000$ 5,000,000$60,610,000$20,000,000

$102,110,000137



of 5

These improvements would be financed through either the issuance of TIF bonds once developeragreements had been secured, developer advances, or from generated increment.

It has been estimated that the local property tax base would be increased by $528.5 million over thenext twenty years. Of this amount, about $354 million would be associated with associatedhotel/entertainment/retail development that would cluster around the area north of 1-30 alongBeltline. The remaining development that would occur is primarily industrial and would generallyoccur south ofl-30 along MacArthur.

ISSUES/CONSIDERATIONS

• As shown below, the 1-30 Entertainment TIF District is one of the largest TIF districts interms of acreage and public/private investment in which the County has either chosen toparticipate or has a pending participation request:

DISTRICT CITY ACREAGE PRIVATE PUBLIC COUNTYINVESTMENT IMPROVEMENTS PARTICIPATION

State-Thomas Dallas 80 $470 million $14.1 million 100%

Cityplace Dallas 238 $296 million $23.4 million 100%

Gateway Dallas 375 $51.4 million $5.3 million 100%

City Center Dallas 187 $600 million $42.7 million 100%

Rodeo City Mesquite 103 $43.8 million $9.5 million 80%

Arena Dallas 47 $735 million $25 million 33%

Cedars Dallas 240 $72 million $7.2 million 65%

Old Farmers Farmers 154 $132 million $10.5 million 55%Branch Branch

Peninsula Grand 3,579 $1.6 billion $53.5 million 72%Prairie

Mercer Farmers 808 $1.1 billion $84.8 million 35% requestedCrossing Branch

1-20 Retail Grand 1,588 $687.5 million $72.3 million 100% requestedPrairie

1-30 Grand 4,468 $528.5 million $102.1 million 100% requestedEntertainment Prairie

138

of 5

• This district could further enhance and expand the City's role as an entertainment destinationand attract who do not live in the County or the Dallas area.

• Experience with the other T1F districts in which the County participates has shown howdifficult it is to project private investment beyond a few years. Even as successful as theState-Thomas and Cityplace Districts have been (they have both seen their tax bases increaseby 187% and 260% since their creation), these districts have still been able to achieve onlyabout 46% and 72% of their projected tax base increases.

• Grand Prairie voters recently chose not to increase the local sales tax so that the City couldfinance the construction ofan automobile racing facility at the southeast end of this district.While the facility itself would have been tax-exempt, it was estimated that about $21.8million ofrelated industrial growth would have occurred immediately adjacent to the facility.Also, the facility would have helped provide the impetus for over $10 million ofhighway/transportation improvements in the area. At present, it is not clear whether this racetrack facility will be resurrected or if it will be replaced with warehouse/industrialdevelopment.

• It is estimated that 700 apartment units will be constructed within this district and that atleast 20% of them will be affordable as the County's T1F policy requires should thedeveloper require TIP assistance for infrastructure.

• The City has been involved in extensive negotiations with private developers for both a $60million concert hall and a $78 million hotel/resort complex. However, at present, no formalagreements have yet been reached on these projects which would form the basis for a largescale entertainment area. Without these cornerstone developments, the growth that wouldoccur in the area would generally be not much different that would have occurred withoutthe T1F district.

• The City has agreed to invest about $1.2 million ofhotel tax revenue in this district for upto twenty years so as to facilitate the development of the hotel/resort.

IMPACT ON OPERATIONSIFINANCE

Under the County's TIP policy, the County/Hospital District can initially provide a T1F district withup to 35% of its increment if the TIF district will increase the County's tax base by at least $15million within three years and if it complies with the policy's other provisions. As the 1-30 Districtis projected to increase the County's tax base by approximately $88 million within three years andis in compliance with the policy's other provisions, it is eligible for this 35% base level ofparticipation. In accordance with the County's TIF policy, this 35% base level can be furtherincreased to as much as 75% since the 1-30 District possesses the following special characteristics:

139

of 5

• The City has committed additional funding to the district that is in excess of $10million and 20% ofthe cost ofthe district's proposed public improvements (the Citywill provide $1.2 million a year in hotel tax revenue for up to twenty years);

• The district possesses regional economic implications;

• The district is located in a distressed area; and

• Participation by the County/Hospital District will allow the City to complete pendingagreements for cornerstone development (i.e., a $78 million hotel/resort and a $33million music hall).

The County's TIF policy also limits County/Hospital District financial participation to onlythoroughfare projects, related drainage projects, and to trails contained in the County's trail plan ifthe County/Hospital District provide less than 50%> of their increment to a TIF district. However,since the County/Hospital District can provide the 1-30 District with up to 75% of their increment,this contribution can be used to finance all of the district's improvements not otherwise prohibitedby County policy, which, in the case of the 1-30 District, means that County/Hospital Districtincrement can be used to fund all of the currently proposed public improvements.

Assuming that growth occurs as is projected, the County/Hospital District would each provide theTIF district with $11 million over a twenty-year period with each entity retaining approximately $3.7million in new revenue over the same period. Staffhas spoken with both the City and its consultanton this TIP district about the impact of the County/Hospital District providing 75% of theirincrement instead ofthe 100% that the district's financial/project plan envisions. Both the City andits consultant have said that 75% participation will allow the district to function as designed ifdevelopment occurs at the rate projected. However, since the County's TIF policy limitsCounty/Hospital District participation to no more than twenty years, and since developer agreementshave not yet been executed for the district's hotel/music hall developments, the City has requestedthat County/Hospital District participation not be initiated until construction has begun on either ofthese two developments.

RECOMMENDATION

It is recommended that the County and the Hospital District participate in the 1-30 TIF District byproviding 75% of their increment for a period not to exceed twenty years or until each entityprovides $11 million, whichever comes first. Because ofthe importance ofthe proposed hotel/musichall, it is further recommended that this participation not begin until the year in which constructionhas started on either the music hall or hotel (whichever comes first) or on other comparabledevelopment and that this participation shall automatically terminate if either of the followingadditional provisions are not met:

140

of 5

• A master development agreement for either a $60 million hotel/resort, a $20million music hall, or other development which the County deems issubstantially comparable in terms of regional impact, investment, tax baseincrease, and/or quality is not executed by July 1, 2002.

• Construction on such hotel/resort/music hall/comparable development has notbegun by July 1, 2003.

Recommended by:


attachment

cc: Virginia Porter, AuditorPhil Scheps, Budget OfficerDavid Childs, Tax Assessor/CollectorRon Anderson, Hospital DistrictCraig Farmer, City of Grand Prairie

141

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GRAND PRAIRIE ENTERTAINMENT DISTRICT

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l-;IJ 7'Y=:RS COU1<T

January 25, 2000

DALLAS COUNTY I",P'::~";~'-:

COMMISSIONERS COURT ADMINISTRAfH:JN2

DEPARTMENT OF PLANNING AND DEVELOPMEEl9lJtIN 26 PH 3: 2'

143


THROUGH: 1. Allen Clemson, Administrator

FROM: Rick Loessberg, Director of Planning & Development """",.

SUBJECT: Proposed Logo for County Trail System

BACKGROUND

During the last few years, the County has begun putting a program into place that will help createa county-wide trail system. As some ofthe program's first projects should be completed during thiscurrent fiscal year, a special logo that can be placed on all acknowledgment/trail identification signs,as well as on maps and brochures, has been developed for the Court's consideration.

DESCRIPTION OF PROPOSED LOGO

The proposed logo is based on the Interstate Highway System shield since this emblem has come torepresent what is probably the ultimate large-scale transportation system. Using this emblem as thebasic design for a County trail logo, staff and the County's Park and Open Space Board reviewedover thirty different color combinations. In reviewing these combinations, specific attention wasgiven as to how the logo would look on both brochures and large trail signs, whether it would helpcreate a readily recognizable identity for the County's system, and how visible it would be at variousdistances and in varying degrees of light.

Based on this review, the three color combinations that are displayed in the attached illustration werefinally selected. Combination A features the traditional yellow/brown color scheme as the NationalPark Service and many State Parks. Combination B features the colors utilized in the County flag.Combination C utilizes colors that represent sky, water, and foliage.

Each of these combinations possesses some advantages and disadvantages. For instance, whileCombination A possesses perhaps the most visible color scheme, it is possible that some people,seeing the yellow/brown colors employed by the National Park Service and many state park agencies,may think that a Dallas County trail is actually a National Park Service or State Park trail. Similarly,while Combination B utilizes the colors in the Dallas County flag, most people probably do notknow that the County has a flag, and while Combination C utilizes "environmental" colors, manyof the County's trails will be located in distinctly urban settings.



of 2

However, although there may be some side issues associated with each combination, the County'sPark & Open Space Board believes that each option will generally serve the County and its trailprogram well; in an effort to further narrow the field ofpossible combinations, each Board memberwas asked to select what he thought were the two best options. The results indicated that there wasan almost equal amount of support for any of the three options: Combination A received 7 votes,Combination B received 6 votes, and Combination C received 5 votes.

IMPACT ON OPERATIONSIFINANCE

The trail logo will automatically be included in all related trail signs and publications. Since noCounty-related trail signs have yet been installed, there will be no need to update any existing signs.Also, sufficient time exists to include a logo in the design of the signs that will be installed later thisyear on the Katy Trail (Dallas) and Keenan Crossing Trail (Irving) projects. Since it was alwaysanticipated that the County would have a special trail logo included on these signs and since fundshave previously been budgeted for these signs, no additional funding or schedule altering will beneeded. Similarly, the logo will be scanned into any future reprints of the County's trail plan mapswhen additional copies are needed.

RECOMMENDATION

It is recommended that the County adopt any of the aforementioned color combinations as the traillogo for its trail program with Combinations A and B receiving priority consideration.

Recommended by:


attachment

cc: George Edwin, Chairman, Park & Open Space Board

144

TRAilS

A B c

145

January 25, 2000

DALLAS

',,.. TYf\.) COU-RT

JIM H A ~Ll...w4 26 PH :?:COUNTY DISTRICT CLERk S2

TO:

FROM:

SUBJECT:

Commissioners Court

Angela M. Igrisan, Special Assistant~

Mainframe Access for the FBI

BACKGROUND: The 1993 Brady Law required background checks for the purchase ofhandguns. These checks were to be performed by local law enforcement agencies who had 5 daysto respond. The Dallas Police Department was the designated agency for the North Texas Areaand employed four persons for this purpose.

In the fall of 1998, the Brady Law was amended to require background checks to be completedwithin 3 days, and shifted the responsibility for these checks from local law enforcement to theFBI. When this happened, the Dallas Police Department removed the four people it haddesignated to gather this information. As a result of these changes, all requests are now beinghandled by the FBI's Virginia office who is contacting the District Clerk's office for the felonyinformation. These inquiries have significantly increased the number of calls to the DistrictClerk's Office. Due to this increase in call volume that is expected to be sustained, and in theinterest ofbetter public service, the District Clerk's Office would like to ask that the FBI beallowed to use the County's mainframe system to access information, without paying the user feesassociated with this service.

OPERATIQNAL IMPACT: Prior to 1998, the District Clerk's Office recorded approximately1,250 phone calls per month in the Criminal Section. Since then, we have seen an increase in callvolume by 550 per month to 1,800 - a 44% increase. The calls from the FBI take priority andmust be answered within one day. Although some of the volume can be absorbed into the'normal' workload of the department, we estimate that each call takes a minimum of3 minutes torespond to, or approximately 28 hours each month. Because of this, District Clerk staff has hadto work some overtime to handle the 'normal' workload of the department. Assuming we canabsorb approximately 50% of the calls, we estimate that approximately 168 hours overtime wouldbe expended during the year to accommodate the calls from the FBI. Additionally, the FBI canonly contact our office during normal business hours, and we have experienced a large number ofrequests for information from the FBI on Mondays, due to weekend purchase requests forfirearms.

A solution to this problem would be to offer the FBI access to our mainframe to obtain theneeded information 24 hours per day. Not only would this expedite the process for all personsinvolved, it would alleviate most of the 550 calls each month to our office for this purpose. Thisaccess would be the same service offered to the public and other entities, which has drivers licenseand other 'sensitive' information blocked from view.

600 COMMERCE STREET • DALLAS, TEXAS 75202 (214) - 653 -7149FAX (214) - 653 - 6634 e-mail: [email protected]

web site: www.dallascounty.org!distc1erk1index.html146

The District Clerk's Office had requested SCT provide this access to the FBI for free, but wasinformed that this would be an exception to the County's normal procedures for this service.However, providing this service to the FBI is different from other contracts the County has withother governmental agencies because those entities are seeking information for employmentpurposes, not for public safety, as required under the Brady Law.

FISCAL IMPACT: Normally, the County charges entities a standard Administrative Fee of $75,and $.05 per screen viewed on the system. The information needed by the FBI would requireapproximately 3 screens per inquiry, or a revenue to the County of$82.50 per month for the 550calls. Currently, they are obtaining the information through our clerk's, utilizing their time, andnot paying for this information. Based on the assumptions noted above, the District Clerk'sOffice anticipates that approximately $252 of overtime at a grade 7 is needed each month tohandle the workload displaced by their requests. Thus, the cost to the County for providing thisservice is $3,024 annually, versus the $1,065 in revenue generated if they were to sign thestandard contract for this access. If the FBI could obtain this information directly from theircomputer system, we could forego the need for this overtime.

RECOMMENDATION: The District Clerk's Office recommends that Commissioners Courtauthorize the FBI free access to the County's mainframe to obtain felony record information forhandgun purchases under the Brady Law.

Recommended for Approval:

147


January 26, 2000

TYC S COUnT

00 Jr\N 26 PH 3: 52

To:

From:

RE:

Commissioners Court "- .. ~(;

Mattye Mauldin-Taylor, Ph.D~~\I'"'Director of Personnel/Civil Service

Rationale for Briefing and Court Order on Same Day

The Briefing and Court Order on the same day for a contract between Dallas County andNorth Texas Alliance [d/b/a! 'Employer Services"] is necessary to allow the contract tobe signed timely. The extension of the interim contract with Employer Services expiresJanuary 31, 2000.

148

501 Main Street, Room 103Criminal Courts Building Dallas, Te~~s 7~202


(214) 653-7638

00 JtJ4 26 PH 3: 52


(" :~ i.t u : '"::,;;-../1•••./ t ••• J ,-' .

CJU1lTYfEns CDURT

January 26, 2000

To: Commissioners Court

From: Mattye Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service

Subject: North Texas Alliance [d/b/a! "Employer Services"] Contract

BackgroundOn September 27, 1999 the Board of Governance of the Public Employees Benefit Cooperative(PEBC) considered four responses for Third Party Administration services for the PEBC. Theyselected North Texas Alliance [d/b/a! "Employer Services"] as the lowest and best proposer andasked the PEBC Executive Director, supported by members' legal counsel, to negotiate a finalcontract.

Court Order 99-1300 approved a contract with Employer Services to take over TPAresponsibilities from NYLCare from July 15, 1999 through December 31, 1999. On December21, 1999, the Commissioners Court extended the contract to January 31, 2000 to allow time forfinal contract negotiations. Those negotiations have produced the final recommended contract inAttachment A.

Impact on OperationsThe contract will provide for administrative services for the County's Medical Benefit Plans.

Financial ImpactThe cost of TPA services has been budgeted for and will be paid from the Employee BenefitsTrust.

Legal Review

The County Attorney has reviewed the Contract.

ldin Taylor, Ph.D.Personnel/Civil Service

Recommended by:

RecommendationThe Personnel/Civil Service Department recommends the Commissioners Court approve thecontract with North Texas Alliance [d/b/a! "Employer Services "J and authorize the CountyJudge to sign the contract on behalfofDallas County.

Ih

Attachment 149

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202 (214) 653-7638


DALLAS COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT 00 JAN 26 PM 3: 52

January 26, 2000

To:

From:

RE:

Commissioners Court ~Mattye Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service


The Briefing and Court Order on the same day is being requested to comply with therequirements of the Agreement between NYLCare and Dallas County. Aetna hasacquired NYLCare and the County must consent in writing before the rights andobligations ofNYLCare regarding the Agreement with the County can be transferred.

150

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202


(214) 653-7638

DALLAS COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT 00 JAN 26 PH 3: 52

January 26, 2000

To:

From:

Subject:

Commissioners Court

Mattye Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service

Assignment ofNYLCare Contract to Aetna Life Insurance Company

BackgroundAttachment A is an Assignment of Transferred Assets which will allow NYLCare Health Plans ofthe Southwest, Inc. to transfer its rights and obligations under the Administrative ServicesAgreement between NYLCare Health Plans of the Southwest, Inc. and Dallas to Aetna LifeInsurance Company. Aetna Life Insurance Company has acquired NYLCare Health Plans of theSouthwest, Inc. and, according to Dallas County's Agreement with NYLCare Health Plans of theSouthwest, Inc., any transfer of rights and obligations under the Agreement must be consented toin writing by Dallas County. This document contains that consent.

Impact on OperationsNone. The contract has been terminated by Dallas County on July 15,1999.

Financial ImpactAny rights or obligations existing with NYLCare will transfer to Aetna Life Insurance Company.

Legal Review

The County Attorney has reviewed the Agreement.

RecommendationThe Personnel/Civil Service Department recommends the Commissioners Court consent to theAssignment ofTransferred Assets and authorize the County Judge to sign the consent on behalfofDallas County.

Recommended by:

Attachment

501 Main Street, Room 103Criminal Courts Building

Taylor, Ph.D.rsonnel/Civil Service

Dallas, Texas 75202Equal Opportunity Employer

(214) 653-7638

151


INSERr

January 27,2000

To:

From:

RE:

Commissioners Court .r:Mattye Mauldin-Taylor, Ph.D.VWDirector of Personnel/Civil Service


The Briefing and Court Order on the same day for an Interlocal Agreement betweenDallas County and the North Central Texas Council of Governments is necessary toallow the Interlocal Agreement to be signed timely and prevent disruption of servicesbeing provided.

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202


INSERr

(214) 653-7638

DALLAS COUNTYPERSONNEL/CIVI~SERVICE DEPARTMENT

January 27,2000

To:

From:

Subject:

Commissioners Court

Mattye Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service

Interlocal Agreement with the North Central Texas Council of Governments

BackgroundThe Board of Governance of the Public Employees Benefit Cooperative (PEBC) hasrecommended that the members of the PEBC enter into individual Interlocal Agreements with theNorth Central Texas Council of Governments for the purpose of providing dedicated staff andsupport services for PEBC activities. The Interlocal Agreement (Attachment A) provides for aprofessional staff member, dedicated solely to the PEBC, half of a FTE for secretarial support,office space and other equipment necessary to perform required PEBC services.

Impact on OperationsThe Agreement will support continuity of vender services for the County's Employee HealthBenefit Plans.

Financial ImpactThe $156,854.00 total cost of the Interlocal Agreement will be split between the PEBCmembership on a pro rata basis. Dallas County's portion will be $90,787.10, which is budgetedfor and will be paid from the Employee Benefits Trust.

Legal Review

The County Attorney has reviewed the Interlocal Agreement.

RecommendationThe Personnel/Civil Service Department recommends the Commissioners Court approve theInterlocal Agreement with the North Central Texas Council ofGovernments and authorize theCounty Judge to sign the Interlocal Agreement on behalfofDallas County.

Recommended by:

Attachment

501 Main Street, Room 103Criminal Courts Building

ldin Taylor, Ph.D.Personnel/Civil Servic

Dallas, Texas 75202Equa I Opportunity Employer

(214) 653-7638

DALLAS COUNTY ELECTIONS DEPARTMENT

January 25, 2000

8.Ui ' 8~ I. e00 JAN 25 "i1 '+

To:

From:

Subject:

ISSUE

Commissioners Court ,

Bruce R. Sherbet, Administrator ~On-Site Support for Election Systems

On August 8, 1998, Commissioners Court passed Court Order 98-1552, which authorizedthe purchase of a voting system and provided for on-site support during elections. TheCourt Order identified on-site support through the November 1999 General Election.The vendor, Election Systems & Software has submitted an updated cost projection forthe 2000 election cycle. The cost projection identifies support for the early voting andelection day voting systems. Below listed are the per election costs for on-site support:

On-Site Support for 2000 Election Cycle

M-I00 Tabulation Support $17,500.00Cost includes ES&S Project Manager to be on-site to support the following functions:

• Creating the election definition• Support the use ofb-cubed software• Assist in the logic & accuracy tests• Provide warehouse consultation• Provide election day support

Votronic Tabulation Support $4,000.00Cost includes ES&S Votronic Specialist to be on-site for two to three day support. Thespecialist will do the following functions:

• Early voting poll opening and poll closing functions• Training

On-line Early Voting System $9,875.00Cost includes ES&S Voter Registration Specialist on-site:

• For a three week period• One week prior to early voting, plus coverage during the two week early

voting period

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SCHEDULE

The elections scheduled for on-site support are listed as follows:

March 14, 2000 Primary ElectionsApril 11, 2000 Primary Runoff ElectionsMay 6, 2000 Joint ElectionJune 3, 2000 Joint Runoff ElectionNovember 7, 2000 General Election

COST

Per election cost for on-site support for the election systems is $31,375.00. The on-sitesupport costs will be funded by the political parties for the primary elections and by theparticipating entities in the joint elections. Funding for on-site support for the Novembergeneral election will be identified in the FY 2001 budget.

RECOMMENDATION

It is recommended that the Dallas County Commissioners Court approve the on-sitesupport costs for the election systems for the 2000 election cycle.

2377 N. Stemmons Freeway Suite 820 Dallas, Texas 75207 214-819-6300

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FEBRUARY 1,2000

MISCELLANEOUS

1) STAFF - requests permission to submit annual letter to County Judges andCommissioners Association Continuing Education Committee for the purpose ofcompliance with the provisions ofHB27, 74th Legislature. (Continuing Education forCommissioners Jackson and Price by County staff.)

2) PUBLIC DEFENDER'S OFFICE - requests authorization to purchase one standarddesktop PC for $1,600 to be transferred from Unallocated Reserves. The PC would beused by the First Assistant to the ChiefPublic Defen<ier. Currently, the First Assistantmust use a terminal down the hallway to research questions asked by the publicconcerning criminal cases. A PC would vastly improve his ability to answer these andother queries, communicate with other County departments, stay up-to-date withlegislative activity, retrieve and disseminate dockets, and increase overall jobefficiency. This purchase is recommended by the MIS Director and the Office ofBudget and Evaluation.

3) AUTOMOTIVE SERVICE CENTER - requests authorization to replace or upgradethe following vehicles:

a) RH008/15 passenger van - van was purchased in 1991 and now has a crackedblock. Cost to replace the engine would be $6,000. However, due to its ageand maintenance history it is scheduled to be replaced in FY2001. As a result,it is recommended to be replaced in FY2000 at an estimated cost of$28,000.

b) RL070, RL087, and RL088 - were budgeted to be replaced in FY2000 with V2ton pickups (currently V2 ton pickups). The service beds on the old vehicleswere going to be removed and placed on the new vehicles. However, afterreviewing the usage of the pickups (repair history and amount of equipmentcarried) and the condition of the current service beds, it is recommended thatthey be replaced with 3/4 ton pickups with service beds at a total additional costof$15,200.

Total FY2000 increased cost due to the added replacement vehicle and the upgradesis $43,200. In addition, the three upgraded vehicles will no longer be dedicated CNGbut low emission vehicles. Funding is available from General Fund UnallocatedReserves. Recommended by the Office of Budget and Evaluation.

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TRAVEL REQUESTS

4) MANAGEMENT INFORMATION SYSTEMS - John Hennessey - GovernmentTechnology Conference - Austin, TX - February 15-18,2000: $675 from GeneralFund, Data Services/SCT Department, Conference Travel Account, FY2000 Budget,(00120.1090.04210.2000).

5) CONSTABLE, PCT. #1 - requests:

a) Dwayne Kurtz - Constable's Leadership Institute - Austin, TX - February 27March 1, 2000 in County vehicle with gas credit cards and no other cost toDallas County.

b) A. David, and L. Waller - Mandated Civil Process School - Austin, TXFebruary 15-18, 2000 in County vehicle with gas credit cards and no othercost to Dallas County.

c) Danny Kent, Bill Turner, John Grizzaffi, and Joe Williams - Mandated CivilProcess School - San Antonio, TX - April 16-19, 2000 in County vehicle withgas credit cards and no other cost to Dallas County.

6) INSTITUTE OF FORENSIC SCIENCES - requests:

a) Tim Sliter - DNA Grant Recipients Workshop - Washington, D.C. - March 4-7,2000 at no cost to Dallas County.

b) Drs. David Dolinak, Jennie Duval, Karen Ross, and Jill Urban - AnnualMeeting of the American Academy of Forensic Sciences - Reno, Nev. February 21-25, 2000 at no cost to Dallas County.

7) PROBATE COURT (DeSHAZO) -Nikki DeShazo and Rita Trammell- Texas CollegeofProbate Judges Workshop - San Antonio, TX - March 8-11,2000: $3 85 (DeShazo)and $700 (Trammell) from Probate Escrow Fund, Probate Court Department, FY2000Budget, (532-21667.0502.2000).

155

8) PROBATE COURT #2 (PRICE) -Samuel "Matt" Ellis - Texas College of ProbateJudges Workshop - San Antonio, TX - March 8-11, 2000: $538 from General Fund,Probate Ct. #2 Department, Escrow Account, FY2000 Budget, (005324702.21667.2000).

9) HEALTH & HUMAN SERVICES - requests:

a) Dr. Rita Moss - U.S. Geriatric & Long-Term Care Congress Conference - LasVegas, Nev. - June 10-17,2000 at no cost to Dallas County.

b) Barbara Davis - "Seniors at Risk: Pathways to Personal Safety & Independence"Training Class - Dallas, TX - February 10, 2000: $35 (registration) from GeneralFund, Preventive Health Department, Training Fees Account, FY2000 Budget,(00120.5213.02460.2000).

EXCEPTION TO TRAVEL REQUESTSUNLESS SPECIFICALLY OBJECTED TO, ALL ITEMS PRESENTED

AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

c) Dianne Rucker, Karen Curtis, Marsha Taylor, Virginia Smith, and EduvinaCruz - Seminar on Financial Exploitation ofthe Elderly - Dallas, TX - January27,2000: $150 from Grant Fund, Older Adult Services Department, TrainingFees Account, FY2000, (00466.8400.02460.2000).

10) PROBATE COURT #1 - Teresa Williams - Seminar on Financial Exploitation of theElderly - Dallas, TX - January 27, 2000: $10 each from Probate Court, Probate CourtNo.2, and Probate Court No.3 for a total of $30 from Escrow Accounts.

MISCELLANEOUS EQUIPMENT

1) DEPARTMENT: 4822ITEMS:ESTIMATED COST:FUNDING SOURCE:

Justice Qfthe Peace 2-2 (Whitney)1 Floor Safe$520 (Additional Funding)Reserves andContingency, Furniture & Equipment

156

2)

3)

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 1035ITEMS:

ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 5217ITEM:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

PROPOSED ACTION:

00120.4822.02090.2000 (General Fund, J.P. 2-2,Property under $500, FY2000)Justice ofthe Peace 2-2 requests additional fundingto purchase a floor safe large enough to hold all ofthe blank special fund checks currently stored indesk drawers. Recommended by the Office ofBudget and Evaluation.

Tax Assessor/Collector1 - PC with Access & MS Office Professional($2,597)1 - Memory upgrade ($92)$2,689Reserves and Contingency, Furniture & Equipment00120.1035.08630.2000 (General Fund, TaxAssessor/Collector, Computer Hardware, FY2000)The Tax Assessor requests a PC with a minimumWindows, Access, and MS Office Professionalinstalled. The requested equipment is needed totest modifications and enhancements to the overallTax System and to ensure compatibility with theCity of Dallas Tax system in the planned taxcollection merger with the City ofDallas. The TaxAssessor also requests a memory upgrade on one ofthe Tax Office Data Services PC. Recommendedby the MIS Director.

Inmate Health Services (Health & Human Services)2 - Wheelchairs$63000120.5217.02920.2000 (Medical SuppliesWithin Budget)00120.5217.02090.2000 (General Fund, InmateHealth Services, Property less than $500, FY2000)The department is requesting the replacement oftwo wheelchairs for the Juvenile Detention CenterClinic. Wheelchairs are used to transport residentsto the clinic from various areas in the building.The current wheelchairs were acquired from theadult jail system and have numerous tears andbroken pieces, making them inappropriate forcontinued use. As with all inmate healthexpenditures, the County will be reimbursed by theHospital District. Recommended by the Office ofBudget and Evaluation.

157

TELECOMMUNICATIONS REQUESTS

SheriffM-OOOI043 - requests to activate line previously used for a fax to be used for modemaccess. Installation: $105.00; no monthly service increase. Recommended.

Heath & Human Services - requests:M-OOOI038 - to relocate extensions 256, 255, and 261 to new locations on the 3rd floor.Installation: $660.00; no monthly service increase. Recommended.

M-OOOI035 - to install a single-line phone to be used with a modem. Installation: $137.50;no monthly service increase. Recommended.

M-OOOI034 - to install four new single-line phones to be used by new employees. Installation:$577.50; no monthly service increase. Recommended.

Tax Qffice M-OOOI018 - requests to install a single-line phone to be used with a modem.Installation: $165.00; no monthly service increase. Recommended.

Elections M-OOOI046 - requests to replace a single-line phone with a multi-line phone.Installation: $110.00; no monthly service increase. Recommended.

Data Services M-OOOI041 - requests to exchange the location ofextensions 6007 and 6304.Installation: $110.00; no monthly service increase. Recommended.

Juvenile M-OOOI028 M-OOOI029 M-OOOI030 - requests to install three new single-lines tobe used with modems. Installation: $825.00; no monthly service increase. Recommended.

Facilities M-OOOI022 - requests to install a single-line phone at various sites to terminate inthe Modular Building Controller. Installation: $715.00; no monthly service increase.Recommended.

Funding for the above request is available from countywide Department 800, line item 432,Telephone Contingency.

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