A. B. C. D. – page 4 E. · 2017. 11. 22. · Texas Department of Housing and Community Affairs...

AGENDA Texoma Council of Governments

Governing Board Meeting Thursday, February 21, 2013 – 5:30 p.m.

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A. Call to Order & Declaration of a Quorum

B. Invocation and Pledges

C. Welcome Guests

D. Approval of Minutes: Approve Meeting Minutes for January 2013 – page 4

E. Executive Director’s Report a. Legislative Priorities Update b. 2-1-1 Texoma Program Presentation – Judy Fullylove, 2-1-1 Program Manager

F. Consent All items on Consent Agenda are considered to be routine by the Council of Governments and will

be enacted with one motion. There will not be separate discussion of these items unless a member of the governing body or a citizen so requests, in which event these items will be removed from the general order of business and considered in normal sequence.

1. January 2013 Liabilities (AF): Authorize the Secretary/Treasurer to make payments in the amounts as listed.

Terrell Culbertson, Finance Director – page 6

2. Community Services Block Grant – Program Year 2013 (CS): Authorize submission of the Community Services Block Grant (CSBG) FYE 2013 budget to the Texas Department of Housing & Community Affairs (TDHCA).

Brenda Smith, Energy Services Program Manager – page 21

3. Comprehensive Energy Assistance Program (CEAP) Contract (CS): Authorize the Executive Director to execute the contract with the Texas Department of Housing and Community Affairs (TDHCA) for Comprehensive Energy Assistance Program funding in the amount of $699,264.

Brenda Smith, Energy Services Program Manager – page 28

4. Household Hazardous Waste MOU (GS): Approve signing a Memorandum of Understanding (MOU) with Grayson College for the use of their west campus parking lot for collection of Household Hazardous Waste (HHW) on April 20, 2013.

David Trout, Municipal Solid Waste Program Manager – page 48

5. TCOG Criminal Justice Advisory Committee (CJAC) New Members for 2013 (GS): Authorize the following TCOG Criminal Justice Advisory Committee (CJAC) members for the term of 2013-2015

CJ Durbin-Higgins, Public Safety Program Manager – page 51

G. Action 1. TCOG FYE 2013 Auditor Selection (AF): Authorize the audit engagement for fiscal year ending

April 30, 2013. Terrell Culbertson, Finance Director – page 53

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2. Government Services Department Consultants Memorandum of Understanding (GS): Authorize suspension of normal procurement process and authorize sole source selection in order to execute the attached Memorandum of Understanding with Eric Neagu and Beverly Santicola (Project Team) to provide planning facilitation, consulting and grant writing assistance to the Government Services Department of Texoma Council of Governments.

Randy McBroom, Government Services Department Director – page 55

3. TCOG Personnel Policy Manual Amendment (AF): Accept and authorize issuing an amendment to TCOG’s Personnel Policy Manual regarding Funeral Leave.


4. Tenure Recognition Policy (AF): Authorize adding Section 14.9 Tenure Recognition to TCOG Personnel Policy Manual.


5. Texoma COG Proposed Budget FYE 4/30/2014 (AF): Take the following action regarding TCOG’s Proposed Budget for FYE 2014:

a. Approve Proposed Financing Plan for FYE 2014 b. Approve TCOG Unrestricted Fund FYE 2014 Proposed Uses c. Approve Proposed FTE and Salary Budget Authority for FYE 2014 and State Salary

Comparison d. Set Indirect Cost Allocation Rates at 11.74% for General and Administrative Expense

and 14.80% for On-Site Programs using a base of appropriate Direct Personnel Costs for FYE 2014

e. Set Central Service IT Cost Allocation Rate at 7.43% using a base of appropriate Direct Personnel Costs for FYE 2014

f. Set Employee Benefit Rate at 56.0% for FYE 2014, adopt FYE 2014 holiday schedule as presented

g. Approve dues structure for FYE 2014 h. Approve extension of Gallagher Building loan payments for FYE 2014 approximately

$17,202 per month Terrell Culbertson, Finance Director – page 68

6. Refinance Existing Building Loan (AF): Authorize the Executive Director to execute an agreement to refinance the existing building loan and establish a line of credit at Prosperity Bank.


7. Electric Service Contract with Direct Energy for Gallagher Office Building (AF): Ratify execution of a contract with Direct Energy to provide electric service to the Gallagher Office Building for the period of May 2013 through April 2016 at a fixed rate of $0.5427 per kwh.


8. Authorize to Increase Personal Vehicle Mileage Rate to $0.565 Per Mile (AF): Authorize increasing personal vehicle mileage rate to $0.565 per mile effective March 1, 2013.


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AS: Aging Services Department AF: Administration & Finance Department CS: Client Services Department GS: Government Services Department

Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Jeannette Phillips at 903-813-3510 two (2) work days prior to the meeting so that appropriate arrangements can be made. The above Agenda was posted online at http://www.tcog.com and physically posted at the Texoma Council of Governments offices in a place readily accessible to the public. The Agenda was also faxed to the County Clerk offices in Cooke, Fannin and Grayson Counties, Texas on Friday, February 15, 2013.

9. Report of TCOG Investments (AF): Accept this report of investments for the period November 1, 2012 through January 31, 2013.


10. Annual Review of TCOG Investment Policy (AF): Review TCOG Investment Policy and provide direction to staff regarding any desired changes.


11. TCOG FYE 2013 Budget Status Update (AF): Accept recommendation, if any, regarding TCOG FYE 2013 Budget.


H. President’s Report

I. Adjourn

Texoma Council of Governments Minutes

Governing Board Meeting Thursday, January 17, 2013 – 5:30 p.m.

Members Present: Al Smith, Mark Merrill, Roy Floyd, Cecil Jones, Bill Lindsay, Mary Norris, Joey Anderson, John Roane, David Spindle, Cary Wacker, Bill McFatridge A. Al Smith called the meeting to order and a quorum was declared of the Governing Board at 5:30

p.m. B. Invocation and Pledges C. Welcome Guests: Jonathan Cannon, Morgan Downing

Staff Present: Susan B. Thomas, PhD, Terrell Culbertson, Karen Bray, Allison Minton, Randy McBroom, PhD, Rayleen Bingham, David Trout, Sean Norton, Mindi Jones, Michael Schmitz

D. A motion was made by Cecil Jones to approve the minutes for the month of December 2012. This motion was seconded by Roy Floyd. Motion carried.

E. Executive Director’s Report 1. Randy McBroom, Government Services Department Director, provided an update on upcoming

department workshop which focuses on grant-funded projects to increase program collaboration and leverage resources for smaller communities and municipalities.

2. Update on legislative priorities set by Texas Association of Regional Councils. Five top priorities: 9-1-1 Service Fee and Solid Waste Disposal Fees, the State Financial Assistance Grant (formerly State Planning Assistance Grant) was renamed Intergovernmental Efficiency and Coordination Grant allows TCOG to meet match requirements. TCOG has been without it for three years. Also priorities: Radio Interoperability and Regional Law Enforcement Training Program.

3. David Trout, Municipal Solid Waste Program Manager, provided a presentation on the Municipal Solid Waste Program.

F. A motion was made by Bill Lindsay to approve the Consent Items. This motion was seconded by Cary Wacker. Motion carried.

1. Authorize the Secretary/Treasurer to make payments in the amounts listed. 2. Authorize the Executive Director to enter into an Amy Young Barrier Removal contract with the

Texas Department of Housing and Community Affairs (TDHCA). 3. Authorize the Executive Director to execute a memorandum of understanding with North Texas

Youth Connection to accept $96,750 of the Emergency Solutions Grant funded through the Texas Department of Housing and Community Affairs (TDHCA).

4. Authorize the Executive Director to execute a contract with Texas Association of Community Action Agencies (TACAA) on behalf of ONCOR Electric Delivery Company in an amount up to $175,000.

G. Action 1. A motion was made by Roy Floyd to accept grant funding in the amount of $100,000 from the

Texoma Senior Citizens Foundation for the purpose of providing services for seniors in the Sherman area through TCOG’s Care Coordination Program. This motion was seconded by Cary Wacker. Motion carried.

2. A motion was made by Cary Wacker to authorize submission of the Annual Section 8 Management Assessment Program (SEMAP) certification to the Department of Housing and Urban Development (HUD) for Fiscal Year ending December 31, 2012. This motion was seconded by Mary Norris. Motion carried.

Governing Board Meeting Minutes Thursday, January 17, 2013 Page 2

3. A motion was made by Mark Merrill to approve the contract amendment between TCOG and the Texoma Housing Partners (THP) to provide for an annual Management Fee. This motion was seconded by Cecil Jones. Motion carried.

4. A motion was made by Roy Floyd to accept recommendation to increase employee benefit allocation rate to 57% effective January 1, 2013. This motion was seconded by Bill Lindsay. Motion carried.

H. President’s Report I. A motion was made by Al Smith to adjourn the meeting at 6:13 p.m. Motion carried. AF: Administration & Finance Department AS: Aging Services Department CS: Client Services Department GS: Government Services Department Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Jeannette Phillips at 903-813-3510 two (2) work days prior to the meeting so that appropriate arrangements can be made. The above Agenda was posted online at http://www.tcog.com and physically posted at the Texoma Council of Governments offices in a place readily accessible to the public. The Agenda was also faxed to the County Clerk offices in Cooke, Fannin and Grayson Counties, Texas on Friday, January 11, 2013.

TEXOMA COUNCIL OF GOVERNMENTS

Check/Voucher Register - LIABILITY LISTING

0017 - SECT 8 CASH IN BANK CHASE

From 1/1/2013 Through 1/31/2013

Vendor Name NumberCheck

Check Date Transaction Description Check Amount

76135ABLE ESTATE / DIAMOND PLACE APT. 1/2/2013 G-01183 403.00




76172ALBANNA, REBECCA G. 1/2/2013 G-00954 279.00

76173AMBIT ENERGY LP 1/2/2013 VARIOUS CLIENTS 451.00

76325AMBIT ENERGY LP 1/2/2013 #A3463811 133.00

76451AMBIT ENERGY LP 1/17/2013 #A3366208 81.00

76326AMLIN, MARSHALL D. 1/2/2013 F-00275 266.00

76130ARROW WOOD APTS. 1/2/2013 various clients 1,267.00

76166ARROW WOOD APTS. 1/2/2013 G-01120 219.00

76174ARROW WOOD APTS. 1/2/2013 VARIOUS CLIENTS 3,692.00

76327ATKIN, VERNA 1/2/2013 F-00714 350.00

76175ATMOS ENERGY CO 1/2/2013 #80-005673216-0243754-2 17.00

76328ATMOS ENERGY CO 1/2/2013 #8000092780002106210 55.00

76329ATMOS ENERGY CO 1/2/2013 #80-005065974-0208229-0 39.00

76176ATNIP, JULIE M. / JULIE ATNIP PROPER... 1/2/2013 G-00322 198.00

76334BA RESIDENTIAL, L.L.C. 1/2/2013 VARIOUS CLIENTS 1,412.00

76330BACON, JAMES L. 1/2/2013 F-00720 334.00

76177BANKS, WANDA M. 1/2/2013 G-01110 761.00

76178BARRETT, CARMAN M. 1/2/2013 G-01146 520.00

76179BARRIER, JEFF N. 1/2/2013 G-01122 740.00

76180BAUGH , LEWIS C. 1/2/2013 G-01079 602.00

76332BAUMAN, JACQUELYN 1/2/2013 F-00616 243.00

76181BEALL, DAVID M. 1/2/2013 G-01072 337.00

76182BELL, MARGARET CARREATHERS 1/2/2013 G-00870 447.00

76333BERUBE, LINDA MARIE 1/2/2013 F-00095 167.00

76391BILLY JOE NELMS 1/2/2013 F-00723 400.00

76184BLUESTONE PARTNERS LLC 1/2/2013 G-00939 731.00

76185BOHNANNAN, RONALD DION 1/2/2013 G-00710 412.00

76335BONHAM APARTMENTS LTD 1/2/2013 VARIOUS CLIENTS 3,936.00

76336BONHAM VILLAGE APARTMENTS, LTD. 1/2/2013 VARIOUS CLIENTS 539.00

76142BOOTH, BRUCE 1/2/2013 G-01031 339.00

76164BOOTH, BRUCE 1/2/2013 G-01076 440.00

76246BOOTH, BRUCE 1/2/2013 VARIOUS CLIENTS 778.00

76193BOOTH, BRUCE / BOOTHE FAMILY TR... 1/2/2013 VARIOUS CLIENTS 1,076.00

76337BORJAS, BASILISA 1/2/2013 F-00031 499.00

76186BOYD, QUENTON 1/2/2013 G-00808 155.00

76338BRANDANI, JOE 1/2/2013 VARIOUS CLIENTS 1,040.00

76187BRANDMAN, JOHN D. 1/2/2013 G-01143 565.00

76339BRISTOL SQUARE APARTMENTS 1/2/2013 VARIOUS CLIENTS 1,142.00

76188BROWN, WILLIAM 1/2/2013 G-00940 246.00

76340BUCHANAN, MARK. A 1/2/2013 F-00108 427.00

76189BUCKNER, KELVIN 1/2/2013 G-00572 444.00

76341BURNETT, JOHN W. 1/2/2013 F-00762 393.00

76331BURT, WILLIAM RUSSELL 1/2/2013 F-00777 440.00

76342BURT, WILLIAM RUSSELL 1/2/2013 VARIOUS CLIENTS 630.00

76190BURTON, GREGORY P. 1/2/2013 G-00838 750.00

76343BUTLER, BOBBY L. 1/2/2013 F-00318 276.00

76191CABRERA, VALENTINA 1/2/2013 G-00959 397.00

76151CAL SHERM PARTNERS L.P. 1/2/2013 VARIOUS CLIENTS 1,151.00

76293CAL SHERM PARTNERS L.P. 1/2/2013 VARIOUS CLIENTS 2,137.00

76436CAL SHERM PARTNERS L.P. 1/17/2013 G-01165 162.00

76131CALIX PROPERTIES 1/2/2013 G-00683 269.00




From 1/1/2013 Through 1/31/2013



76192CALIX PROPERTIES 1/2/2013 VARIOUS CLIENTS 4,057.00

76433CALIX PROPERTIES 1/17/2013 G-01191 295.00

76344CARAWAY, ROBERT 1/2/2013 F-00239 339.00

76194CARR, SANDRA GAIL 1/2/2013 G-00788 146.00

76196CARTER II, CRETA LYNN 1/2/2013 G-00406 561.00

76132CARTER, BOBBIE J. 1/2/2013 G-01078 659.00

76195CARTER, BOBBIE J. 1/2/2013 G-01038 499.00

76345CARY, JOSEPH 1/2/2013 F-00701 331.00

76346CASTLE PROPERTIES 1/2/2013 VARIOUS CLIENTS 1,411.00

76431CHAFFIN, CHRISTEN AND GUILD MORT... 1/17/2013 G-HO-00006 199.00

76197CHEN, DONNY Y. 1/2/2013 G-00789 675.00

76198CHICAGO LEGACY GROUP LP 1/2/2013 VARIOUS CLIENTS 622.00

76199CHOI, JOHN H. 1/2/2013 G-01074 162.00

76347CITY OF BONHAM 1/2/2013 #109563 52.00

76348CITY OF BONHAM 1/2/2013 #113100 39.00

76201CITY OF DENISON 1/2/2013 #511270-011 79.00

76202CITY OF DENISON 1/2/2013 #842090012 18.00

76203CITY OF DENISON 1/2/2013 #810450-003 34.00

76442CITY OF SHERMAN 1/17/2013 #404-1920-00 58.00

76200CLONTZ, LOIS A. 1/2/2013 G-01036 330.00

76204CONCORD VILLAGE APTS 1/2/2013 G-00277 195.00

76205COTTRELL, WILLIE 1/2/2013 G-01004 575.00

76349COUNTRY VILLAGE OF BONHAM 1/2/2013 VARIOUS CLIENTS 3,086.00

76183COX, LAWRENCE D. 1/2/2013 G-01105 725.00

76206CREW, JACK 1/2/2013 G-01029 393.00

76208CROCKER, JIM I. 1/2/2013 G-00161 600.00

76209CROCKER, JIM I. 1/2/2013 G-00306 247.00

76210CUPID PROPERTIES LLC 1/2/2013 VARIOUS CLIENTS 1,500.00

76350DAVIS SUZANNE 1/2/2013 F-00661 419.00

76211DAVIS, JOSEPH 1/2/2013 VARIOUS CLIENTS 940.00

76133DEAN GILBERT REALTORS 1/2/2013 G-00733 221.00


76212DEAN GILBERT REALTORS 1/2/2013 VARIOUS CLIENTS 1,121.00


76141DENISON LAKEVIEW PARK 1/2/2013 VARIOUS CLIENTS 912.00

76245DENISON LAKEVIEW PARK 1/2/2013 VARIOUS CLIENTS 3,678.00

76445DENISON LAKEVIEW PARK 1/17/2013 G-PBV-00010 398.00

76145DGR MGT CO. INC. 1/2/2013 VARIUS CLIENTS 791.00

76165DGR MGT CO. INC. 1/2/2013 G-01179 525.00

76260DGR MGT CO. INC. 1/2/2013 VARIOUS CLIENTS 894.00

76214DIRECT ENERGY 1/2/2013 VARIOUS CLIENTS 136.00

76352DIRECT ENERGY 1/2/2013 #651211054 19.00

76353DIRECT ENERGY 1/2/2013 #653233585 75.00

76354DIRECT ENERGY 1/2/2013 #3611575 81.00

76438DIRECT ENERGY 1/17/2013 #653671065 61.00

76443DIRECT ENERGY 1/17/2013 #641328414 162.97

76264DIRECT ENERGY LP 1/2/2013 #11664 116.00

76136DIXON JR, GENE 1/2/2013 VARIOUS CLIENTS 1,753.00

76159DIXON JR, GENE 1/2/2013 G-00590 417.00

76163DIXON JR, GENE 1/2/2013 VARIOUS CLIENTS 457.00

76233DIXON JR, GENE 1/2/2013 VARIOUS CLIENTS 2,000.00

76351DNJ REAL ESTATE 1/2/2013 F-00606 277.00

76355DOYLE, GARRY D. 1/2/2013 F-00743 428.00

76215DPI ENERGY LLC 1/2/2013 #301849 81.00




From 1/1/2013 Through 1/31/2013



76356DULANEY, JERRY M. 1/2/2013 F-00706 233.00

76357DUNCAN CLIFTON WINRIGHT 1/2/2013 F-00726 405.00

76217DUNLAP, KIM 1/2/2013 VARIOUS CLIENTS 1,093.00

76218DUNN, DONALD RAY 1/2/2013 G-00138 252.00

76162EAST COAST MANAGEMENT LLC 1/2/2013 G-01096 490.00

76219EAST COAST MANAGEMENT LLC 1/2/2013 VARIOUS CLIENTS 1,274.00

76358ENLOW GROUP LLC 1/2/2013 VARIOUS CLIENTS 2,345.00

76359EVANS, JESSICA M. 1/2/2013 F-00740 336.00

76167F.L RAINTREE LTD 1/2/2013 G-01046 403.00

76360FANNIN CO ELECTRIC CO-OP INC 1/2/2013 #5169701 100.00

76221FIRST CHOICE POWER 1/2/2013 VARIOUS CLIENTS 682.00

76361FIRST CHOICE POWER 1/2/2013 VARIOUS CLIENTS 355.00

76440FIRST CHOICE POWER 1/17/2013 #673218079 76.00

76222FORINASH, BRIAN P. 1/2/2013 G-01024 406.00

76223FRANKS, HELEN 1/2/2013 G-01013 79.00

76224FREDERICKSON, JAMES R. 1/2/2013 VARIOUS CLIENTS 869.00

76362FRICKE, JUNE 1/2/2013 F-00503 319.00

76225FULLER, DANNY G. 1/2/2013 VARIOUS CLIENTS 623.00

76363GARZA, JUAN M 1/2/2013 VARIOUS CLIENTS 725.00

76448GARZA, PAMELA AND THE FIRST NATIO... 1/17/2013 F-HO-00005 443.83

76226GILSTER INC. DBA GILSTER PROPERT... 1/2/2013 G-01066 306.00

76364GLASER, GREG 1/2/2013 F-00781 869.00

76365GLASER, JUDITH 1/2/2013 VARIOUS CLIENTS 995.00

76366GODBEY, JOHN 1/2/2013 F-00170 55.00

76227GOODE, RHONDA 1/2/2013 VARIOUS CLIENTS 579.00

76367GOODWIN J.D. 1/2/2013 F-00739 288.00

76228GREENE, DAVID P. 1/2/2013 G-00042 431.00

76446GREER, FRANCES AND USDA RURAL D... 1/17/2013 F-HO-00002 194.00

76368GRIJALVA, SAUL 1/2/2013 F-00704 552.00

76450GUILD MORTGAGE COMPANY AND HO... 1/17/2013 F-HO-00006 9.00

76280GVD RIDGEVIEW LLC 1/2/2013 VARIOUS CLIENTS 1,008.00

76229HALLFORD, LOUIE A. 1/2/2013 VARIOUS CLIENTS 1,131.00

76230HAMPTON, MICHAEL L. 1/2/2013 G-00380 402.00

76158HARDWICK, RANDY 1/2/2013 G-00746 626.00

76231HARDWICK, RANDY 1/2/2013 VARIOUS CLIENTS 2,032.00

76369HARDY, RUSSELL DON 1/2/2013 VARIOUS CLIENTS 708.00

76370HARVEY, JOHN MILTON 1/2/2013 F-00698 150.00

76371HERNANDEZ, ANTONIO 1/2/2013 F-00282 550.00

76372HIGGS, BOBBY L. 1/2/2013 F-00638 350.00

76138HILLTOP VILLAGE APARTMENTS 1/2/2013 VARIOUS CLIENTS 965.00

76235HILLTOP VILLAGE APARTMENTS 1/2/2013 VARIOUS CLIENTS 7,099.00

76435HILLTOP VILLAGE APARTMENTS 1/17/2013 G-00313 340.00

76373HOFMANN MRAZ CARE HOME 1/2/2013 VARIOUS CLIENTS 2,204.00

76207HOGENSON, REGINA COX 1/2/2013 G-01102 410.00

76236HOLLON, LARRY BRET 1/2/2013 G-01056 225.00

76374HOLMES, JR., JOSEPH R. 1/2/2013 F-00681 260.00

76379HOMESTEAD ESTATES MHP/ JUSTICE P... 1/2/2013 VARIOUS CLIENTS 1,850.00

76140HORNER, MELISSA ANN 1/2/2013 G-00458 384.00

76232HOUSING ASSOICIATES OF HERITAG 1/2/2013 VARIOUS CLIENTS 6,045.00

76375HUNT, JOE G. 1/2/2013 F-00043 252.00

76237IOLA DBA TAPPAN ZEE 1/2/2013 G-00904 658.00

76238JACOBS, RICHARD 1/2/2013 G-00952 666.00

76376JAYNES, LONNIE J. 1/2/2013 F-00477 445.00

76239JENKINS, FRANCES 1/2/2013 VARIOUS CLIENTS 867.00




From 1/1/2013 Through 1/31/2013



76240JENNINGS, MICHAEL 1/2/2013 G-00816 33.00

76139JOHNSON, G.F. 1/2/2013 G-01130 170.00

76242JOHNSON, G.F. 1/2/2013 G-01002 514.00

76377JPL FAMILY LTD PARTNERSHIP 1/2/2013 VARIOUS CLIENTS 708.00

76322JSBR INC. 1/2/2013 G-00984 469.00

76244JUST ENERGY TEXAS I CORP. 1/2/2013 #6031762 93.00

76378JUST ENERGY TEXAS I CORP. 1/2/2013 #4745325 40.00

76243KARAM, GEORGE 1/2/2013 G-00350 344.00

76380KATY CREEK RETIREMENT VILLAGE 1/2/2013 VARIOUS CLIENTS 2,740.00

76382KINGSTON PROPERTIES 1/2/2013 VARIOUS CLINETS 631.00

76434KIRKPATRICK, JAMES 1/17/2013 G-01190 561.00

76247LAMB, BILLY J 1/2/2013 G-00321 350.00

76383LANCET COURT APARTMENTS 1/2/2013 VARIOUS CLIENTS 470.00

76143LATIMER, JAY 1/2/2013 G-01006 388.00

76248LATIMER, JAY 1/2/2013 G-01148 508.00

76249LAUGHLIN, GLEN 1/2/2013 VARIOUS CLIENTS 842.00

76250LEAK, KENNETH 1/2/2013 G-01028 90.00

76384LIPSCOMB, CHAD CARLTON 1/2/2013 F-00243 287.00

76251LITTLEFIELD, WILLIAM 1/2/2013 G-00783 422.00

76252LJUNGKULL, JOEL 1/2/2013 VARIOUS CLIENTS 693.00

76144LOPEZ, NIKOL L. 1/2/2013 G-00928 269.00

76253MALMAY , MICHELLE LYNN 1/2/2013 VARIOUS CLIENTS 2,347.00

76385MARTINEZ SR., RICARDO A. 1/2/2013 F-00690 400.00

76254MATLOCK, DOROTHY 1/2/2013 G-01168 508.00

76387MC CORMICK, LARRY W 1/2/2013 V-XXX-0042 559.00

76386MCBROOM, DAVID R. 1/2/2013 F-00724 334.00

76255MCCLOUR, CHRIS 1/2/2013 G-00741 139.00

76256MCDONNELL, DEE JUANITA 1/2/2013 G-00036 268.00

76257MILLSAP, BOB L 1/2/2013 VARIOUS CLIENTS 2,836.00

76423MISSOURI OZARKS COMMUNITY ACTIO... 1/8/2013 G-01025 311.00

76452MISSOURI OZARKS COMMUNITY ACTIO... 1/31/2013 SECTION 8 ADMIN. CHARGE FOR PORTABILITY

44.79

76258MITCHELL, SYLVIA 1/2/2013 G-00737 650.00

76259MOHAMMED, ABDUL 1/2/2013 VARIOUS CLIENTS 1,705.00

76137MONROE, MARLENE 1/2/2013 G-01178 389.00

76234MONROE, MARLENE 1/2/2013 G-01141 345.00

76388MOORE, CECELIA F 1/2/2013 F-00125 419.00

76261MORRIS, MARY L. 1/2/2013 G-00864 659.00

76441MORRIS, MARY L. 1/17/2013 G-00864 659.00

76389MORRIS, RANDY K. 1/2/2013 VARIOUS CLIENTS 1,436.00

76390MURPHY PROPERTIES 1/2/2013 VARIOUS CLIENTS 1,253.00

76262NATAYENA L.L.C 1/2/2013 G-00661 403.00

76263NIBLET, WILLIAM C. 1/2/2013 G-00848 615.00

76265NORMANDY MANOR APARTMENTS 1/2/2013 VARIOUS CLIENTS 4,075.00

76266NORTH TEXAS RENT HOMES 1/2/2013 G-00487 603.00

76392NORTH TEXAS RENT HOMES 1/2/2013 F-00328 308.00

76394NUNNELEE, ROBERT M 1/2/2013 VARIOUS CLIENTS 2,115.00




76397NUNNELEE, ROBERT M 1/2/2013 F-00284 197.00

76146OAKVIEW RENTALS LP 1/2/2013 VARIUS CLIENTS 640.00

76267ODOM, RODNEY LEE 1/2/2013 V-XXXXXIV-0049 363.00

76148OHC/PARK MANOR LTD 1/2/2013 VARIOUS CLIENTS 1,463.00




From 1/1/2013 Through 1/31/2013



76269OHC/PARK MANOR LTD 1/2/2013 VARIOUS CLIENTS 3,230.00

76323OSCAR MARTINEZ 1/2/2013 F-000460 411.00

76398OTTMO, WANDA J 1/2/2013 F-00246 181.00

76268OWENS, JAMES W DBA 1/2/2013 V-XX-0012 285.00

76447PADILLA, RAYMOND JR. AND BANK OF ... 1/17/2013 F-HO-00003 154.00

76147PAGE, JOHN 1/2/2013 G-00938 381.00

76399PAGE, PETER C 1/2/2013 VARIOUS CLIENTS 457.00

76270PATTERSON, DAVID R. 1/2/2013 G-00953 725.00

76271PATTON, CHRISTOPHER 1/2/2013 G-01100 551.00

76400PENDERGRASS, RANDY 1/2/2013 F-00562 200.00

76272PERKINS, GLEN 1/2/2013 VARIOUS CLIENTS 953.00

76428PETERSON, TRAVIS AND BANK OF TEX... 1/17/2013 G-HO-00003 502.00

76401PHILLIPS, ROBBIE F. 1/2/2013 V-VII-0048 219.00

76273PIERCE, JAMES DEAN 1/2/2013 G-00554 615.00



76276PIERCE, WILBURN L. 1/2/2013 G-01099 600.00

76277POLLARD, TROY LYNN 1/2/2013 VARIOUS CLIENTS 795.00

76402PUGH, MELTON D. 1/2/2013 F-00495 324.00

76149R&M PROPERTIES 1/2/2013 G-00820 498.00

76278R&M PROPERTIES 1/2/2013 VARIOUS CLIENTS 2,016.00

76279RELIANT ENERGY 1/2/2013 VARIOUS CLIENTS 293.00

76324RELIANT ENERGY 1/2/2013 7144172-9 112.00

76403RELIANT ENERGY 1/2/2013 VARIOUS CLIENTS 313.00

76150REYNOSO, HECTOR M. 1/2/2013 G-00948 370.00

76429ROGERS, JOHNNY AND WELLS FARGO ... 1/17/2013 G-HO-00004 251.00

76281RONCYN PROPERTY MANAGEMENT INC. 1/2/2013 VARIOUS CLIENTS 780.00

76404ROSS, NORA F. 1/2/2013 F-00717 267.00

76282ROSS, RONNIE D. 1/2/2013 G-00415 575.00

76283ROW, BILLY F. 1/2/2013 V-XXXXIII-0039 280.00

76284ROWLAND, DANIEL E. 1/2/2013 G-00181 397.00

76285RUMSEY, ROBERT 1/2/2013 G-00569 412.00

76286RUMSEY, ROBERT 1/2/2013 G-01067 377.00

76287RUMSEY, ROBERT 1/2/2013 G-00853 650.00

76288RUMSEY, ROBERT 1/2/2013 G-00890 380.00

76153S.S. PARTNERS MGMT. L.L.C. 1/2/2013 VARIOUS CLIENTS 465.00

76168S.S. PARTNERS MGMT. L.L.C. 1/2/2013 VARIOUS CLIENTS 4,897.00

76300S.S. PARTNERS MGMT. L.L.C. 1/2/2013 VARIOUS CLIENTS 1,789.00

76301S.S. PARTNERS MGMT. L.L.C. 1/2/2013 G-00478 312.00



76405SAENZ, SAL 1/2/2013 VARIOUS CLIENTS 1,066.00

76406SANDIA NORTH APARTMENTS INC 1/2/2013 VARIOUS CLIENTS 5,297.00

76407SANNER CLINT 1/2/2013 F-00655 475.00

76408SANNER CLINT 1/2/2013 F-00707 285.00

76409SARGENT, BARBARA 1/2/2013 F-00745 132.00

76424SCHLEY, MARK AND WELLS FARGO HO... 1/8/2013 G-HO-00005 376.00

76430SCHLEY, MARK AND WELLS FARGO HO... 1/17/2013 G-HO-00005 376.00

76289SCULLY, MICHAEL C. 1/2/2013 G-00438 529.00

76290SHANNON, DELBRA 1/2/2013 G-00448 186.00

76291SHARP, MICHAEL L. 1/2/2013 G-00490 335.00

76292SHAW, BERNARD L. 1/2/2013 G-00826 779.00

76294SHER DEN REALTY INC 1/2/2013 VARIOUS CLIENTS 5,040.00

76160SHIRLEY, NANCY S. 1/2/2013 G-00836 800.00




From 1/1/2013 Through 1/31/2013



76295SKIPWORTH, BILLY JACK 1/2/2013 G-01180 575.00

76317SKYLINE WESTWOOD MANOR LTD 1/2/2013 G-01073 308.00

76432SMITH, BENNIE S. 1/17/2013 G-01192 444.00

76296SMITH, MARK A. 1/2/2013 G-00072 508.00

76297SOMMERS SR., RICKY ALLAR 1/2/2013 G-01129 731.00

76298SOUTHERN URBANE PROPERTIES, LLC 1/2/2013 G-00584 336.00

76152SOUTHWEST MANAGEMENT 1/2/2013 G-0080 719.00

76299SOUTHWEST MANAGEMENT 1/2/2013 VARIOUS CLIENTS 1,522.00

76171ST.AMOUR, AARON 1/2/2013 G-01152 303.00

76304STANLEY, JUDY F. 1/2/2013 G-00884 748.00

76154STEEPLE CHASE FARMS SUMMIT, LP 1/2/2013 VARIOUS CLIENTS 474.00

76169STEEPLE CHASE FARMS SUMMIT, LP 1/2/2013 VARIOUS CLIENTS 973.00

76305STEEPLE CHASE FARMS SUMMIT, LP 1/2/2013 VARIOUS CLIENTS 4,530.00

76410STERZER, DALE P 1/2/2013 VARIOUS CLIENTS 2,831.00

76307STEVENS, PAMELA J. 1/2/2013 G-01103 650.00

76308STOLL, JOEL 1/2/2013 G-01043 433.00

76170STREAM GAS & ELECTRIC LTD 1/2/2013 #1175439175 48.00

76306STREAM GAS & ELECTRIC LTD 1/2/2013 VARIOUS CLIENTS 185.00

76411STREAM GAS & ELECTRIC LTD 1/2/2013 VARIOUS CLIENTS 147.00

76439STREAM GAS & ELECTRIC LTD 1/17/2013 #1146872038 78.00

76412SUDDERTH, JACK W. 1/2/2013 F-00221 244.00

76413SUDDERTH, JOE T. 1/2/2013 F-00725 288.00

76414SUDDERTH, JOE T. 1/2/2013 F-00475 489.00

76309SWANNER, MELVIN B. 1/2/2013 G-01174 640.00

76220T-PAG LLC 1/2/2013 G-01042 662.00

76310TAUBE, RICHARD P. 1/2/2013 VARIOUS CLIENTS 1,097.00

76421TEXOMA COUNCIL OF GOVERNMENTS 1/2/2013 ESCROW PAYMENT 1,986.00

76422TEXOMA COUNCIL OF GOVERNMENTS 1/4/2013 ADMIN CHARGES FOR DECEMBER 2012

23,895.73

76425TEXOMA COUNCIL OF GOVERNMENTS 1/17/2013 ADMINC CHARGES FOR PERIOD OF 1/1-15/13

13,934.05

76416TIP, TENG 1/2/2013 F-00420 445.00

76417TURNER, MARCIA D. 1/2/2013 F-00780 996.00

76311TXU ELECTRIC 1/2/2013 VARIOUS CLIENTS 142.00

76415TXU ELECTRIC 1/2/2013 VARIOUS CLIENTS 598.00

76437TXU ELECTRIC 1/17/2013 #100010188021 11.00

76449TXU ELECTRIC 1/17/2013 #100020551459 24.00

76418UNDERWOOD, BILLY MACK 1/2/2013 VARIOUS CLIENTS 1,046.00

76155VILLAS OF SHERMAN LIMITED 1/2/2013 G-00894 271.00

76312VILLAS OF SHERMAN LIMITED 1/2/2013 VARIOUS CLIENTS 3,287.00

76313VIRGINIA COOK REALTORS LLC 1/2/2013 VARIOUS CLIENTS 1,206.00

76319W&W RENTAL PROPERTIES, LLC 1/2/2013 G-01015 343.00

76314WATERFORD APTS LTD 1/2/2013 G-00104 94.00

76156WATSON, MICHAEL L. 1/2/2013 G-00578 304.00

76315WATSON, MICHAEL L. 1/2/2013 G-00161 403.00

76316WEEDEN, SUE G. 1/2/2013 G-00038 195.00

76419WHITWORTH, WANDA 1/2/2013 F-00514 255.00

76420WILLIAMS, MYRTIS BRENEK 1/2/2013 VARIOUS CLIENTS 1,013.00

76157WILSON CHILDRENS TRUST UTD 5/26/06 1/2/2013 G-00555 332.00

76426WILSON, LAQUETA AND CHASE MANH... 1/17/2013 G-HO-00001 501.00

76318WINDSCAPE APARTMETNS, LTD. 1/2/2013 G-00996 403.00

76381WOOD, KIDNEY WILLIAM 1/2/2013 F-00152 133.00

76241YOUNG, JENNIFER LYN 1/2/2013 VARIOUS CLIENTS 1,170.00

76320Z+P HOMES 1/2/2013 G-01051 369.00




From 1/1/2013 Through 1/31/2013



76321ZIPPER, CHARLES E. 1/2/2013 G-01033 927.00



0111 - CASH IN BANK GENERAL ACCOUNT

From 1/1/2013 Through 1/31/2013



76444AFLAC 1/3/2013 ACCT MZ685 INVOICE 718191 1,091.38

76713AIR EVAC EMS INC. 1/31/2013 INV 3849 81412 66.68

76568ALERT RESPONSE INC. 1/17/2013 29109 202.42

76531AMBIT ENERGY LP 1/10/2013 ENERGY ASSISTANCE 1,245.43

76532AMBIT ENERGY LP 1/10/2013 ENERGY ASSISTANCE 55.74

76556AMERICAN EXPRESS 1/10/2013 acct: 3787 506410 51002 844.94

76559AMERICAN EXPRESS 1/10/2013 acct 3791 106550 51001 2,518.32

76731AMERIGAS PROPANE L.P. 1/31/2013 PROPANE PAYMENTS 1,426.18

76656APCO INTERNATIONAL INC. 1/24/2013 BILL CODE 305629 92.00

76426AT&T 1/3/2013 940 668 1858 6164 162.71

76490AT&T 1/9/2013 ACCT 940 341 8237 234 8 3.25

76510AT&T 1/10/2013 ACCT 214 917 3352 132 8 1,299.27

76552AT&T 1/10/2013 ACCT 940 341 8070 177 9 248.08

76640AT&T 1/24/2013 ACCT 214 130 0123 779 1 71.40

76641AT&T 1/24/2013 ACCT 214 503 4040 179 5 1,237.01

76646AT&T 1/24/2013 ACCT 214 132 0705 452 9 18.20

76668AT&T 1/31/2013 940 668 1858 6164 166.34

76732AT&T 1/31/2013 acct 940 341 8237 234 5 3.25

76733AT&T 1/31/2013 ACCT 940 341 800 177 9 248.08

76428AT&T ADVERTISING & PUBLISHING 1/3/2013 1501164816 00002 6 161.00

76643AT&T ADVERTISING & PUBLISHING 1/24/2013 1501164816 00002 6 161.00

76527AT&T MOBILITY 1/10/2013 INV. 833832090 44.39

76653AT&T MOBILITY 1/24/2013 287017993705 2,181.89

76604ATMOS ENERGY 1/17/2013 ENERGY ASSISTANCE 27,875.39

76709ATMOS ENERGY 1/31/2013 ENERGY ASSISTANCE 853.74

76649ATMOS ENERGY CO 1/24/2013 acct 000230250 4,925.42

76521ATTI CORP 1/10/2013 ENERGY ASSISTANCE 500.00

76562AWARDS UNLIMITED 1/17/2013 85105 12.50

76473AYERS, LINDA 1/3/2013 FGP STIPEND 192.20

76615AYERS, LINDA 1/17/2013 fgp stipend 104.55

76724AYERS, LINDA 1/31/2013 FGP STIPEND 180.30

76645BAGBY ELEVATOR COMPANY INC. 1/24/2013 INVOICE SCHED00000139613 329.59

76442BAKER, CLAIRE 1/3/2013 FGP STIPEND 125.25

76437BATTS, MARK 1/3/2013 INVOICE 00008352 622.00

76582BDA ADMINISTRATORS 1/17/2013 moop decuctions 2,491.32

76664BDA ADMINISTRATORS 1/25/2013 MOOP DEDUCTIONS 1,275.92

DD000...BINGHAM, RAYLEEN 1/3/2013 TRAVEL EXPENSE 219.78

76500BONHAM HOUSING AUTHORITY 1/10/2013 ENERGY ASSISTANCE 588.82

76457BOOKER, PATSY 1/3/2013 FGP STIPEND 224.35



76512BOOTH, BRUCE / BOOTHE FAMILY TR... 1/10/2013 ENERGY ASSISTANCE 128.48

76644BOOTH, BRUCE / BOOTHE FAMILY TR... 1/24/2013 energy assistance 535.00

76431BRACKEEN, RUBY 1/3/2013 FGP STIPEND 145.09

76573BRACKEEN, RUBY 1/17/2013 fgp stipend 108.65

76671BRACKEEN, RUBY 1/31/2013 FGP STIPEND 145.75

76480BROWN, FREDDIE 1/3/2013 FGP STIPEND 93.80

76623BROWN, FREDDIE 1/17/2013 fgp stipend 120.65

76736BROWN, FREDDIE 1/31/2013 FGP STIPEND 131.60

76526BULLARD, MARK 1/10/2013 travel expense 15.00

76453BUNCH, RUBY 1/3/2013 FGP STIPEND 87.48

76593BUNCH, RUBY 1/17/2013 fgp stipend 75.55

76693BUNCH, RUBY 1/31/2013 FGP STIPEND 51.98

76553CALSHERM PARTNERS LP/ SHERMAN O... 1/10/2013 ENERGY ASSISTANCE 32.80




From 1/1/2013 Through 1/31/2013



76662CALSHERM PARTNERS LP/ SHERMAN O... 1/24/2013 ENERGY ASSISTANCE 1,100.00

76459CAMERON, FRANCES 1/3/2013 FGP STIPEND 144.85

76598CAMERON, FRANCES 1/17/2013 fgp stipend 100.25

76700CAMERON, FRANCES 1/31/2013 FGP STIPEND 150.00

76660CAPCOG -AAA 1/24/2013 ACCESS ASSSITANCE TRAINING REGISTRATION

190.00

76462CARR, TERRY 1/3/2013 trael expense 199.80

76703CHAPPELL, KAREN 1/31/2013 travel expense 70.00

76657CHASE MASTER CARD 1/24/2013 ACCT: 5567 0879 0003 8911 1,432.27

76522CIRRO GROUP INC. 1/10/2013 ENERGY ASSISTANCE 309.10

76494CITY OF SHERMAN 1/10/2013 acct 209 5060 03 428.30

76502CITY OF WHITESBORO 1/10/2013 ENERGY ASSISTANCE 46.94

76503CITY OF WHITESBORO 1/10/2013 ENERGY ASSISTANCE 185.71

76479CLAYTON, MAE 1/3/2013 FGP STIPEND 139.22

76622CLAYTON, MAE 1/17/2013 fgp stipend 90.53

76735CLAYTON, MAE 1/31/2013 FGP STIPEND 166.95

76470COLEY, CHARLES 1/3/2013 FGP STIPEND 90.10

76612COLEY, CHARLES 1/17/2013 fgp stipend 87.45

76722COLEY, CHARLES 1/31/2013 FGP STIPEND 185.50

76487COMMERCE FINANCE CORP 1/3/2013 CASE 12-688 325.64

76632COMMERCE FINANCE CORP 1/17/2013 case 12-688 325.64

76430CONEY, VIRGIE 1/3/2013 FGP STIPEND 175.95



76544COOKE COUNTY ELECTRIC CO-OP 1/10/2013 ENERGY ASSISTANCE 1,149.41

76450CORPORATION FOR TEXAS REGIONALI... 1/3/2013 tcog annual membership dues 5,000.00

76471CROSS, TOMMIE 1/3/2013 FGP STIPEND 165.35



76534CUNNINGHAM, BUDDY / CUNNINGHAM ... 1/10/2013 ENERGY ASSISTANCE 4,038.75




76692DAVIDSON, STEPHANIE 1/31/2013 phone / supplies 212.69

76685DELL MARKETING LP 1/31/2013 INVOICE XJRRDFM4 25,005.90

76637DENISON VACUUM & JANITORIAL 1/24/2013 INVOICE 118691 323.93

76516DEPARTMENT OF INFORMATION RES 1/10/2013 inv 13110388t 2,636.40

76530DIRECT ENERGY 1/10/2013 ENERGY ASSISTANCE 1,643.89

76592DIRECT ENERGY 1/17/2013 vash utility deposit 100.00

76648DIRECT ENERGY BUSINESS-DALLAS 1/24/2013 acct 1017669 6,291.95

76729E3 PROFESSIONAL TRAINERS, LLC 1/31/2013 TCOG-2/6/13 1,800.00

76605EN POINTE - CORPORATE 1/17/2013 1004035 145.67

EN POINTE - CORPORATE 1/17/2013 INV 92562149 133.54

76712EN POINTE - CORPORATE 1/31/2013 INV 92562364 442.53

76545ENDERBY GAS INC 1/10/2013 ENERGY ASSISTANCE 6,900.00

76427ENTERPRISE LEASING CO OF DFW 1/3/2013 D302914 - 0953 CAR RENTAL 72.00

76425ENTERPRISE RENT-A-CAR 1/3/2013 d29614-0953 156.00

76509ENTERPRISE RENT-A-CAR 1/10/2013 RENTAL AGREEMENT: D302876 -0953

156.00

76665EXXON CORPORATION 1/31/2013 INV 718732263361367301 224.93

76546FANNIN CO ELECTRIC CO-OP INC 1/10/2013 ENERGY ASSISTANCE 1,764.68

76547FANNIN CO ELECTRIC CO-OP INC 1/10/2013 ENERGY ASSISTANCE 273.84

76432FEAGLEY, EVA 1/3/2013 FGP STIPEND 125.43





From 1/1/2013 Through 1/31/2013




76495FEDERAL EXPRESS CORPORATION 1/10/2013 INVOICE 2 111 58119 118.16

76496FEDERAL EXPRESS CORPORATION 1/10/2013 INV 2 127 24819 35.19

76445FIDELITY SECURITY LIFE INSURANCE C... 1/3/2013 SISLINK ACCT 20056 - 1/1/13 4,878.06

76458FIELDS, MARY LOU 1/3/2013 FGP STIPEND 131.20



76517FIRST CHOICE POWER 1/10/2013 ENERGY ASSISTANCE 1,159.23

76518FIRST CHOICE POWER 1/10/2013 ENERGY ASSISTANCE 893.41

76585FITTS, BENELLE 1/17/2013 TRAVEL EXPENSE 71.04

76486FUGETT, SHARON 1/3/2013 FGP STIPEND 103.15

76631FUGETT, SHARON 1/17/2013 fgp stipend 78.45

76742FUGETT, SHARON 1/31/2013 FGP STIPEND 165.24

76550FULCRUM RETAIL ENERGY LLC. 1/10/2013 ENERGY ASSISTANCE 335.46

76467GARVIN, CAROL 1/3/2013 FGP STIPEND 194.50



76533GEXA ENERGY LP 1/10/2013 ENERGY ASSISTANCE 150.14

76581GOLDSTON, SANDRA 1/17/2013 FGP STIPEND 87.00

76683GOLDSTON, SANDRA 1/31/2013 FGP STIPEND 163.10

76570GRAYSON PRO TECH INC. 1/17/2013 INV 139418 35.00

76543GRAYSON-COLLIN ELECTRIC 1/10/2013 ENERGY ASSISTANCE 2,202.02

76519GREEN MOUNTAIN ENERGY CO. 1/10/2013 ENERGY ASSISTANCE 741.40

76507GREENVILLE AUTOMATIC GAS CO 1/10/2013 ENERGY ASSISTANCE 1,000.00

76460HAMILTON, MARY 1/3/2013 FGP STIPEND 148.40

76599HAMILTON, MARY 1/17/2013 fgp stipend 121.90

76701HAMILTON, MARY 1/31/2013 FGP STIPEND 182.85

76676HERNANDEZ, MARGARITA S. 1/31/2013 JANITORIAL SERVICES ADN MOWING

1,500.00

76588HOGAN, PAUL / HOGAN'S JIFE LUBE 1/17/2013 OIL CHANGE 82.90

76620HOMELESS NETWORK OF TEXAS 1/17/2013 INV 2012105 800.00

76475HORN, ROGER 1/3/2013 FGP STIPEND 42.40


76617HORN, ROGER 1/17/2013 fgp stipend 64.10

76618HORN, ROGER 1/17/2013 fgp stipend 143.83



76499HOUSING AUTHORITY OF THE CITY 1/10/2013 ENERGY ASSISTANCE 7.15

76514INTRADO INC. 1/10/2013 inv 110005 2,777.54

76638JOHN RAMSEY TAX ASSESSOR/COLLE... 1/24/2013 ACCOUNT S061 2372014 8,170.94

76474JOHNSTON, SANDRA 1/3/2013 FGP STIPEND 114.30



DD000...JONES, MINDI 1/31/2013 CELL PHONE REIMB FOR JANUARY 2013

70.00

76541JUST ENERGY TEXAS I CORP. 1/10/2013 ENERGY ASSISTANCE 1,637.97

76542JUST ENERGY TEXAS I CORP. 1/10/2013 ENERGY ASSISTANCE 345.30

DD000...KARAM, JANET 1/10/2013 TUITION REIMBURSEMENT 1,500.00

76537KELLY SERVICES 1/10/2013 INV 50624761 560.90



76705KELLY SERVICES 1/31/2013 inv 49611366 557.35






From 1/1/2013 Through 1/31/2013



76743KREBS, MANDY 1/31/2013 TRAVEL ADVANCE AUSTIN 250.00

76642LANGUAGE LINE SERVICE, INC. 1/24/2013 ACCT 902 0904036 56.15

76587LATHAM, KATHY 1/17/2013 TRAVEL EXPENSE MILEAGE HOME VISITS

254.75

76461LUPER, BARBARA 1/3/2013 FGP STIPEND 95.70



76438LUPER, GLORIA 1/3/2013 FGP STIPEND 92.75

76650LUPER, GLORIA 1/24/2013 FGP STIPEND 21.20

DD000...MARJEN TECHNOLOGY GROUP LLC 1/29/2013 inv. 2011300 2011302 2011299 2011301 16,408.20

76439MATTHEWS, MARGARET JEAN 1/3/2013 FGP STIPEND 108.50



76652MC QUEEN, SUSIE 1/24/2013 TRAVEL EXPNESE 191.47

76551MCCORMICK, BILL 1/10/2013 TRAVEL EXPENSE 117.66

76730MCCORMICK, BILL 1/31/2013 TRAVEL EXPENSE 58.83

76523MCCRAW OIL CO. INC 1/10/2013 ENERGY ASSISTANCE 6,700.00

76465MCCULLOUGH, DORIS 1/3/2013 FGP STIPEND 212.00



76601MCGINNIS, PATRICIA 1/17/2013 fgp stipend 44.75

76529MCQUEEN PROPANE INC. 1/10/2013 ENERGY ASSISTANCE 500.00

76688MILLER, INA 1/31/2013 TRAVEL EXPENSE DECEMBER 2012 414.03

76689MILLER, INA 1/31/2013 TRAVEL ADVNCE TO AUSTIN 450.00

76558MISSOURI OZARKS COMMUNITY ACTIO... 1/10/2013 SECT 8 ADMIN. CHARGE FOR PORTABILITY

44.79

76614MONTGOMERY COUNTY HOSPITAL DIS... 1/17/2013 TCOG EMD SERVICES 1,365.00

76538MORAVEC, MICHAEL E. 1/10/2013 INVOICE 1/7/13 230.55

76708MORAVEC, MICHAEL E. 1/31/2013 INVOICE 1496 247.43

76557MORRISON, DANNY LEE 1/10/2013 ENERGY ASSISTANCE 658.40

76501MUENSTER TELEPHONE CORP OF TX 1/10/2013 ACCT BUS-700000049 440.46

76626MURRAY, MARIAN 1/17/2013 FGP STIPEND 74.20



76659NETSPAN CORPORATION FOREMOST ... 1/24/2013 ACCT 00057800 78.00

76482NORMANDY MANOR APARTMENTS 1/3/2013 ENERGY ASSISTANCE 1,200.00

76661NORMANDY MANOR APARTMENTS 1/24/2013 ENERGY ASSISTANCE 600.00

76468NORTON, SEAN 1/3/2013 TRAVEL EXPENSE 57.48

76720NORTON, SEAN 1/31/2013 TRAVEL EXPENSE 52.07

76440OFFICE DEPOT 1/3/2013 ACCT 6011 5642 4050 8423 1,239.71

76446OFFICE OF ATTORNEY GENERAL 1/3/2013 CHILD SUPP ID 273674001 150.00

76583OFFICE OF ATTORNEY GENERAL 1/17/2013 child support 273674001 150.00

76625OUTREACH HEALTH COMMUNITY CARE... 1/17/2013 HOMEMAKER SERVICES 153.00

76464OWEN, IMOGENE 1/3/2013 FGP STIPEND 115.00



76478PERRY, RATA 1/3/2013 FGP STIPEND 92.75

76621PERRY, RATA 1/17/2013 fgp stipend 78.18

76734PERRY, RATA 1/31/2013 FGP STIPEND 145.75

76481PHELPS, LOIS 1/3/2013 FGP STIPEND 152.90



DD000...PHILLIPS MARVA 1/17/2013 NT752-0000116668 550.00

DD000...PHILLIPS MARVA 1/31/2013 NT752-0000116668 437.50




From 1/1/2013 Through 1/31/2013



76710POLETZ, JOANNE 1/31/2013 FGP STIPEND 50.20

76711POLETZ, JOANNE 1/31/2013 FGP STIPEND 65.80

76435PRESTON, MARGARET 1/3/2013 FGP STIPEND 210.40



76443PROSPERITY BANK 1/3/2013 loan # 90340970 17,202.10

76684PROSPERITY BANK 1/31/2013 loan 90340970 17,202.10

76513PUBLICDATA.COM.AI LTD 1/10/2013 INV 009456352 TX 20130107 9.95

76549RATLIFF, JILL 1/10/2013 ALZ TIME OUT SESSIONS 504.00

76535RAY OF SUNSHINE SITTING SERVICE 1/10/2013 RESPITE CARE IN HOME 492.00

76515RED RIVER FARM CO-OP INC 1/10/2013 ENERGY ASSISTANCE 2,600.00

76520RELIANT ENERGY 1/10/2013 ENERGY ASSISTANCE 2,716.42

76647RELIANT ENERGY 1/24/2013 ENERGY ASSISTANCE 300.00

76466RIDEOUT, DALE 1/3/2013 FGP STIPEND 137.05



76422S.S. PARTNERS MGMT. L.L.C. 1/2/2013 VASH ELECTRIC DEPOSIT 257.00

76505SAMS CLUB DIRECT 1/10/2013 acct:0402 55440503 5 1,043.36

76667SAMS CLUB DIRECT 1/31/2013 ACCT: 0402 55440503 5 1,397.10

DD000...SCHMITZ, MICHAEL 1/10/2013 TRAVEL EXPENSE 88.87

76433SEAMSTER, BARBARA 1/3/2013 FGP STIPEND 94.50

76575SEAMSTER, BARBARA 1/17/2013 fgp stipend 94.65

76673SEAMSTER, BARBARA 1/31/2013 FGP STIPEND 165.90

76434SMITH, BRENDA 1/3/2013 TRAVEL EXPENSE 155.78

76674SMITH, BRENDA 1/31/2013 TRAVEL EXPENSE 239.81

76483SMITH, DELANO 1/3/2013 TRAVEL EXPENSE 132.09



76455SRADER, MICHAEL CHARLES 1/3/2013 ENERGY ASSITANCE 3,135.00

76456SRADER, MICHAEL CHARLES 1/3/2013 ENERGY ASSISTANCE 1,485.00

76595SRADER, MICHAEL CHARLES 1/17/2013 ENERGY ASSISTANCE 3,517.85

76584STAPLES BUSINESS ADVANTAGE 1/17/2013 #8023370405 56.50

76651STAPLES BUSINESS ADVANTAGE 1/24/2013 inv 8024123164 inv 8023370405 167.98

76539STREAM GAS & ELECTRIC LTD 1/10/2013 ENERGY ASSISTANCE 2,657.21

76540STREAM GAS & ELECTRIC LTD 1/10/2013 ENERGY ASSISTANCE 203.22

76472STRICKLAND, CAROLYN 1/3/2013 FGP STIPEND 103.22

76658SUPERMEDIA 1/24/2013 390001378895 68.20

76554SWANG & ASSOCIATES INC. DBA HOME... 1/10/2013 RESPITE CARE IN HOME 313.50

76477TATE, THERESA 1/3/2013 FGP STIPEND 214.20

76619TATE, THERESA 1/17/2013 fgp stipend 220.75

76728TATE, THERESA 1/31/2013 FGP STIPEND 200.80

76436TAYLOR APPLIANCES INC. 1/3/2013 ENERGY ASSISTANCE 2,680.00


76525TAYLOR APPLIANCES INC. 1/10/2013 ENERGY ASSITANCE 350.00

76577TAYLOR APPLIANCES INC. 1/17/2013 278GR11 2,405.00

76578TAYLOR APPLIANCES INC. 1/17/2013 316BW11 2,115.00

76579TAYLOR APPLIANCES INC. 1/17/2013 ENERGY ASSISTANCE 330.00



76679TAYLOR APPLIANCES INC. 1/31/2013 ENERGY ASSISTANCE 230.00



76424TERMINIX INTERNATIONAL 1/3/2013 INVOICE 320639714 60.00

76639TERMINIX INTERNATIONAL 1/24/2013 INVOICE 320639714 60.00




From 1/1/2013 Through 1/31/2013



76488TEXAS ASSOCIATION OF REGIONAL 1/3/2013 INV 13DQ 023 200.00

76744TEXAS ASSOCIATION OF REGIONAL 1/31/2013 13HIAR-015 1,836.00

76745TEXAS ASSOCIATION OF REGIONAL 1/31/2013 INVOICE 13FO-023 FA PA 150.00

76746TEXAS ASSOCIATION OF REGIONAL 1/31/2013 2013 TARC DUES 25.00

76567TEXAS WORKFORCE COMMISSION 1/17/2013 99 880658 5 4TH QTR 720.10

76634TEXOMA AREA PARATRANSIT SYSTEM 1/17/2013 1242012TCOG 26.00

76491TEXOMA COUNCIL OF GOVERNMENTS 1/10/2013 respiet care-institutional 150.00

76492TEXOMA COUNCIL OF GOVERNMENTS 1/10/2013 Travel/Expense 710.00

76493TEXOMA COUNCIL OF GOVERNMENTS 1/10/2013 travel expense 390.00

76560TEXOMA COUNCIL OF GOVERNMENTS 1/17/2013 ENERGY ASSISTANCE 576.00

76569TEXOMA HOUSING PARTNERS 1/17/2013 FY 2012 - RENTAL PAYMENT - TEAM CENTER

2,400.00

76561TEXOMA PRINT SERVICES 1/17/2013 INVOICE 34035 66.37

76548TEXOMA PROPANE LLC 1/10/2013 ENERGY ASSISTANCE 1,639.00

76528THRMA (TEXOMA HUMAN RESOURCE ... 1/10/2013 memebership 60.00

76441TML-IEBP 1/3/2013 GROUP PTEXOMCO - 1/1/13 33,785.64

76484TOWNSEND, LINDA 1/3/2013 FGP STIPEND 106.83



76511TRENTON LPG GAS CO INC 1/10/2013 ENERGY ASSISTANCE 5,364.70

76489TRI COUNTY SENIOR NUTRITION 1/3/2013 NUTRITION SERVICES OCTOBER 2012

42,888.64

76633TRI COUNTY SENIOR NUTRITION 1/17/2013 NUTRITION SERVICES NOVEMBE 2012

39,519.42

76747TRI COUNTY SENIOR NUTRITION 1/31/2013 NUTRITION SERVICES DECEMBER 2012

33,154.00

76589TROUT, DAVID 1/17/2013 CELL PHONE REIMBURSEMENT 49.99

76609TXU ELECTRIC 1/17/2013 ENERGY ASSISTANCE 3,667.61

76717TXU ELECTRIC 1/31/2013 ENERGY ASSISTANCE 2,832.42

76423U S POST OFFICE 1/3/2013 #491-001 500.00

76566U S POST OFFICE 1/17/2013 nt752-0000116668 270.00

76447UNITED WAY OF GRAYSON COUNTY 1/3/2013 CONTRIBUTIONS P/R 12/1/12 - 12/31/12

59.36

76655UNITED WAY OF GREATER HOUSTON 1/24/2013 INVOICE IR211-TE-12-12 500.00

76448UNUM LIFE INSURANCE 1/3/2013 ACCT 05783570014 967.43

76663VERIZON 1/24/2013 ACCT 000131831012 30Y 5.93

76594VERIZON CONFERENCING 1/17/2013 01 00068027070 03326 2.31

76497VERIZON SOUTHWEST 1/10/2013 ACCT 10 9000 2899163604 04 4,400.42


76564VERIZON SOUTHWEST 1/17/2013 ACCT 10 5680 2854140193 10 82.03




76469VERNELL, ISABELL 1/3/2013 ENTER APS 159.03

76611VERNELL, ISABELL 1/17/2013 fgp stipend 69.50

76721VERNELL, ISABELL 1/31/2013 FGP STIPEND 154.40

76628VOIGHT, NATHAN 1/17/2013 CELL PHONE EXPENSE FOR DECEMBER 2012

60.00

76506W. DOUGLASS DISTRIBUTING,LTD. 1/10/2013 ENERGY ASSISTANCE 1,300.00

76504WAL MART 1/10/2013 ACCT 6032 20 1002 4272 1,440.43

76666WAL MART 1/31/2013 ACCT: 6032 2020 1002 4272 88.94

76429WALDRUM, PAULINE 1/3/2013 FGP STIPEND 67.64






From 1/1/2013 Through 1/31/2013



76718WARREN, SARAH 1/31/2013 TRAVEL EXPENSE 312.60

76454WELCH, JAMES 1/3/2013 TRAVEL EXPENSE 417.44

76697WELCH, JAMES 1/31/2013 TRAVEL EXPENSE DECEMBER 2012 377.80

76654WELLS FARGO FINANCIAL LEASING 1/24/2013 ACCT 001 0055805 001 348.00

76449WHITE, FRANCES 1/3/2013 FGP STIPEND 157.05



76485WILLIAMS, BARBARA 1/3/2013 FGP STIPEND 148.40



76451WILLIAMS, SANDRA 1/3/2013 FGP STIPEND 149.45



76687WORKFORCE SOLUTIONS TEXOMA 1/31/2013 INV. TCOG012213 100.00

76452WYATT, RUTHIE 1/3/2013 FGP STIPEND 212.00





0121 - CASH TRANSFER ACCOUNT AMEX

From 1/1/2013 Through 1/31/2013



AE00024CABLE ONE 1/3/2013 acct 23404 397776 02 02 370.82

AE00027EN POINTE - CORPORATE 1/10/2013 invoice 92553055 177.21

AE00025NAUTILUS SPORT CENTER 1/3/2013 MEMEBERSHIP DUES DECEMBER 323.04

AE00028PROSTAR SERVICES INC. 1/10/2013 ORDER #388769 90.95

AE00026SAGE SOFTWARE INC. 1/3/2013 ACCT 4002934594 INV 200767405 5,200.34

AE00029VERIZON SOUTHWEST 1/17/2013 ACCT 6000014653 X26 40.19

Report Total 761,318.48

TO: TCOG Governing Board THRU: Allison Minton, Client Services Director FROM: Brenda Smith, Energy Services Program Manager DATE: February 12, 2013 RE: Community Services Block Grant – Program Year 2013 RECOMMENDATION Authorize submission of the Community Services Block Grant (CSBG) FYE 2013 budget to the Texas Department of Housing & Community Affairs (TDHCA). BACKGROUND The Community Services Block Grant (CSBG) program provides support for a range of services and activities which address the causes of poverty. TCOG provides services and activities addressing employment, education, better use of available income, housing, nutrition, emergency services and/or health. DISCUSSION TCOG utilizes the CSBG funds to provide support for staff as well as Energy Services activities such as utility assistance and case management. In 2012, 56 families received assistance in pursuing vocational training or continued their education and over 1,400 families received assistance with utilities payments. Direct payments were made to local vendors such as colleges, utility companies, and other local merchants. BUDGET These funds are awarded on a calendar year basis. The FYE 2013 award is anticipated to be $222,453, which is the same as our 2012 funding level. APPROVALS ________________________ Terrell Culbertson, Finance Director ________________________ Susan B. Thomas, Ph.D., Executive Director

- 1 -

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS Subrecipient: Texoma Council of Governments Service Area: Cooke, Fannin and Grayson Counties

COMMUNITY SERVICES BLOCK GRANT PROPOSED BUDGET FFY 2013

BUDGET CATEGORIES AMOUNT

1.

SEE PAGE 2 of this packet Personnel (Detailed on Budget Support Sheet B.1)

$ 81,232

2.

SEE PAGE 3 Fringe Benefits (Detailed on Budget Support Sheet B.2)

$ 43,784

3.

SEE PAGE 3 Travel (Detailed on Budget Support Sheet B.2)

$ 7,400

4.

SEE PAGE 4 General Purpose Equipment (Detailed on Budget Support Sheet B.3)

$ 12,000

5.

SEE PAGE 3 Supplies (Detailed on Budget Support Sheet B.2)

$ 5,000

6.

SEE PAGE 5 Contractual (Detailed on Budget Support Sheet B.4)

$ 2,200

7.

SEE PAGE 6 Other (Detailed on Budget Support Sheet B.5)

$ 27,819

8.

Indirect Costs (Based on currently approved Plan) 34.41 % Base of 125,016

$ 43,018

TOTAL BUDGET

$ 222,453

- 2 -

COMMUNITY SERVICES BLOCK GRANT BUDGET

FFY 2013

BUDGET SUPPORT SHEET B.1

Name of Subrecipient: Texoma Council of Governments

PERSONNEL

BUDGET CATEGORIES JOB TITLE

NO. OF MONTHS

% OF CSBG PARTICIPATION

AMOUNT OF CSBG FUNDS

Energy Services Program Mgr. 12 25% $13,308

Client Services Specialist 12 50% $15,280

Program Assistant 12 25% $5,779

Client Services Dept. Director 12 10% $6,460

Government Services Dept. Dir. 12 20% $12,484

Government Svcs. Program Mgr. 12 20% $6,924

Accounts Payable Bookkeeper 12 25% $7,733

General Ledger Bookkeeper 12 15% $7,260



PAGE TOTAL CSBG FUNDS $81,232

- 3 -

COMMUNITY SERVICES BLOCK GRANT BUDGET FFY 2013



FRINGE BENEFITS F.I.C.A. UNEMPLOYMENT WORKMANS COMP. INSURANCE HEALTH INSURANCE DENTAL INSURANCE LIFE INSURANCE RETIREMENT CONTRIBUTION CSBG BUDGETED AMOUNT $43,784

TRAVEL

LOCAL TRAVEL MILES 6000 @ RATE .55 $3,300 PER DIEM $4,100 TRAVEL BOARD MEMBER REIMBURSEMENT CSBG BUDGETED AMOUNT $7,400

SUPPLIES

OFFICE SUPPLIES $500 MAINTENANCE SUPPLIES PROGRAM SUPPLIES $3,000 POSTAGE $1,500 OTHER CSBG BUDGETED AMOUNT $5,000

- 4 -




EQUIPMENT

Items with a per-unit acquisition cost of $5,000 or greater will require the Department’s written approval prior to purchase.

DESCRIPTION PURCHASES

BRAND AND MODEL

UNIT COST

AMOUNT % OF USAGE FOR CSBG

SOFTWARE $12,000 %

%

%

%

%

%

%

LEASES BRAND AND

MODEL UNIT COST

AMOUNT % OF USAGE

FOR CSBG

%

%

%

%

%

TOTAL EQUIPMENT $12,000

- 5 -




CONTRACTUAL


Annual Maintenance for Current Software $2,200

TOTAL OTHER $2,200

- 6 -




OTHER


Direct Services to Clients:

Tuition Assistance $21,000

Emergency Rent (one-time payment) $1,819

Emergency Utilities (one-time payment) $1,000

Food Vouchers $1,000

Supplies for Classes and New Jobs $2,000

Short-term Child Care $1,000

TOTAL OTHER $27,819

TO: TCOG Governing Board THRU: Allison Minton, Client Services Director FROM: Brenda Smith, Energy Services Program Manager DATE: February 12, 2013 RE: Comprehensive Energy Assistance Program (CEAP) Contract RECOMMENDATION Authorize the Executive Director to execute the contract with the Texas Department of Housing and Community Affairs (TDHCA) for Comprehensive Energy Assistance Program funding in the amount of $699,264. BACKGROUND The CEAP program year runs January 1 through December 31 and is funded by the Low-Income Home Energy Assistance Program (LIHEAP). The program supports direct services for low- income residents of Cooke, Fannin and Grayson Counties (families at or below 125% of current federal poverty guidelines). These direct services include the Energy Assistance Payment Program (utility bill assistance). In program year 2012, TCOG served 1,400 households with LIHEAP funding of $1,012,121. Another 320 households were served with TXU, Atmos and Reliant Energy funds in the amount of $60,000. DISCUSSION Eligible households may receive up to $1,000 per calendar year to assist with energy costs. This funding may be used in concert with funds provided through Atmos Gas Energy Conservation Program, TXU Energy Aid program and Reliant Energy CARE Program to achieve the highest possible impact for these low-income households. BUDGET Direct service to clients comprises $607,856 of the contract amount; the remaining $90,208 supports administrative, outreach and training costs. APPROVALS ________________________ Terrell Culbertson, Finance Director ________________________ Susan B. Thomas, Ph.D., Executive Director

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS

CONTRACT NO. 58130001650 FOR THE

COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP)

(CFDA # 93.568)

This Comprehensive Energy Assistance Program Contract No. 58130001650 (the "Contract") is made by and between the Texas

Department of Housing and Community Affairs, a public and official agency of the State of Texas (the "Department"), and Texoma

Council of Governments, a political subdivision (the "Subrecipient"), hereinafter the "Parties".

SECTION 1. PARTIES TO THE CONTRACT

SECTION 2. CONTRACT PERIOD

The period for performance of this Contract, unless earlier terminated, is January 01, 2013 through December 31, 2013 (hereinafter

the "Contract Term").

SECTION 3. SUBRECIPIENT PERFORMANCE

Subrecipient shall, on an equitable basis throughout its service area, operate a Comprehensive Energy Assistance Program,

(hereinafter the "CEAP"), in accordance with the Economic Opportunity Act of 1964 (Public Law 88-452), the Low-Income Home

Energy Assistance Act of 1981 as amended (42 U.S.C. Sec. 8621 et seq.) (Title XXVI of the Omnibus Budget Reconciliation Act of

1981, Public Law 97-35, as amended) (hereinafter the "LIHEAP Act"), Chapter 2306 of the Texas Government Code (hereinafter

the "State Act"), the implementing State regulations under Title 10, Part 1, Chapter 5, Subchapters A and D of the Texas

Administrative Code, as amended or supplemented from time to time (hereinafter the "State Rules"), the LIHEAP State Plan,

Subrecipient's Service Delivery Plan as defined in the State Rules, the Department's guidance related to CEAP, all applicable state

and federal regulations and the terms of this Contract. Subrecipient shall assist low-income households with priority being given in

no particular order to elderly, persons with disabilities, households with a young child 5 years of age or under, households with high

energy burden and households with high energy consumption. Subrecipient shall implement the CEAP in accordance with the

Certifications attached hereto as Exhibit A, the Budget attached hereto as Exhibit B, the Personal Responsibility and Work

Opportunity Act of 1996 ("PRWORA") Requirements for the CEAP attached hereto as Exhibit C, the Documentation of Disability

requirements attached hereto as Exhibit D, and all such Exhibits incorporated herein for all relevant purposes; the assurances,

certifications, and all other statements made by Subrecipient in its application funding under this Contract; and with all other terms,

provisions, and requirements herein set forth. Subrecipient shall perform direct services under this Contract beginning on January

7, 2013 and continuing until the end of the Contract Term in accordance with the State Rules, amended to be effective January 7,

2013.

SECTION 4. DEPARTMENT OBLIGATIONS

In consideration of Subrecipient's satisfactory performance of this Contract, Department shall reimburse Subrecipient for the

actual allowable costs for administrative expenditures and Assurance 16 activities as defined herein incurred by Subrecipient

during the Contract Term and for the actual allowable costs for direct services incurred by Subrecipient on or after January 7,

2013, in the amount specified in Exhibit B, Budget, of this Contract.

is subject to reimbursement by a source other than Department;1.

Department is not liable for any cost incurred by Subrecipient which:

Any decision to obligate additional funds or deobligate funds shall be made in writing by Department in its sole discretion

based upon factors including, but not limited to, the status of funding under grants to Department, the rate of Subrecipient's

utilization of funds under this or previous contracts, the existence of questioned or disallowed costs under this or other

contracts between the Parties, and Subrecipient's overall compliance with the terms of this Contract.

B.

A.

C.

D.

Department's obligations under this Contract are contingent upon the actual receipt of funds from the U.S. Department of

Health and Human Services. If sufficient funds are not available to make payments under this Contract, Department shall

notify Subrecipient in writing within a reasonable time after such fact is determined. Department shall then terminate this

Contract and will not be liable for the failure to make any payment to Subrecipient under this Contract. Department

acknowledges that it has received obligations from those sources which, if paid, will be sufficient to pay the allowable costs

incurred by Subrecipient under this Contract.

Page 1 of 19

is not reported to Department on a monthly expenditure or performance report within forty five (45) days following the

end of the Contract Term; or

Subrecipient shall refund, within fifteen (15) days of the Department's request, any sum of money paid to Subrecipient which

Department determines has resulted in an overpayment or has not been spent in accordance with the terms of this Contract.

E.

is for performance of services or activities not authorized by the LIHEAP Act, or which is not in accordance with the

terms of this Contract;

2.

is for non-administrative services such as direct services incurred from January 1, 2013 to January 6, 2013;3.

is not incurred during the Contract Term;4.

5.

$699,264.00.

Notwithstanding any other provision of this Contract, the total of all payments and other obligations incurred by Department

under this Contract shall not exceed the sum of

F.

6. is incurred for the purchase or permanent improvement of real property.

SECTION 5. METHOD OF PAYMENT/CASH BALANCES

Each month, Subrecipient may request an advance payment of CEAP funds under this Contract. As per the Uniform Grant

Management Standards, 34 T.A.C. §20.421 et seq (herein "UGMS"), Subrecipient's requests for advances shall be limited to

the amount needed and be timed to be in accordance with actual immediate cash requirements of the Subrecipient in carrying

out the purpose of this Contract.

A.

Subrecipient shall establish procedures to minimize the time elapsing between the disbursement of funds from Department to

Subrecipient and the expenditure of such funds by Subrecipient.

B.

Subrecipient must request an advance payment by submitting a properly completed monthly expenditure report to the

Department through the electronic reporting system no later than the fifteenth (15th) day of the month prior to the month for

which advance payment is sought.

C.

Subsection 4(A) notwithstanding, Department reserves the right to utilize a modified cost reimbursement method of payment,

whereby reimbursement of costs incurred by a Subrecipient is made only after the Department has reviewed and approved

backup documentation provided by the Subrecipient to support such costs for all funds if (1) Subrecipient maintains excessive

cash balances or requests advance payments in excess of thirty (30) days need; (2) Department identifies any deficiency in the

internal controls or financial management system used by Subrecipient; (3) Subrecipient violates any of the terms of this

Contract; (4) Department's funding sources require the use of a cost reimbursement method of payment or (5) Subrecipient

owes the Department funds.

D.

E. Department may offset or withhold any amounts otherwise owed to Subrecipient under this Contract against any amount owed

by Subrecipient to Department arising under this Contract.

F. All funds paid to Subrecipient under this Contract are paid in trust for the exclusive benefit of the eligible clients of the CEAP

and for allowable direct services incurred on or after January 7, 2013, and for allowable administrative expenditures and

Assurance 16 activities defined below incurred during the Contract Term, including but not limited to training/travel

expenditures and services that encourage and enable households to reduce their home energy needs and thereby the need for

energy assistance (hereafter "Assurance 16 activities") as defined in the LIHEAP Act

SECTION 6. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS

A. Except as expressly modified by law or the terms of this Contract, Subrecipient shall comply with the cost principles and

uniform administrative requirements set forth in the UGMS. All references therein to "local government" shall be construed to

mean Subrecipient.

Page 2 of 19

Subrecipient may incur costs for activities associated with the closeout of the CEAP Contract for a period not to exceed forty

five (45) days from the end of the Contract Term defined in Section 2 of this Contract.

B. Uniform cost principles for political subdivisions are set forth in OMB Circular A-87 as implemented by 2 C.F.R. Part 225.

Uniform administrative requirements for politicall subdivisions are set forth in OMB Circular A-102. OMB Circular A-133

"Audits of States, Local Governments, and Non-Profit Organizations," sets forth audit standards for governmental

organizations and other organizations expending Federal funds. The expenditure threshold requiring an audit under Circular

A-133 is $500,000.

C. Notwithstanding any other provision of this Contract, Department shall only be liable to Subrecipient for costs incurred or

performances rendered for activities specified in the LIHEAP Act.

D.

Subrecipient's failure to expend the funds provided under this Contract in a timely manner may result in either the termination

of this Contract or Subrecipient's ineligibility to receive additional funding under CEAP, or a reduction in the original

allocation of funds to Subrecipient.

B.

SECTION 7. TERMINATION AND SUSPENSION

Nothing in this Section shall be construed to limit Department's authority to withhold payment and immediately suspend this

Contract if Department identifies possible instances of fraud, abuse, waste, fiscal mismanagement, or other deficiencies in

Subrecipient's performance including but not limited to, Subreceipient's failure to correct any monitoring findings on this or

any state contract or on a single audit review. Suspension shall be a temporary measure pending either corrective action by

Subrecipient or a decision by Department to terminate this Contract.

C.

A. Pursuant to §5.17 of the State Rules, Department may terminate this Contract, in whole or in part, at any time Department

determines that there is cause for termination. Cause for termination includes, but is not limited to, Subrecipient's failure to

comply with any term of this Contract or reasonable belief that Subrecipient cannot or will not comply with the requirements of

the Contract. If the Department determines that a Subrecipient has failed to comply with the terms of the Contract, or has failed

to provide services that meet appropriate standards, goals, or other requirements established by the Department, Department

will notify Subrecipient of the deficiencies to be corrected and require the deficiencies be corrected prior to implementing

termination.

Notwithstanding any exercise by Department of its right of termination or suspension, Subrecipient shall not be relieved of any

liability to Department for damages by virtue of any breach of this contract by Subrecipient. Department may withhold any

payment due to Subrecipient until such time as the exact amount of damages due to Department is agreed upon or is otherwise

determined in writing between Parties.

D.

Department shall not be liable for any costs incurred by Subrecipient after termination or during suspension of this Contract.E.

SECTION 8. ALLOWABLE EXPENDITURES

A. The allowability of Subrecipient's costs incurred in the performance of this Contract shall be determined in accordance with the

provisions of Section 4 and the regulations set forth in the LIHEAP Act and the State Rules, subject to the limitations and

exceptions set forth in this Section.

B. CEAP funds may be used for administrative activities and Assurance 16 activities during the Contract Term as well as other

allowable expenditures under this Contract such as direct services incurred on or after January 7, 2013 until the end of the

Contract Term, and include the following:

1. Conducting Assurance 16 activities, to include needs assessment, referrals, budget counseling, energy conservation

education and assistance with energy vendors;

2.

3.

Providing assistance to low income households in meeting their home energy costs;

Intervening in energy crisis situations; or

Page 3 of 19

4. Department-approved travel and training.

C.

D.

CEAP funds allow up to 6% of the award amount to be utilized for administrative costs. Administrative costs incurred by

Subrecipient in performing this Contract are to be based on actual programmatic expenditures and shall be allowed up to the

amount outlined in Exhibit B of this Contract. Eligible administrative costs include costs related to staff performance of

management, accounting and reporting activities.

Administrative and Assurance 16 Activities funds as defined under and in accordance with the State Rules are earned through

provision of direct services to clients. Subrecipient may choose to submit a final budget revision no later than forty five (45)

days prior to the end of the Contract Term to use its administration and Assurance 16 activities funds for direct service

categories; however, Subrecipient is still required to perform Assurance 16 activities.

E. Subrecipient shall provide direct services to clients on or after January 7, 2013 and within sixty (60) days of receipt of funds

under this Contract pursuant to §5.406(b) of the State Rules, effective January 7, 2013.

SECTION 9. RECORD KEEPING REQUIREMENTS

Subrecipient shall maintain fiscal and programmatic records and supporting documentation for all expenditures of funds made

under this Contract in accordance with the UGMS, Section III, Common Rule: State Uniform Administrative Requirements for

Grants and Cooperative Agreements, Subpart C -Post Award Requirements, _.42.

A.

B. Open Records. Subrecipient acknowledges that all information collected, assembled, or maintained by Subrecipient pertaining

to this Contract is subject to the Texas Public Information Act, Chapter 552 of Texas Government Code and must provide

citizens, public agencies, and other interested parties with reasonable access to all records pertaining to this Contract subject to

and in accordance with the Texas Public Information Act.

C. Subrecipient shall give the U.S. Department of Health and Human Services, the U.S. General Accounting Office, the Texas

Comptroller, the State Auditor's Office, and Department, or any of their duly authorized representatives, access to and the right

to examine and copy, on or off the premises of Subrecipient, all records pertaining to this Contract. Such right to access shall

continue as long as the records are retained by Subrecipient. Subrecipient agrees to maintain such records in an accessible

location for the greater of: (i) four (4) years; (ii) if notified by the Department in writing, the date that the final audit is

accepted with all audit issues resolved to the Department's satisfaction; (iii) if any litigation claim, negotiation, inspection, or

other action has started before the expiration of the required retention period records must be retained until completion of the

action and resolution of all issues which arise under it; (iv) a date consistent with any other period required by federal or state

law or regulation. Subrecipient agrees to cooperate with any examination conducted pursuant to this Subsection. Upon

termination of this Contract, all records are property of the Department.

D. Subrecipient shall maintain a client file system to document direct services rendered. The direct services must be rendered on

or after January 7, 2013. Each client file shall contain the following:

1. Client application containing all Department requirements;

2. Documentation/verification of client income for the thirty (30) days preceding their application for all household

members eighteen (18) years and older, or Declaration of Income Statement (DIS) (if applicable). In order to use the

DIS form, each subrecipient shall develop and implement a written policy and procedure on the use of the form,

including policies requiring a client statement of efforts to obtain documentation of income with a notarized client

signature; as outlined in § 5.407(e) of the State Rules.

3.

4.

Copy of client's utility bill(s);

Energy consumption history for previous twelve (12) months (all fuel types) (not applicable for Household Crisis);

Page 4 of 19

5.

6.

7.

8.

9.

10.

11.

E. Subrecipient shall maintain complete client files at all times. Costs associated with incomplete files found at the time of

program monitoring may be disallowed.

Documentation of payment (Documentation of payment may be maintained in a separate file, but must be accessible to

the Department.);

Documentation of benefits determination;

Notice of Denial Form (if applicable);

Right of appeal and procedures for denial or termination of services (if applicable);

Any documentation required by directives;

Priority rating form; and

Case notes sufficient to document that Assurance 16 activity has occurred.

Subrecipient shall electronically submit to Department, no later than fifteen (15) days after the end of each month of the

Contract Term, a Funding Report of all expenditures of funds and clients served under this Contract during the previous month.

These reports are due even if Subrecipient has no new activity to report during the month.

A.

SECTION 10. REPORTING REQUIREMENTS

B.

C.

D.

E.

Subrecipient shall submit to Department, no later than forty five (45) days after the end of the Contract Term, an inventory of

all vehicles, tools, and equipment with a unit acquisition cost of $5,000 and /or a useful life of more than one year, if purchased

in whole or in part with funds received under this Contract or previous CEAP contracts. The inventory shall include the

vehicles, tools, equipment, and appliances purchased with Energy Crisis funds on hand as of the last day of the Contract Term.

Subrecipient acknowledges that all equipment and supplies purchased with funds from the CEAP are the property of CEAP and

as such, stay with the subrecipient which provides CEAP services in the service area.

Subrecipient shall electronically submit to Department, no later than forty five (45) days after the end of the Contract Term, a

final report of all expenditures of funds and clients served under this Contract. Failure of Subrecipient to provide a full

accounting of funds expended under this Contract may result in the termination of this Contract and ineligibility to receive

additional funds. If Subrecipient fails to submit a final expenditure/performance report within 45 days of the end of the

Contract Term, Department will use the last report submitted by Subrecipient as the final report.

If Subrecipient fails to submit, in a timely and satisfactory manner, any report or response required by this Contract,

Department may withhold any or all payments otherwise due or requested by Subrecipient hereunder. Payments may be

withheld until such time as the delinquent report or response is received by Department. If the delinquent report or response is

not received within forty-five (45) days of its due date, Department may suspend or terminate this Contract. If Subrecipient

receives funds from Department over two or more Contract Terms, funds may be withheld or this Contract suspended or

terminated for Subrecipient's failure to submit a past due report or response (including an audit report) from a prior contract or

Contract Term.

Subrecipient shall provide the Department with a Data Universal Numbering System (DUNS) number and a Central Contractor

Registration (CCR) System number. The DUNS number must be provided in a document from Dun and Bradstreet and the

current CCR number must be submitted from a document retrieved from the https://www.sam.gov/portal/public/SAM/ website.

These documents must be provided to the Department prior to the processing first payment to Subrecipient. Subrecipient shall

maintain a current DUNS number and CCR number for the entire Contract Term.

Page 5 of 19

SECTION 11. VENDOR AGREEMENTS

For each of Subrecipient's vendors, Subrecipient shall implement and maintain a vendor agreement that contains assurances relating

to fair billing practices, delivery procedures, and pricing procedures for business transactions involving CEAP clients. All vendor

agreements are subject to monitoring procedures performed by TDHCA. All vendor agreements must be renegotiated every two

years.

SECTION 12. CHANGES AND AMENDMENTS

Any change, addition or deletion to the terms of this Contract required by a change in federal or state law or regulation is

automatically incorporated herein and is effective on the date designated by such law or regulation.

A.

B.

C.

Except as specifically provided otherwise in this Contract, any changes, additions, or deletions to the terms of this Contract

shall be in writing and executed by both Parties to this Contract. If any Party returns an executed copy by facsimile machine or

electronic transmission, the signing party intends the copy of its authorized signature printed by the receiving machine or the

electronic transmission, to be its original signature.

Written requests for Contract amendment must be received by the Department by no later than forty five (45) days prior to the

end of the Contract Term.

SECTION 13. PROGRAM INCOME

Subrecipient shall account for and expend program income derived from activities financed in whole or in part with funds provided

under this Contract in accordance with the UGMS, Common Rule, §_.25 and OMB Circular A-102, Attachment, 2e.

SECTION 14. TECHNICAL ASSISTANCE AND MONITORING

Department may issue technical guidance to explain the rules and provide directions on terms of this Contract. Department or its

designee may conduct on and off-site monitoring and evaluation of Subrecipient's compliance with the terms of this Contract.

Department's monitoring may include a review of the efficiency, economy, and efficacy of Subrecipient's performance. Department

will notify Subrecipient in writing of any deficiencies noted during such monitoring. Department may provide training and technical

assistance to Subrecipient in correcting the deficiencies noted. Department may require corrective action to remedy deficiencies

noted in Subrecipient's accounting, personnel, procurement, and management procedures and systems in order to comply with State

or Federal requirements. Department may conduct follow-up visits to review the previously noted deficiencies and to assess the

Subrecipient's efforts made to correct them. Repeated deficiencies may result in disallowed costs. Department may terminate or

suspend this Contract or invoke other remedies Department determines to be appropriate in the event monitoring reveals material

deficiencies in Subrecipient's performance, or Subrecipient fails to correct any deficiency within a reasonable period of time, as

determined by the Department. Department or its designee may conduct an ongoing program evaluation throughout the Contract

Term.

SECTION 15. INDEPENDENT SUBRECIPIENT

It is agreed that Department is contracting with Subrecipient as an independent contractor. Subrecipient agrees to indemnify

Department against any disallowed costs or other claims which may be asserted by any third party in connection with the services to

be performed by Subrecipient under this Contract.

SECTION 16. PROCUREMENT STANDARDS

A. For making procurements under this contract, Subrecipient shall comply with 45 C.F.R. Part 92, OMB Circular A-102, 10

T.A.C. §5.10, and all applicable federal, state, and local laws, regulations, and ordinances.

B. Subrecipient may not use funds provided under this Contract to purchase personal property, equipment, goods, or services with

a unit acquisition cost (the net invoice unit price of an item of equipment) of more than $5,000 unless Subrecipient has received

the prior written approval of Department for such purchase.

Page 6 of 19

C. Upon the termination or non-renewal of this Contract, Department may transfer title to any such property or equipment having

a unit acquisition cost (the net invoice unit price of an item of equipment) of $5,000 or more to itself or to any other entity

receiving Department funding.

SECTION 17. SUBCONTRACTS

A.

B.

Subrecipient may not subcontract the primary performance of this Contract, including but not limited to expenditure and

performance reporting and drawing funds through the Community Affairs Contract System, and only may enter into properly

procured contractual agreements for consulting and other professional services, if Subrecipient has received Department's prior

written approval. Subrecipient may subcontract for the delivery of client assistance without obtaining Department's prior

approval. Any subcontract for the delivery of client assistance will be subject to monitoring by the Department as per Section

14.

In no event shall any provision of this Section 17, specifically the requirement that Subrecipient obtain Department's prior

written approval of a subcontractor, be construed as relieving Subrecipient of the responsibility for ensuring that the

performances rendered under all subcontracts are rendered so as to comply with all of the terms of this Contract, as if such

performances rendered were rendered by Subrecipient. Department's approval under this section does not constitute adoption,

ratification, or acceptance of Subrecipient's or subcontractor's performance hereunder. Department maintains the right to

monitor and require Subrecipient's full compliance with the terms of this Contract. Department's approval under this section

does not waive any right of action which may exist or which may subsequently accrue to Department under this Contract.

SECTION 18. AUDIT

A.

1.

2. Sections 4 D (3) and (4) above notwithstanding, Subrecipient may utilize funds budgeted under this Contract to pay for

that portion of the cost of such audit services properly allocable to the activities funded by Department under this

Contract.

3.

4.

B.

Subrecipient shall arrange for the performance of an annual financial and compliance audit of funds received and performances

rendered under this Contract, subject to the following conditions and limitations:

The cost of auditing services for a Subrecipient expending less than $500,000 in total Federal awards per fiscal year is not an

allowable charge under Federal awards.

Subrecipient expending $500,000 or more in total Federal awards or $500,000 in total state financial assistance shall

have an audit performed in accordance with the Single Audit Act Amendments of 1996, 31 U.S.C. 7501, and OMB

Circular No. A-133, "Audits of States, Local Governments, and Non-Profit Organizations" issued June 30, 1997. For

purposes of this Section 18, "Federal financial assistance" means assistance provided by a Federal agency in the form of

grants, contracts, loans, loan guarantees, property, cooperative agreements, interest subsidies, insurance or direct

appropriations, or other assistance, but does not include amounts received as reimbursement for services rendered to

individuals in accordance with OMB guidelines. The term includes awards of Federal financial assistance received

directly from Federal agencies, or indirectly through other units of State and local government;

Subrecipient shall submit three (3) copies of such audit report and any associated management letter to the Department,

two (2) copies of the audit report to Department's Compliance and Asset Oversight Division and one (1) copy of the

audit report to the Department's Community Affairs Division within the earlier of thirty (30) days after receipt of the

auditor's report(s), or nine (9) months after the end of the audit period. Subrecipient shall make audit report available for

public inspection within thirty (30) days after receipt of the audit report(s). Audits performed under this Section are

subject to review and resolution by Department or its authorized representative. Subrecipient shall submit such audit

report to the Federal clearinghouse designated by OMB in accordance with OMB A-133.

The audit report must include verification of all expenditures by budget category, in accordance with Exhibit B, Budget,

of this Contract.

Page 7 of 19

C.

D.

E.

G.

F.

Subsection A of this Section 18 notwithstanding, Department reserves the right to conduct an annual financial and compliance

audit of funds received and performance rendered under this Contract. Subrecipient agrees to permit Department or its

authorized representative to audit Subrecipient's records and obtain any documents, materials, or information necessary to

facilitate such audit.

Subrecipient understands and agrees that it shall be liable to the Department for any costs disallowed pursuant to financial and

compliance audit(s) of funds received under this Contract. Subrecipient further understands and agrees that reimbursement to

Department of such disallowed costs shall be paid by Subrecipient from funds which were not provided or otherwise made

available to Subrecipient under this Contract.

Subrecipient shall facilitate the performance of such audit or audits conducted pursuant to this Section 18 as Department may

require of Subrecipient.

Subrecipient shall procure audit services through an open, competitive process at least once every four years. The auditor shall

retain working papers and reports for a minimum of the three years after the date of directive of the auditor's report to the

Subrecipient. Audit working papers shall be made available upon request to Department at the completion of the audit, as part

of a quality review, to resolve audit findings, or to carry out oversight responsibilities consistent with the purposes of this

Section. Access to working papers includes the right to obtain copies of working papers, as is reasonable and necessary.

For any fiscal year ending within or immediately after the Contract Term, Subrecipient must submit an "Audit Certification

Form" (available from the Department) within sixty (60) days after the Subrecipient's fiscal year end.

SECTION 19. MANAGEMENT OF EQUIPMENT AND INVENTORY

A.

B.

C.

Subrecipient shall comply with Subchapter A of the State Rules.

Subrecipient may not use funds provided under this Contract to purchase personal property, equipment, goods, or services with

a unit acquisition cost (the net invoice unit price of an item of equipment) of more than $5,000 unless Subrecipient has received

the prior written approval of Department for such purchase

Upon the termination or non-renewal of this Contract, Department may transfer title to any such property or equipment having

a useful life of one year or more or a unit acquisition cost (the net invoice unit price of an item of equipment) of $5,000 or more

to itself or to any other entity receiving Department funding.

SECTION 20. TRAVEL AND TRAINING

The travel funds are to be used only for Department-approved training events. Subrecipient shall adhere to OMB Circular A-87 and

either its board-approved travel policy, or in the absence of such a policy, the State of Texas travel policies.

SECTION 21. BONDING AND INSURANCE REQUIREMENTS

A.

B.

If Subrecipient will enter in to a construction or facility improvements contract with a third-party in the amount of $25,000 of

greater, Subrecipient must execute with the contractor a payment bond in the full amount of the contract. If the Subrecipient

will enter in to contract with a prime contractor in excess of $100,000, a performance bond in the full amount of the contract is

also required. These bonds must be executed by a corporate surety authorized to do business in Texas, a list of which may be

obtained from the State Insurance Department. Such assurances of completion will run to the Department as obligee and must

be documented prior to the start of construction.

Subrecipient shall maintain adequate personal injury and property damage liability insurance. Subrecipient is encouraged to

obtain pollution occurrence insurance in addition to the general liability insurance. Generally, regular liability insurance

policies do not provide coverage for potential effects of many health and safety measures, such as lead disturbances and other

pollution occurrence items. Subrecipient should review existing policies to determine if lead contamination is covered. If it is

not, Subrecipient should consider securing adequate coverage for all construction projects. Additional liability insurance costs

may be paid from administrative funds. The Department strongly recommends the Subrecipient require their contractors to

carry pollution occurrence insurance to avoid being liable for any mistakes the contractors may make. Each agency should get a

legal opinion regarding the best course to take for implementing the pollution occurrence insurance coverage.

Page 8 of 19

SECTION 22. LITIGATION AND CLAIMS

Subrecipient shall give Department immediate written notice of any claim or action filed with a court or administrative agency

against Subrecipient and arising out of the performance of this Contract or any subcontract hereunder. Subrecipient shall furnish to

Department copies of all pertinent papers received by Subrecipient with respect to such action or claim.

SECTION 23. LEGAL AUTHORITY

A.

B.

C.

Subrecipient assures and guarantees that it possesses the legal authority to enter into this Contract, to receive and manage the

funds authorized by this Contract, and to perform the services Subrecipient has obligated itself to perform hereunder. The

execution, delivery, and performance of this Contract will not violate Subrecipient's constitutive documents or any requirement

to which Subrecipient is subject and represents the legal, valid, and binding agreement of Subrecipient, enforceable in

accordance with its terms.

The person signing this Contract on behalf of Subrecipient hereby warrants that he/she has been duly authorized by Contract to

execute this Contract on behalf of Subrecipient and to validly and legally bind Subrecipient to the terms, provisions and

performances herein.

Department shall have the right to suspend or terminate this Contract if there is a dispute as to the legal authority of either

Subrecipient, or the person signing this Contract on behalf of Subrecipient, to enter into this Contract or to render performances

hereunder. Subrecipient is liable to Department for any money it has received from Department for performance of the

provisions of this Contract, if the Department has terminated this Contract for reasons enumerated in this Section 23.

SECTION 24. COMPLIANCE WITH LAWS

A.

B.

C.

D.

FEDERAL, STATE AND LOCAL LAW. Subrecipient shall comply with the LIHEAP Act, the federal rules and regulations

promulgated under the LIHEAP Act, the State Act, the State CEAP Rules, LIHEAP State Plan, and all federal, state, and local

laws and regulations applicable to the performance of this Contract.

DRUG-FREE WORKPLACE ACT OF 1988. The Subrecipient affirms by signing this contract that it is implementing the

Drug-Free Workplace Act of 1988.

PRO-CHILDREN ACT OF 1994. Subrecipient shall follow the requirements of the Pro-Children Act of 1994, (20 U.S.C. Sec.

6081 et seq.) which requires that smoking not be permitted in any portion of any indoor facility owned or leased or contracted

by an entity and used routinely or regularly for the provision of health, day care, education, or library services to children under

the age of 18 if the services are funded by Federal programs either directly or through States or local governments by Federal

grant, contract, loan or loan guarantee.

LIMITED ENGLISH PROFICIENCY (LEP). Subrecipients must provide program applications, forms, and educational

materials in English, Spanish, and any appropriate language, based on the needs of the service area and in compliance with the

requirements in Executive Order 13166 of August 11, 2000. To ensure compliance, the Subrecipient must take reasonable

steps to insure that persons with Limited English Proficiency have meaningful access to the program. Meaningful access may

entail provide language assistance services, including oral and written translation, where necessary.

SECTION 25. PREVENTION OF WASTE, FRAUD, AND ABUSE

A.

B.

Subrecipient shall establish, maintain, and utilize systems and procedures to prevent, detect, and correct waste, fraud, and abuse

in activities funded under this Contract. The systems and procedures shall address possible waste, fraud, and abuse by

Subrecipient, its employees, clients, vendors, subcontractors and administering agencies. Subrecipient's internal control

systems and all transactions and other significant events are to be clearly documented, and the documentation is to be readily

available for monitoring by Department.

Subrecipient shall give Department complete access to all of its records, employees, and agents for the purposes of any

investigation of the Comprehensive Energy Assistance Program. Subrecipient shall immediately notify Department of any

discovery of waste, fraud, or abuse. Subrecipient shall fully cooperate with Department's efforts to detect, investigate, and

prevent waste, fraud, and abuse in the Comprehensive Energy Assistance Program.

Page 9 of 19

C. Subrecipient may not discriminate against any employee or other person who reports a violation of the terms of this Contract,

or of any law or regulation, to Department or to any appropriate law enforcement authority, if the report is made in good faith.

SECTION 26. CERTIFICATION REGARDING UNDOCUMENTED WORKERS

Pursuant to Chapter 2264 of the Texas Government Code, by execution of this Contract, Subrecipient hereby certifies that

Subrecipient/Local Operator, or a branch, division, or department of Subrecipient does not and will not knowingly employ an

undocumented worker, where "undocumented worker" means an individual who, at the time of employment, is not lawfully admitted

for permanent residence to the United States or authorized under law to be employed in that manner in the United States. If, after

receiving a public subsidy, Subrecipient, or a branch, division, or department of Subrecipient is convicted of a violation under 8

U.S.C. Section 1324a(f), Subrecipient shall repay the public subsidy with interest, at a rate of five percent (5%) per annum, not later

than the 120th day after the date the Department notifies Subrecipient of the violation..

SECTION 27. CONFLICT OF INTEREST/NEPOTISM

A.

B.

C.

D.

E.

Subrecipient shall maintain written standards of conduct governing the performance of its employees engaged in the award and

administration of contracts.

No employee, officer, or agent of Subrecipient shall participate in the selection, award, or administration of a contract

supported by federal funds if a real or apparent conflict of interest would be involved. Such a conflict would arise when the

employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or

is about to employ any of the Parties indicated herein, has a financial or other interest in the firm selected for an award.

The officers, employees, and agents of the Subrecipient shall neither solicit nor accept gratuities, favors, or anything of

monetary value from contractors, or parties to subagreements. Subrecipients may set standards for situations in which the

financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct shall provide

for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the Subrecipient.

Subrecipients who are local governmental entities shall, in addition to the requirements of this Section, follow the requirements

of Chapter 171 of the Local Government Code regarding conflicts of interest of officers of municipalities, counties, and certain

other local governments.

Failure to maintain written standards of conduct and to follow and enforce the written standards is a condition of default under

this Contract and may result in termination of the Contract or deobligation of funds.

SECTION 28. POLITICAL ACTIVITY PROHIBITED

A.

B.

Funds provided under this Contract shall not be used for influencing the outcome of any election, or the passage or defeat of

any legislative measure. This prohibition shall not be construed to prevent any official or employee of Subrecipient from

furnishing to any member of its governing body upon request, or to any other local or state official or employee, or to any

citizen, information in the hands of the employee or official not considered under law to be confidential information. Any

action taken against an employee or official for supplying such information shall subject the person initiating the action to

immediate dismissal from employment.

Funds provided under this Contract may not be used directly or indirectly to hire employees or in any other way fund or

support candidates for the legislative, executive, or judicial branches of government of Subrecipient, the State of Texas, or the

government of the United States.

SECTION 29. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

A. A person shall not be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be

denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds

made available under this Contract, on the grounds of race, color, religion, sex, national origin, age, disability, political

affiliation or belief.

Page 10 of 19

B.

C.

Subrecipient agrees to carry out an Equal Employment Opportunity Program in keeping with the principles as provided in

President's Executive Order 11246 of September 24, 1965.

Subrecipient will include the substance of this Section 29 in all subcontracts.

SECTION 30. CERTIFICATION REGARDING CERTAIN DISASTER RELIEF CONTRACTS

The Department may not award a Contract that includes proposed financial participation by a person who, during the five year

period preceding the date of this Contract, has been convicted of violating a federal law in connection with a contract awarded by

the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane Rita, as defined by Section 39.459,

Utilities Code, Hurricane Katrina, or any other disaster occurring after September 24, 2005; or assessed a penalty in a federal, civil

or administrative enforcement action in connection with a contract awarded by the federal government for relief, recovery, or

reconstruction efforts as a result of Hurricane Rita, as defined by Section 39.459, Utilities Code, Hurricane Katrina, or any other

disaster occurring after September 24, 2005.

By execution of this Contract, the Subrecipient/Local Operator hereby certifies that it is eligible to participate in this Program and

acknowledges that this Contract may be terminated and payment withheld if this certification is inaccurate.

SECTION 31. MAINTENANCE OF EFFORT

Funds provided to Subrecipient under this Contract may not be substituted for funds or resources from any other source nor in any

way serve to reduce the funds or resources which would have been available to, or provided through, Subrecipient had this Contract

never been executed.

SECTION 32. DEBARRED AND SUSPENDED PARTIES

By signing this Contract, Subrecipient certifies that its principal employees, board members, agents, or contractors agents are not

included in the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA). Subrecipient also

certifies that it will not award any funds provided by this Contract to any party that is debarred, suspended, or otherwise excluded

from or ineligible for participation in federal assistance programs under Executive Order 12549. Subrecipient agrees that prior to

entering into any agreement with a potential subcontractor that the verification process to comply with this requirement will be

accomplished by checking the System for Award Management (SAM) at www.sam.gov and including a copy of the results in its

project files.

SECTION 33. FAITH BASED AND SECTARIAN ACTIVITY

Funds provided under this Contract may not be used for sectarian or inherently religious activities such as worship, religious

instruction or proselytization, and must be for the benefit of persons regardless of religious affiliation. Subrecipient shall comply

with the regulations promulgated by the HHS at 45 C.F.R. §87.2.

SECTION 34. COPYRIGHT

Subrecipient may copyright materials developed in the performance of this Contract or with funds expended under this Contract.

Department and HHS shall each have a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and

to authorize others to use, the copyrighted work for government purposes

SECTION 35. NO WAIVER

Any right or remedy given to Department by this Contract shall not preclude the existence of any other right or remedy, nor shall

any action taken in the exercise of any right or remedy be deemed a waiver of any other right or remedy. The failure of Department

to exercise any right or remedy on any occasion shall not constitute a waiver of Department's right to exercise that or any other right

or remedy at a later time.

Page 11 of 19

SECTION 36. SEVERABILITY

If any section or provision of this Contract is held to be invalid or unenforceable by a court or administrative tribunal of competent

jurisdiction, the remainder shall remain valid and binding.

SECTION 37. ORAL AND WRITTEN AGREEMENTS

A.

B.

1

2

3

Exhibit A, Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements

Exhibit B, Budget

Exhibit C, PRWORA Requirements for the Comprehensive Energy Assistance Program

All oral and written agreements between the Parties relating to the subject matter of this Contract have been reduced to writing

and are contained in this Contract.

The attachments enumerated and denominated below are a part of this Contract and constitute promised performances under

this Contract:

4 Exhibit D, Documentation of Disability

SECTION 38. SPECIAL CONDITIONS

A.

B.

In order to achieve compliance with the LIHEAP Act, Subrecipient must coordinate with other energy related programs.

Specifically, Subrecipient must make documented referrals to the local Weatherization Assistance Program subrecipient and the

Lite Up Texas program administered by the Public Utility Commission of Texas

Subrecipient shall accept applications for CEAP benefits at sites that are geographically accessible to all households in the

service area. Subrecipient shall provide elderly and disabled individuals the means to submit applications for CEAP benefits

without leaving their residence or by securing transportation for them to the sites that accept such applications.

SECTION 39. APPEALS PROCESS

In compliance with the LIHEAP Act, Subrecipient must provide an opportunity for a fair administrative hearing to individuals

whose application for assistance is denied, terminated or not acted upon in a timely manner. Subrecipient must establish a denial of

service complaint procedure in accordance with §5.405 the State Rules.

SECTION 40. USE OF ALCOHOLIC BEVERAGES

Funds provided under this Contract may not be used for the payment of salaries to any Subrecipient's employees who use alcoholic

beverages while on active duty, for travel expenses expended for alcoholic beverages, or for the purchase of alcoholic beverages.

The non-performing party is without fault in causing or failing to prevent the occurrence of such event, and such occurrence

could not have been circumvented by reasonable precautions and could not have been prevented or circumvented through the

use of commercially reasonable alternative sources, workaround plans or other means.

B.

Any of the following events: (i) catastrophic weather conditions or other extraordinary elements of nature or acts of God; (ii)

acts of war (declared or undeclared), (iii) acts of terrorism, insurrection, riots, civil disorders, rebellion or sabotage; and (iv)

quarantines, embargoes and other similar unusual actions of federal, provincial, local or foreign Governmental Authorities; and

A.

SECTION 41. FORCE MAJURE

If the obligations are delayed by the following, an equitable adjustment will be made for delay or failure to perform hereunder:

Page 12 of 19

SECTION 42. TIME IS OF THE ESSENCE

Time is of the essence with respect to Subrecipient's compliance with all covenants, agreements, terms and conditions of this

Contract.

SECTION 43. COUNTERPARTS AND FACSIMILE SIGNATURES

This Contract may be executed in one or more counterparts each of which shall be deemed an original but all of which together shall

constitute one and the same instrument. Signed signature pages may be transmitted by facsimile or other electronic transmission,

and any such signature shall have the same legal effect as an original.

SECTION 44. NUMBER, GENDER

Unless the context requires otherwise, the words of the masculine gender shall include the feminine, and singular words shall

include the plural.

As to Department:

If notice is provided concerning this Contract, notice may be given at the following (herein referred to as "Notice Address"): A.

SECTION 45. NOTICE

As to Subrecipient:


1117 Gallagher Drive

Sherman, TX 75090

Attention: Susan Thomas, Executive Director

Telephone: (903) 813-3512 Fax: (903) 813-3511 Email: [email protected]

Texoma Council of Governments

P. O. Box 13941

Austin, Texas 78711-3941

Attention: Michael DeYoung

Telephone: (512)- 475-3950

Fax: (512) - 475-3935

[email protected]

All notices or other communications hereunder shall be deemed given when delivered, mailed by overnight service, or five days

after mailing by certified or registered mail, postage prepaid, return receipt requested, addressed to the appropriate Notice

Address as defined in the above Subsection A of this Section 45.

B.

Page 13 of 19

SECTION 46. VENUE AND JURISDICTION

This Contract is delivered and intended to be performed in the State of Texas. For purposes of litigation pursuant to this Contract,

venue shall lie in Travis County, Texas.

EXECUTED to be effective on :1/1/2013


a political subdivision

By:

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS,

a public and official agency of the State of Texas

By:

Title: Its duly authorized officer or representative

Title:

Page 14 of 19


CONTRACT NO. 58130001650 FOR THE FY 2013


(CFDA # 93.568)

EXHIBIT A

CERTIFICATION REGARDING LOBBYING FOR

CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS

Texoma Council of Governments,


The undersigned certifies, to the best of its knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing

or attempting to influence an officer or employee of an agency, a member of congress, an officer or employee of congress, or an

employee of a member of congress in connection with the awarding of any federal contract, the making of any federal grant, the

making of any federal loan, the entering into of any cooperative agreement, or modification of any federal contract, grant, loan,

or cooperative agreement.

2.

3.

If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to

influence an officer or employee of any agency, a member of congress, an officer or employee of congress, or an employee of a

member of congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall

complete and submit standard form -LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.

The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at

all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all

sub-recipients shall certify and disclose accordingly.

This certification is material representation of fact on which reliance was placed when this transaction was made or entered into.

Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S.

Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more

than $100,000 for each such failure.



Title:

Date:

By:

Page 15 of 19




(CFDA # 93.568)

EXHIBIT B

BUDGET



TRAINING TRAVEL ALLOWANCE FUNDS CURRENTLY AVAILABLE

$ 1,200.00

$ 699,264.00

CEAP FUNDS CURRENTLY AVAILABLE

DEPARTMENT FINANCIAL OBLIGATIONS

BUDGET FOR AVAILABLE ALLOCATIONS

FUNDS %BUDGET CATEGORY

$ 43,629.00 Administration -

$ 46,579.00 Assurance 16 -

$ 607,856.00 Direct Services -

$ 698,064.00 TOTAL CEAP BUDGET -

FUNDS %BUDGET CATEGORY

Household Crisis $ 303,928.00 50.00

Utility Assistance $ 303,928.00 50.00

$ 607,856.00 TOTAL DIRECT SERVICES 100.00

COOKE, FANNIN, GRAYSON

Subrecipient's service area consists of the following Texas counties:

Page 16 of 19

Administrative costs, salaries, fringe benefits, non-training travel, equipment, supplies, audit and office space are limited to 6.2% of

the contract expenditures, excluding Training/Travel costs. All other administrative costs, exclusive of administrative costs for

Assurance 16 Activities, must be paid with nonfederal funds.

Assurance 16 Activities costs will be the maximum allowable under the total State of Texas LIHEAP award but at least 6.6% of the

contract expenditures excluding Training and Travel costs.

Department's prior written approval for purchase or lease of equipment with an acquisition cost of $5,000 and over is required.

Approval of this budget does not constitute prior approval for such purchases.

Funds may not be used for the purchase or improvement of land, or the purchase, construction, or permanent improvement of any

building or facility.

Subrecipient is limited to only one budget revision request during the first 6 months of the Contract Term. A second and final

budget revision must be received by the Department no later than 45 days prior to the end of the Contract Term.

Subrecipient shall provide outreach services under all components in this category. Failure to do so may result in contract

termination. Subrecipient must document outreach, whether the outreach is conducted with CEAP funds or other funds.

Page 17 of 19




(CFDA # 93.568)

EXHIBIT C

PRWORA REQUIREMENTS

Texoma Council of Governments ,


If an individual is applying for LIHEAP funds, a Subrecipient must verify that the individual applying for LIHEAP funds is a

qualified recipient for funding under the Personal Responsibility and Work Opportunity Act of 1996, ("PRWORA"), Pub. L.

104-193, 110 Stat. 2105, codified at 8 U.S.C. § 1601 et. seq., as amended by the Omnibus Appropriations Act, 1997, Pub. L.

104-208.

To ensure that a non-qualified applicant does not receive "federal public benefits," a unit of general purpose government that

administers "federal public benefit programs" is required to determine, and to verify, the individual's alienage status before granting

eligibility. 8 U.S.C. § 1642 (a) and (b). Subrecipient must use the SAVE verification system to verify and document qualified alien

eligibility.

An exception to the requirement of verification of alienage status applies when the applicant's eligibility is determined by a

non-profit charitable organization. To be eligible for this exemption, an organization must be both "nonprofit" and "charitable." An

organization is "nonprofit" if it is organized and operated for purposes other than making gains or profits for the organization, its

member or its shareholders, and is precluded from distributing any gains or profits to its members or shareholders. An organization

is "charitable" if it is organized and operated for charitable purposes. The term "charitable" should be interpreted in its generally

accepted legal sense as developed by judicial decisions. It includes organizations dedicated to relief of the poor and distressed or the

underprivileged, as well as religiously-affiliated organizations and educational organizations. Federal Register on November 17,

1997 at 62 Fed. Reg. 61344.

Page 18 of 19




(CFDA # 93.568)

EXHIBIT D

DOCUMENTATION OF DISABILITY



All CEAP purchases of portable heating/cooling units are allowable only for households "that include at least one member that

is elderly, disabled, or a child aged 5 or younger when Subrecipient has met local weather crisis criteria, pursuant to 10 TAC

5.423(d)(4). No other reason for purchase, including medical reasons, shall be accepted. Notwithstanding the provisions under

10 TAC 10 TAC 5.402, 10 TAC 5.422(c), 10 TAC 5.422(d)(3), and 5.423(d)(4), under NO CIRCUMSTANCES should clients'

medical information be collected or kept by Subrecipients.

1.

2. Documentation of Disability must NOT include protected health information as defined in the Texas Health and Safety Code,

Subtitle I, Chapter 181.

Page 19 of 19

TO: TCOG Governing Board THRU: Dr. Randy McBroom, Government Services Director FROM: David Trout, Municipal Solid Waste Program Manager DATE: February 11, 2013 RE: Household Hazardous Waste MOU RECOMMENDATION Approve signing a Memorandum of Understanding (MOU) with Grayson College for the use of their west campus parking lot for collection of Household Hazardous Waste (HHW) on April 20, 2013. BACKGROUND The Municipal Solid Waste (MSW) Grant Program provides funding and technical assistance to regional city and county governments, school districts, and law enforcement districts within Cooke, Fannin, and Grayson counties. Funding is provided by pass-through grants from the Texas Commission on Environmental Quality (TCEQ) to combat illegal dumping, promote recycling, and ultimately reduce the amount of waste introduced to local landfills. DISCUSSION HHW events are scheduled once each biennium in the TCOG region. Three events are held on the same day in Cooke, Grayson, and Fannin counties. The scheduled 2013 event in Grayson County is typically held at the Midway Mall parking lot but some unforeseen logistic problems require the event to be scheduled in another location this year. Grayson College has agreed for TCOG to use their west parking lot for this year’s collection. BUDGET The HHW event is a budgeted item for this fiscal year. APPROVALS ________________________ Terrell Culbertson, Finance Director ________________________ Susan B. Thomas, Ph.D., Executive Director

Household Hazardous Waste Site Use Approval MEMORANDUM OF UNDERSTANDING (MOU)

Between

Texoma Council of Governments And

Grayson College This is an agreement between “Texoma Council of Governments”, hereinafter called TCOG and “Grayson College”, hereinafter called GC.

I. PURPOSE & SCOPE

The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they relate to the Household Hazardous Waste (HHW) Collection Event scheduled for Saturday, April 20, 2013. TCOG has a need for a site that has sufficient area to handle disposal and recycling of various materials that are considered hazardous when disposed of improperly by the public in a regional landfill. All of the work performed by TCOG and any TCOG contractors will meet the requirements set forth in the Texas Administrative Code TAC 30, Part 1, Chapter 335, Subchapter N.

II. TCOG RESPONSIBILITIES UNDER THIS MOU

TCOG shall undertake the following activities: Manage the collection of HHW items using a licensed environmental services company. Will leave the site in the same condition that TCOG found it (including the repair of any damage

and the clean-up of any trash or debris). Will hold Grayson College harmless on any claims that may arise. Will provide proof of liability insurance with at least $1 million coverage and with the college

named as an additional insured.

III. Grayson College RESPONSIBILITIES UNDER THIS MOU

Grayson College shall undertake the following activities: Provide the use of a pre-determined section of the campus parking lot for the HHW event. Allow the use of two (2) 30 yard roll-off containers provided by the City of Sherman. Allow storage of up to five hundred (500) passenger tires adjacent to the parking lot until

Monday, April 22, 2013. Provide the use of the campus parking lot at no charge to TCOG.

IV. FUNDING

Funding for the collection event is provided by pass-through grants from the Texas Commission on Environmental Quality and by local funding from participating Counties and Cities. The funding will be paid to the collection event contractors for services rendered.

V. AMENDMENTS

This agreement states the entire agreement of the parties, and an amendment to it is not effective unless in writing and signed by all parties.

VI. EFFECTIVE DATE AND SIGNATURE

This MOU shall be effective upon the signature of Texoma Council of Governments and Grayson College authorized officials. This agreement will expire on Friday, May 3, 2013. Texoma Council of Governments and Grayson College indicate agreement with this MOU by their signatures. Signatures and dates

TCOG Grayson College

_______________________ ________________________ Date Date

TO: TCOG Governing Board THRU: Dr. Randy McBroom, Government Services Director FROM: CJ Durbin-Higgins, Public Safety Program Manager DATE: February 11, 2013 RE: TCOG Criminal Justice Advisory Committee (CJAC) New Members for 2013 RECOMMENDATION Authorize the following TCOG Criminal Justice Advisory Committee (CJAC) members for the term of 2013-2015 BACKGROUND Our work, together with our local 25 member Criminal Justice Advisory Committee, supported expansion of capacity for prevention and justice-oriented programs and planning by promoting and developing coordinated, collaborative initiatives that combined the efforts of grantees, volunteers, community-based organizations, faith-based organizations, government agencies, the private sector and others. The section also administers the local process for grant funds available for the tri-county area through the Criminal Justice Division of the Office of the Governor, a contract and grant funds program that TCOG has managed since 1968, putting millions of dollars into the tri-county criminal justice systems for improvements. DISCUSSION Each year one third of the committee completes their three year term. A nominations committee is formed to provide a slate of nominees. Nominations were presented to the TCOG CJAC for membership to fill the positions needed for the 2013 committee. (See attached list) On January 16, 2013 the TCOG CJAC met and approved the slate of nominees (see attachment) to become members of the TCOG CJAC for the term of 3 years. (2013 thru the end of 2015) BUDGET No budget impact. APPROVALS ________________________ Terrell Culbertson, Finance Director ________________________ Susan B. Thomas, Ph.D., Executive Director

Criminal Justice Advisory Committee Nominations for 2013

(Terms to expire at the end of 2015)

Cooke County

1. Jack Jones - Drug Abuse Representative 2. Keith Rigsby - Citizens/Parents Representative

Fannin County

1. Donnie Foster - Law Enforcement Representative 2. Becky William - Victims Services Representative

Grayson County

1. Bill Bristow- Juvenile Justice Representative 2. Jason Kirk- Drug Abuse Representative 3. Rachel Morgan - Victim Services Representative 4. Margie Norman - Education Representative

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 1, 2013 RE: TCOG FYE 2013 Auditor Selection RECOMMENDATION Authorize the audit engagement for fiscal year ending April 30, 2013. BACKGROUND TCOG has a long-standing policy of changing audit firms every four years via a formal request for proposal solicitation process. In December 2012 TCOG solicited proposals for audit services for fiscal years ending 2013 through 2016. DISCUSSION In response to the formal solicitation, three firms submitted proposals and one firm declined to submit. The three responses are summarized on the following page. Two firms, though well qualified, are located outside the Texoma Region – one in Wichita Falls and the other in Dallas. The third firm, LaFollett and Company, is located in Tom Bean. This firm, though small, has performed numerous single audits under Office of Management and Budget (OMB) Circular A-133. LaFollett and Company offers the highest number of partner hours (186), the highest number of total hours (412), the lowest first year fee maximum ($29,450) and the lowest total four year fee maximum ($123,500). Prior year audit fee was $46,600 paid to McClanahan and Holmes. BUDGET The audit fee for FYE2013 is be included in the proposed FYE 4/30/2014 budget. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

ANALYSIS OF PROPOSALS FOR AUDIT SERVICES FOR TEXOMA COUNCIL OF GOVERNMENTSFYE2013-2016

Firm Firm Relevant Other | No. of Hrs No. of Hrs No. of Hrs Total 1st Year TotalAudit Firm & Location Size Independence Experience Qualifications | Partner Prof Staff Other Staff No. of Hrs Fee Estimate 4 yr fees

Edgin, Parkman, Fleming 4 CPA partner meets Panhandle Regional AICPA Peer Review | 167 84 24 275 $32,500 $136,000& Fleming 2 CPA auditor independence Planning Commission completed 5/26/2010 |Wichita Falls, Texas 1 Sr staff auditors standards Nortex RPC | Average cost per hour ($32,500/275)= $118.18

Clerical support City of Wichita Falls |Education Service Center 10, 9 VII |

2 CPA Partners Archer County |certified as fraud auditors Wylie ISD |

Wichita Falls ISD |Burkburnett ISD |Archer City, Henrietta, |Iowa Park, Vernon |

| Weaver and Tidwell, LLP 18 CPA partners meets Alamo Area COG AICPA Peer Review | 40 210 150 400 $37,500 $165,000Dallas, Texas 34 CPA Sr Mgrs independence Central Texas COG completed 9/30/2010 | 31 CPA Sr Assoc standards East Texas COG | Average cost per hour ($37,500/400)= $93.75

26 Associates North Central Texas COG |||

LaFollett and Company 2 CPA partners meets Eagle Advantage Schools AICPA Peer Review | 186 217 9 412 $29,450 $123,500Tom Bean, Texas 2.5 professional staff independence Right from the Start completed 8/29/2011 |

4 CPA Associates standards Nutrition | Average cost per hour ($29,450/412)= $71.48MHMR of Texoma |Greater Texoma Health Clinic |City of Anna, Gunter, | Bells, Howe, Tom Bean |TAPS, Grayson Women's | Crisis Center |DeSoto Estates Apartments (HUD) |House of Hope |

TO: TCOG Governing Board THRU: Dr. Randy McBroom, Government Services Director DATE: February 12, 2013 RE: Government Services Department Consultants Memorandum of Understanding RECOMMENDATION Authorize suspension of normal procurement process and authorize sole source selection in order to execute the attached Memorandum of Understanding with Eric Neagu and Beverly Santicola (Project Team) to provide planning facilitation, consulting and grant writing assistance to the Government Services Department of Texoma Council of Governments. BACKGROUND US Government Grants, its sister organization Growing Rural, and Weaver Boos Consultants, LLC (Collectively “Project Team”) conducted an on-site workshop for the Government Services Department of TCOG on January 9th and 10th, 2013. Following that workshop discussions lead to the possibility of a partnership of TCOG and the Project Team to provide planning facilitation, consulting services, and grant writing assistance to the Government Services Department of TCOG. These services will help develop a more robust Government Services Department that provides more comprehensive regional planning, grant writing, and community support. While TCOG has maintained a Government Services Department for many years, changes in the Department and major regional infrastructure projects forthcoming in the region opens new opportunities for regional strategies that would help the communities, counties, and their businesses and residents grow more sustainability and robustly. Moreover, with federal and state funding requiring more partnerships and stronger regional planning, developing regional planning tools will better position the cities, counties, businesses, and organizations TCOG serves to obtain funding in the future. DISCUSSION TCOG has a previous working relationship with US Government Grants and its principal, Beverly Santicola. The Project Team is uniquely situated to provide the desired services within the time frame required. Under the attached Memorandum of Understanding, the Project Team will support the Government Services Department in developing an organizational strategy, seek grant funding, and assist in regional land-use, infrastructure, and other planning initiatives that will better position the region for sustained economic growth that recognizes quality of life as a priority for regional residents. The team will also assist in developing capacity building strategies for the Government Services Department. BUDGET Fees for services provided by the Project Team are contingent upon successful receipts resulting directly from Project Team activities. Contingency fees total $35,000 a year for projects, along with $4,500 for expenses for projects. APPROVALS ________________________ ____________________________ Terrell Culbertson, Finance Director Susan B. Thomas, Ph.D., Executive Director

February 13, 2013

Dr. Susan Thomas Executive Director The Texoma Council of Governments 1117 Gallagher Drive Sherman, TX 75090 Re: Government Services Consultant Support

Binding Memorandum of Understanding

Dear Dr. Thomas:

US Government Grants, its sister organization Growing Rural, and Weaver Boos Consultants, LLC (Collectively “Project Team”) is pleased to provide the Texoma Council of Governments (“TCOG”) with this binding Memorandum of Understanding (MOU) for Consulting Services for strategic planning, grant writing, regional planning, and engineering efforts for TCOG’s Government Services Department. We have prepared this MOU based on our recent conversations with TCOG and our site workshop conducted on January 9th and 10th, 2013.

Below is a summary of the Background for this MOU, Project Team description, Professional Services offered, and Proposed Payment Structure.

BACKGROUND

The Project Team understands TCOG is seeking to develop a more robust Government Services Department that provides more comprehensive regional planning, grant writing, and community support. While TCOG has maintained a Government Services Department for many years, with new leadership and major regional infrastructure projects forthcoming in the region, TCOG recognizes that regional strategies would help the communities, counties, and their businesses and residents grow more sustainability and robustly. Moreover, with federal and state funding requiring more partnerships and stronger regional planning, TCOG recognizes that developing regional planning tools will better position the cities, counties, businesses, and organizations it serves to obtain funding in the future.

TCOG Page 2

With the above in mind, TCOG has asked the Project Team to support them by developing an organizational strategy, seeking grant funding, and assisting in regional land-use, infrastructure, and other planning initiatives that will better position the region for sustained economic growth that recognizes quality of life as a priority for area residents.

PROJECT TEAM

The Project Team includes professionals with a keen understanding of regional planning issues, including stakeholder integration, partnership development, economic development, and land-use planning. We specialize in cultivating regional projects by highlighting the benefits to local communities. Further, we have successfully designed programs that address land-use, smart growth, and infrastructure opportunities and concerns with funding sources. With more than $250 million in grant funded projects, the Project Team is well-suited to support TCOG’S initiative. Our locations in nearby Fort Worth and Houston offer responsiveness to TCOG’s needs and a sensitivity to the impacts of urban sprawl that is affecting TCOG’s geographic area.

Beverly Santicola, President and CEO of US Government Grants (USGG) is a national training consultant with expertise in grant writing, grant administration, nonprofit leadership, project management, and community development. Since 2001 she has trained staff and volunteers from more than 5,000 nonprofit organizations throughout United States and Puerto Rico, including government agencies, educational institutions, health care providers, churches, faith-based organizations, other nonprofits and Native American Tribes. Her work in rural communities led to recognition by Civic Ventures as a 2010 Purpose Prize Fellow. Beverly is a federal grant reviewer, as well as a Certified Federal Grants Administrator. She has administered grants for numerous federal agencies. She has generated over $24 million dollars in grant funding for health care, disaster relief, technology, elementary/secondary education, economic development, labor-management cooperation. Beverly has led several projects that won national awards for excellence, including AFL-CIO National Labor Management Award, the Work in America – Search for Excellence Award, the Best Practices Award from the US Department of Education and Labor, and the Governor’s Award for Team Excellence. Santicola is a highly sought after public speaker that remains active in the field of grant administration, and grant writing, working with a team of affiliates that have generated more than $250 million in grants for their clients over the past eight years.

TCOG Page 3

Eric Neagu, P.E., LEED AP serves as Senior Project Manager for Weaver Boos Consultants. He has fifteen years of professional community development and economic development experience. He is a licensed professional engineer and nationally recognized smart growth consultant. His areas of expertise include water resources, transportation, public facilities, community development, economic development, and environmental planning. More recently, Mr. Neagu has become involved in renewable energy projects. Mr. Neagu’s experience spans public, private and institutional clients. He has familiarity with various grant programs and is actively assisting local communities in obtaining funding for due diligence, planning activities, and project implementation. Eric serves on the Grand Calumet Area of Concern CARE Committee, the Chicago Wilderness GIV and Sustainability Teams, the board of the Chicago Southland Economic Development Corporation and on the Board for the Center for Rural Outreach and Public Services. He holds a degree in environmental engineering from Purdue University, and a graduate degree from the University of Chicago.

PROFESSIONAL SERVICES

The Project Team will provide the following list of professional consultant services. Smart Growth strategies will drive services provided. Smart Growth strategies include:

Regionalization: Thinking regionally may include the entire TCOG area, or a subset that seeks to connect resources and assets at a smaller scale (Austin College to the City of Sherman, for example).

Asset Management: The TCOG area has multiple natural and built assets that should be managed for health and sustainability in perpetuity. If thoughtfully planned, assets such as Lake Texoma, area highways, and the rural character of much of the region can maintain their character, while allowing for development and growth.

Infrastructure Planning: Major infrastructure, like Lake Ralph Hall or the proposed Toll Road, can be significant economic development tools, or they can create geographic divisions that inhibit growth. Developing strategies for these projects will ensure the best outcomes for the communities.

Organizational Growth: Ultimately, this program is intended to provide TCOG with the best opportunity to grow its Government Services Department by providing the region with strong tools and a competent resource for the communities and counties it serves.

TCOG Page 4

Below are the specific service areas we can provide:

o Organizational Strategies and Capacity Building

o Strategic Planning

o Partnership Development

o Branding

o Municipal Liaison and Community interface work

o Planning

o Transportation Planning

o Land-use Planning

o Zoning

o Water Resources

o Infrastructure

o GIS Strategies

o Watershed Planning

o Pedestrian and Bicycle Planning

o Ecotourism

o Environmental Services

o Municipal Solid Waste Strategies

o Composting

o Environmental Site Assessment and Remediation

o Green Infrastructure Planning

o Grant Support

o Program Development

o Foundation Outreach

o Grants Research

TCOG Page 5

o Grant Writing

Additional services may be offered for specific projects, including grant application, engineering design, and other services depending on the project scope and needs.

INITIAL SCOPE OF SERVICES

We are prepared to offer the following services at this time and to postpone payment in accordance with the PAYMENT STRUCTURE offered below..

Task 1 - Strategic Planning Workshop: We will conduct a 1.5 day facilitated workshop to identify focus areas, branding approaches, and goals for the Government Services Department.

Task 2 - Grant Research and Writing: The Project Team will research and help apply for grant funding for the below projects.

o Government Services Capacity Building

o Lake Ralph Hall Land-Use Planning

o Lower

o Trail Route Planning for Austin College and City of Sherman

o Regional Transportation Planning

o Green Infrastructure Planning

We will assist with no more than 5 foundation grant applications for the projects mentioned above. The Project Team and TCOG will discuss each application in advance to determine the level of effort involved and potential for reimbursement.

FEES AND PAYMENT STRUCTURE

We understand that expanding the role of the Government Services Department is a new initiative that requires a resource investment from its partners. Funding is not in place at this time to reimburse the Project Team for initial development and strategic planning services. With this in mind, we offer the following payment structure;

1. The Project Team will document and issue monthly statements of the time spent on TCOG projects.

2. We understand that funding for Government Services Department activities may become available through various internal, municipal, or county sources, or through various grant

TCOG Page 6

awards that are the result of Project Team support. TCOG agrees to pay the Project Team out of various funding received within one year of performance of the work.

3. The Project team estimates the following fees for the above Tasks:

Task 1 - Strategic Planning Workshop and Follow up: $15,000

Task 2 - Grant Research and Writing: $20,000

4. TCOG also agrees to contract with the Project Team for any work identified in grant applications that is identified to be performed by the Project Team at the time of grant application.

5. Expenses will be reimbursed on a monthly basis as incurred. We estimate the following expenses:

Task 1 - Strategic Planning Workshop: $2,500 (travel and lodging, incidentals)

Task 2 - Grant Research and Writing $2,000

APPROVAL

Should this Binding Memorandum of Understanding meet with your objectives, please indicate your agreement by signing and returning this document to our office. Execution of this document will constitute acceptance of this document for future work.

Thank you for this opportunity to be of service and we are looking forward to working with you on this project. If you should have any questions or comments concerning this proposal, please do not hesitate to contact us at 773-403-5137.

Sincerely,

Eric Neagu, P.E., LEED AP Beverly Santicola Senior Project Manager President, US Government Grants

TCOG Page 7

The Texoma Council of Governments Project Team

_________________________________ _______________________________ Signature Signature _____________________________ Beverly Santicola_______________ Print Name Print Name _________________________________ _2/12/13_____________________ Date Date

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 5, 2013 RE: TCOG Personnel Policy Manual Amendment RECOMMENDATION Accept and authorize issuing an amendment to TCOG’s Personnel Policy Manual regarding Funeral Leave. BACKGROUND On October 18, 2012, TCOG’s Governing Board authorized issuing a revised Personnel Policy Manual. The revised policy manual Section 13.4 includes a provision to allow up to three (3) days of paid leave to attend the funeral of an immediate family member, as defined, with the last day being the day of the funeral. Management recommends changing the section to read as follows: 13.14 FUNERAL LEAVE All regular employees are eligible to receive up to three (3) days of paid leave to attend the funeral, with the last day being the day of the funeral of an immediate family member. The definition of immediate family member will include spouse, child, parent, brother, sister, grandchild, or grandparents of an employee, or of an employee’s spouse, the spouse of a brother or sister, or any relative living in the employee’s household. DISCUSSION There are legitimate instances where the restriction of the last day being the day of the funeral places an undue burden on the TCOG employee to attempt to return to the workplace. An example would be, if a family member were buried in another state that required long-distance travel by the employee. Adding “grandchild” to the definition of immediate family member is consistent with the definition contained under the sick leave section of the Policy Manual. BUDGET Minor impact to TCOG budget; Funeral Leave is budgeted as a lump sum in the Employee Benefit Pool. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 5, 2013 RE: Tenure Recognition Policy RECOMMENDATION Authorize adding Section 14.9 Tenure Recognition to TCOG Personnel Policy Manual. BACKGROUND At the Texoma Council of Governments Governing Board meeting on April 16, 2002, the Governing Board authorized accepting the recommendation from the Tenure Committee regarding adoption of the Tenure Recognition Policy for (TCOG) employees. DISCUSSION The Tenure Recognition Policy has been followed by TCOG Management since its adoption on April 16, 2002, although the policy has never been presented to the Governing Board for formal inclusion into the TCOG Personnel Policy Manual. A copy of the existing policy, the minutes of the April 16, 2002 Board Meeting, and a draft of Section 14.9, Tenure Recognition Policy, is attached for review and approval. BUDGET For FYE2013 4 TCOG employees attained 10 year service recognition, 2 individuals will attain 20 year service recognition, and 2 individuals either have or will attain 30 year service recognition. Under the terms of the tenure recognition policy, the total cost of this service recognition for FYE2013 is $2,000. For FYE2014, 2 individuals will attain 25 year service recognition for a total cost of $1,000. This amount has been included in the FYE2014 proposed budget. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

Proposed TCOG Employees

Tenure Recognition Policy

Some time ago, the Governing Body appointed a committee to develop a recommendation for developing a policy for employee tenure recognition. The committee has considered presenting the following recommendation.

1. Tenure recognition will be eligible for employees with regular, full-time positions based on their individual hire dates and continual employment. (Consider those whose employment has been interrupted but have accumulated to the tenured amount?)

2. Tenure recognition will be presented at a TCOG Governing Body meeting or the Annual Meeting whichever is preferred.

3. Tenure awards will be calculated at a rate of $10 per year and presented at the completion of the following time periods: 10 years, 15 years, 20 years, 25 years (five year intervals afterwards)

4. At the completion of the 25th year of service an additional honor of $10 per service year completed will be presented to the charity of their choice in honor of the employee.

ACTION REQUESTED:

The Governing Body is requested to accept the recommendation from the Tenure Committee regarding adoption of the Tenure Recognition Policy for employees.

MINUTES OF THE APRIL 1 6, 2002 EXECUTIVE COMMITTEE MEETING TEXOMA COUNCIL OF GOVERNMENTS HELD APRIL 16, 2002- 5:30P.M.

Members Present: Tom Osburn, leon Hurse, Karon Sullivant, Pot Hillard, Cecil Jones, Jerry Lewis, Wayne Moore, :orol Shea, Robert Brody, Jimmy Doyle, lora Vaughan, Kim Weber, Ruby Jo Williams

1. Tom Osburn coiied the meeting to order end o quorum was deciored. 2. CONSENT: A motion was mode by James Graham to approve the following items.

A. Approve Liabilities for March 2002: The motion was seconded by Cecil Jones. Motion carried.

3. ACTION A. A motion was mode by leon Hurse to go into executive session in compliance with Chapter 551, Texas

Governing Code, V.T.C.S. (Open Meeting Act), Section 551.021 - Consultation with Attorney regarding pending or contemplated litigation regarding property damage. The motion was seconded by Jerry lewis.

8. A motion was mode by Leon Hurse to authorize the settlement offer from the Moll owners. The motion was seconded by Jerry lewis. Motion carried.

C. A motion was mode by leon Hurse to authorize the submission of an Enterprise Foundation proposal and to accept funding for implementation if awarded. The motion was seconded by Cecil Jones. Motion carried.

D. A motion was made by Leon Hurse to appoint the Nominating Committee for the purpose or recommending a slate of officers and membership to the Executive Committee for the board at its Annual Meeting as follows: Ruby Jo Williams, James Graham, Frances Cameron, leon Hurse, Cecil Jones, Karon Sullivant The Motion was seconded by Jerry lewis.

E. A motion was made by Bill Brady to approve the following appointed 3 board members from each county to select the Outstanding Citizen from their respective counties for recognition at the Annual Meeting. Fannin -Jimmy Doyle, Cecil Jones, Allen Sanderson; Cooke- Elaine McHorse, Karon Sullivant, Charley Henderson; Grayson -AI Zortilla, Cynthia Wood, Ruby Jo Williams The motion was seconded by Cecil Jones. Motion carried.

F. A motion was made by Jerry lewis to approve the application for Grayson County College (Juvenile Justice Alternatives) for $31,965 to partially fund its juvenile justice alternatives programs under the Juvenile Justice and Delinquency Prevention Act {JJDPA) and authorize its submission to the Office of the Governor, Criminal Justice Office, for their consideration. The motion was seconded by Cecil Jones. Motion carried.

G. A motion was mode by Jerry lewis to approve the applications for funding under the State Criminal Justice Planning Funds (Plan 421) and authorize their submission to the Office of the Governor, Criminal Justice Office, for their consideration. 1. Grayson County College (Regional Police Academy) for $38,396 to partially fund its low enforcement

education and tl'aining activities. 2. Association of Boys Club and Camp Fire of Cooke County for $4,783 to partially fund their teen

training programs. The motion was seconded by Cecil Jones. Motion carried.

H. A motion was made by Jerry lewis to approve the application for Association of Boys Club and Camp Fire of Cooke County for $9,613 to partially fund their StreetSmort teen training program under the Safe and Drug-Free Schools Community Act and authorize its submission to the Office of the Governor, Criminal Justice Office, for their consideration. The motion was seconded by Carol Shea. Motion carried.

I. A motion was made by Jimmy Doyle to provide a favorable review for the grant proposal submitted by the Red River Community Health Center, Inc. to the Health Resources and Services Administration for a total of $650,000 in year one and $500,000 in year two. The motion was seconded by Ruby Jo Williams. Motion carried.

J. A motion was made by Carol Shea to accept the recommendation from the Tenure Committee regarding adoption of the Tenure Recognition Policy for employees. The motion was seconded by lora Vaughan. Motion carried.

The above minutes ore true and correct to the best of my knowledge and understanding.

~eta~ II

14.9 TENURE RECOGNITION POLICY 14.9.1 Tenure recognition will be eligible for employees with regular, full‐time positions based on their individual hire dates and continual employment. 14.9.2 Tenure recognition will be presented at a TCOG Governing Body meeting or the Annual Meeting whichever is preferred. 14.9.3 Tenure awards will be calculated at a rate of $10 per year and presented at the completion of the following time periods: 10 years, 15 years, 20 years, 25 years, and five‐year intervals thereafter 14.9.4 At the completion of the 25th year of service, and at five‐year intervals thereafter, an additional honor of $10 per service year completed will be presented to the charity of the employee’s choice in honor of the employee.

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 6, 2013 RE: Texoma COG Proposed Budget FYE 4/30/2014 RECOMMENDATION Take the following action regarding TCOG’s Proposed Budget for FYE 4/30/2014:

a. Approve Proposed Financing Plan for FYE2014 b. Approve TCOG Unrestricted Fund FYE2014 Proposed Uses c. Approve Proposed FTE and Salary Budget Authority for FYE2014 and State Salary Comparison d. Set Indirect Cost Allocation Rates at 11.74% for General and Administrative Expense and 14.80%

for On-Site Programs using a base of appropriate Direct Personnel Costs for FYE2014 e. Set Central Service IT Cost Allocation Rate at 7.43% using a base of appropriate Direct Personnel

Costs for FYE2014 f. Set Employee Benefit Rate at 56.0% for FYE2014, adopt FYE2014 holiday schedule as presented g. Approve dues structure for FYE2014 h. Approve extension of Gallagher Building loan payments for FYE2014 approximately $17,202 per

month BACKGROUND TCOG’s bylaws require that the Executive Director cause an annual budget proposal to be prepared and presented to the Governing Body for review and approval. The Texas Legislature has determined that TCOG’s proposed salary schedule is due to the Governor’s Office no later than 45 days prior to the effective date of the salary schedule. DISCUSSION The proposed FYE4/30/2014 budget includes $8,842,803 in revenues and expenses which is an increase of $347,324 or 3.9% from the FYE4/30/2013 budget. The budget memo with attachments was distributed to the full Governing Board on February 7, 2013, and these documents describe the details of the proposed FYE4/30/2014 budget. BUDGET The proposed FYE4/30/2013 budget is $8,842,803. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 8, 2013 RE: Refinance Existing Building Loan RECOMMENDATION Authorize the Executive Director to execute an agreement to refinance the existing building loan and establish a line of credit at Prosperity Bank. BACKGROUND The existing loan on TCOG’s office building at 1117 Gallagher Drive, Sherman, Texas is a 15 year note at 8.0% interest with maturity at February 2017 and a monthly payment of $17,202. This note includes a provision for a pre-payment penalty that has precluded TCOG’s attempts to refinance at a lowered interest rate. The note holder is Prosperity Bank, Gainesville, Texas, and the note balance at January 31, 2013 was approximately $704,000. DISCUSSION Recently, Prosperity Bank President, Tim Fogle, extended an offer to TCOG to forego the pre-payment penalty and refinance the existing note balance for the remaining term (48 months) at an interest rate of 4.5%. Accepting this offer would lower the monthly payment to approximately $15,786 thus saving TCOG approximately $68,000 in interest expense. The refinance offer is predicated on TCOG establishing either a depository banking relationship or a line of credit with Prosperity Bank. Establishing a depository banking relationship that is outside of the immediate vicinity of TCOG’s main office location might prove to be inconvenient and cumbersome for routine banking transactions. Establishing a line of credit that would only be accessed under very stringent controls in emergency situations could be of value to TCOG. The line of credit offered is $350,000 with zero origination fee, 12 month renewable term, 5.0% interest subject to daily changes to Wall Street Journal Index. BUDGET Based on preliminary information received, the cost for necessary legal and title-related expense for the refinancing note would be approximately $7,800 and could be either rolled into the new note or paid outright from TCOG unrestricted local funds. Legal and title-related expenses to establish the line of credit are estimated to be less than $1,500. The cost to use the line of credit would consist of interest cost and would only be incurred if and when the line of credit might be accessed. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 1, 2013 RE: Electric Service Contract with Direct Energy for Gallagher Office Building RECOMMENDATION Ratify execution of a contract with Direct Energy to provide electric service to the Gallagher Office Building for the period of May 2013 through April 2016 at a fixed rate of $0.5427 per kwh. BACKGROUND Electric service for the Gallagher Office Building is currently provided by Direct Energy under a one-year contract that ends with the April 2013 billing cycle and consumption is billed at a fixed rate of $0.558 per kwh. This agreement was brokered by Jim Bono of TES Energy Services. DISCUSSION During the past several months electric service rates have stayed at near-historic lows and at TCOG’s request TES Energy Services provided fixed rate quotes for terms of 12, 24, and 36 months from five utility providers. Utility rates change on a daily basis and in order to lock in the low rate, TCOG had to act quickly to execute a contract with Direct Energy. Following is a summary of the rate quotes received as of January 29, 2013: 12 month 24 month 36 month Green Mountain $0.5145 $0.5384 $0.5534 Direct Energy $0.5580 $0.5744 $0.5427 MP2 Energy $0.5562 $0.5755 $0.5863 Constellation Energy $0.5321 $0.5581 $0.5757 AmeriPower $0.5560 $0.5830 $0.5920 BUDGET Applying the quoted rate plus estimated transmission costs to the actual kwh consumption at the Gallagher Building for the past 12 months results in a budget of approximately $80,000. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 8, 2013 RE: Authorize to Increase Personal Vehicle Mileage Rate to $0.565 Per Mile RECOMMENDATION Authorize increasing personal vehicle mileage rate to $0.565 per mile effective March 1, 2013. BACKGROUND The rate per mile for reimbursement to staff for TCOG business use of their personal vehicle is limited to the rate set by the Comptroller for State of Texas employees. Recently the IRS increased the federal rate to $0.565 effective January 1, 2013, and the Comptroller followed suit and increased the Texas mileage rate to $0.565. DISCUSSION Historically the TCOG Governing Board has authorized the Executive Director to increase the TCOG mileage reimbursement rate to the rate approved by the State Comptroller and inform the Board when this change is implemented. BUDGET Increasing the TCOG mileage rate from $0.555 to $0.565 will have a negligible impact on individual grant budgets for the reminder of the fiscal year. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 12, 2013 RE: Report of TCOG Investments RECOMMENDATION Accept this report of investments for the period November 1, 2012 through January 31, 2013. BACKGROUND The provisions of TCOG Procedure 95-01-1, Investment Policy, and the Public Funds Investment Act, require that the Investment Officer present a quarterly report of investments for review and acceptance by the Governing Board. DISCUSSION TCOG’s Procedure 95-01-1, Investment Policy, designates TCOG’s Finance Officer as the Investment Officer and permits investment in five (5) categories of investment options with a maximum maturity of one (1) year. BUDGET The investment report follows:

Submitted by: Terrell Culbertson, Investing Officer APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

Book/Market Book/MarketValue on Value on10/31/2012 Change 1/31/2013

Local Funds Account 122,229.20 51,039.75 173,268.95 TexPool 974.02 0.01 974.03 Certificate of Deposit (roof) 61,167.96 - 61,167.96

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 8, 2013 RE: Annual Review of TCOG Investment Policy RECOMMENDATION Review TCOG Investment Policy and provide direction to staff regarding any desired changes. BACKGROUND The provisions of TCOG’s Procedure 95-01-1, Investment Policy, and the Public Funds Investment Act, require that the Governing Body annually review the investment policy. DISCUSSION TCOG’s Procedure 95-01-1, Investment Policy, designates TCOG’s Finance Director as the Investment Officer and permits investment in five (5) categories of investment options with a maximum maturity of one (1) year. There are no proposed changes to the Investment Policy. The policy requires that the Governing Body provide annual review. A copy of the existing policy is attached. BUDGET None APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

1

TEXOMA COUNCIL OF GOVERNMENTS GENERALIZED ACCOUNTING PROCEDURES MANUAL Procedure No.:

95-01-1SUBJECT: INVESTMENT POLICY

Effective: Issued: Supersedes: Approved Form

12/18/98 12/18/98 07/18/97 _____________________________________________________________________________PURPOSE

The purpose of this procedure is to establish the activities to be followed in investing Texoma Council of Governments funds and to designate TCOG's Finance Director as the Investment Officer.

POLICY

It is the policy of Texoma Council of Governments that, where permitted by local, state or federal law, TCOG will place cash assets into income generating investments that meet the criteria established by this procedure and that such investments will emphasize safety of principal, liquidity, and yield.

DESCRIPTION

The following activities pertain to the investment of TCOG funds.

PERFORMED BY: INVESTMENT OFFICER

1. The Investment Officer may invest TCOG local funds in the following types of income generating instruments: a. Interest Bearing Checking Accounts at TCOG's designated depository bank. b. Certificates of Deposit issued by a state or national bank domiciled in Texas. c. TexPool. d. Treasury bills e. Such other investments as the Governing Body may from time to time specifically

authorize.

2. The Investment Officer may invest TCOG local funds in investments with a maximum maturity of one (1) year.

3. The Investment Officer may solicit bids for certificates of deposit: a. Orally b. In writing c. Electronically d. Any combination of methods a. through c.

2



Effective: Issued: Supersedes: Approved Form

12/18/98 12/18/98 07/18/97 _____________________________________________________________________________

4. The Investment Officer is hereby granted the authority to deposit, withdraw, invest, transfer and manage TCOG funds in a manner consistent with this policy. In carrying out this authority, the Investment Officer shall make all investments with judgment and care, under prevailing circumstances, that a person of prudence, discretion, and intelligence would exercise in the management of his or her own affairs, not for speculation, but for investment, considering the probable safety of capital and the probable income to be derived.

5. The Investment Officer shall cause the independent accounting firm engaged to perform TCOG's Comprehensive Annual Financial Report (audit) to perform a compliance audit of management controls on investments and adherence to this policy. This information will be included in TCOG's Comprehensive Annual financial Report.

6. The Investment Officer shall attend at least one training session relating to responsibilities under this Procedure within twelve (12) months after taking office or assuming duties.

7. The Investment Officer's priorities will be:

a. Preservation and safety of principal, b. Liquidity, c. Yield.

8. The Investment Officer's investment strategy will be to maximize investment earnings while taking into consideration the timing and amount of local cash match required by various grant programs and other specific uses of local cash that the Governing Body may authorize from time to time.

1



Effective: Issued: Supersedes: Approved Form 04/01/2012 04/01/2012 12/18/98 _____________________________________________________________________________PURPOSE

The purpose of this procedure is to establish the activities to be followed in investing Texoma Council of Governments funds and to designate TCOG's Finance Director as the Investment Officer.

POLICY

It is the policy of Texoma Council of Governments that, where permitted by local, state or federal law, TCOG will place cash assets into income generating investments that meet the criteria established by this procedure and that such investments will emphasize safety of principal, liquidity, and yield. This policy is established to comply with the statutory requirements of the Public Funds Investment Act (Government Code, Chapter 2256) and applies to all of TCOG’s unrestricted local funds unless expressly prohibited by law or unless it is in contravention of any depository contract between TCOG and any depository bank.

DESCRIPTION

The following activities pertain to the investment of TCOG funds.

PERFORMED BY: INVESTMENT OFFICER

1. The Investment Officer may invest TCOG local funds in the following types of income generating instruments: a. Interest Bearing Checking Accounts at TCOG's designated depository bank. b. Certificates of Deposit issued by a state or national bank domiciled in Texas. c. TexPool. d. Treasury bills e. Such other investments as the Governing Body may from time to time specifically

authorize.

2. The Investment Officer may invest TCOG local funds in investments with a maximum maturity of one (1) year.

3. The Investment Officer may solicit bids for certificates of deposit: a. Orally


2

GENERALIZED ACCOUNTING PROCEDURES MANUAL Procedure No.: 95-01-1

SUBJECT: INVESTMENT POLICY

Effective: Issued: Supersedes: Approved Form 04/01/2012 04/01/2012 12/18/98 _____________________________________________________________________________

b. In writing c. Electronically d. Any combination of methods a. through c.

4. The Investment Officer is hereby granted the authority to deposit, withdraw, invest, transfer and manage TCOG funds in a manner consistent with this policy. The Investment Officer may use electronic means to transfer or invest all funds collected or controlled by TCOG. In carrying out this authority, the Investment Officer shall make all investments with judgment and care, under prevailing circumstances, that a person of prudence, discretion, and intelligence would exercise in the management of his or her own affairs, not for speculation, but for investment, considering the probable safety of capital and the probable income to be derived.

5. The Investment Officer shall cause the independent accounting firm engaged to perform TCOG's Comprehensive Annual Financial Report (audit) to perform a compliance audit of management controls on investments and adherence to this policy. This information will be included in TCOG's Comprehensive Annual financial Report.

6. The Investment Officer shall attend at least one training session relating to responsibilities under this Procedure within twelve (12) months after taking office or assuming duties. The Investment Officer shall attend at least one training session relating to responsibilities under this Procedure at intervals prescribed by the Public Funds Investment Act.

7. The Investment Officer's priorities will be:

a. Preservation and safety of principal, b. Liquidity, c. Yield.

8. The Investment Officer's investment strategy will be to maximize investment earnings while taking into consideration the timing and amount of local cash match required by various grant programs and other specific uses of local cash that the Governing Body may authorize from time to time.

3



Effective: Issued: Supersedes: Approved Form 04/01/2012 04/01/2012 12/18/98 _____________________________________________________________________________9. The Investment Officer will prepare a periodic report not less than quarterly to the Governing Board of the investment portfolio in which TCOG funds are invested. The report shall:

a. Describe in detail the investment position of TCOG on the date of the report; b. Be prepared by the Investment Officer; c. Contain a summary statement of each pooled fund group that states the beginning

market value for the reporting period, additions and changes to the market value during the period, ending market value for the period, and fully accrued interest for the reporting period;

d. State the book value and market value of each separately invested asset at the beginning and end of the reporting period by the type of asset and fund type invested;

e. State the maturity date of each separately invested asset that has a maturity date.

10. The Investment Officer will insure that all TCOG funds are fully collateralized or insured consistent with federal or state laws and the current bank depository contract in one or more of the following manners:

a. Insured by FDIC or its successor; b. Obligations of the United States or its agencies and instrumentalities; c. Other obligations as described by the Public Funds Investment Act; d. Letters of credit, obligations of the United States or its agencies and instrumentalities

may be used as collateral if ordered by the TCOG Governing Board.

11. The Investment Officer will insure that all securities pledged by the depository bank shall be held in safekeeping by TCOG or by a TCOG account in a third party financial institution, or with a Federal Reserve Bank.

12. The Investment Officer will insure that the TCOG Governing Board is afforded the opportunity to review this investment policy on an annual basis, preferably during the annual budget adoption process.

TO: TCOG Governing Board THRU: Terrell Culbertson, Finance Director DATE: February 8, 2013 RE: TCOG FYE 2013 Budget Status Update RECOMMENDATION Accept recommendation, if any, regarding TCOG FYE 2013 Budget. BACKGROUND Each month the Governing Body is presented with a status update of the current fiscal year budgets for the indirect cost allocation pool, the employee benefit pool, and the central service IT pool and afforded the opportunity to make desired changes to the employee benefit rate, the general and administrative indirect cost allocation rate, the on-site indirect cost allocation rate, or the central service IT rate as conditions warrant. DISCUSSION The following documents are attached: updated Statement of Proposed Indirect Cost for FYE 4/30/2013 Status Report depicting fiscal year budget with fiscal year to date expense and budget balance, updated Statement of Employee Benefit Programs for FYE 4/30/2013 Status Report depicting fiscal year budget with fiscal year to date expense and budget balance, updated Statement of Central Service IT Costs for FYE 4/30/2013 Status Report depicting fiscal year budget with fiscal year to date expense and budget balance, and Status Report of YTD utility expense. BUDGET Fiscal year- to-date expenses are in line with year to date budget for Indirect Cost Pool, Employee Benefit Pool, and Central Service IT costs. No rate changes are requested from staff at this time. APPROVALS ________________________ Susan B. Thomas, Ph.D., Executive Director

TEXOMA COUNCIL OF GOVERNMENTSStatement of Revenues and Expenditures

From 1/1/2013 Through 1/31/201310 - FINANCE AND ADMINISTRATION

105 - INDIRECT COST POOL 5/1/12 TO 4/30/13

January 2013

BudgetCurrent Month

Actual Year-to-Date Budget Balance

EXPENSESINDIRECT SALARIES 237,304.00 21,876.71 189,382.13 47,921.87 EMPLOYEE BENEFITS 127,907.00 12,469.72 102,703.91 25,203.09 ADVERTISING 1,000.00 0.00 0.00 1,000.00 AUDIT SERVICES 42,925.00 0.00 43,925.00 (1,000.00)DATA PROCESSING SERVICES 4,996.00 0.00 6,000.34 (1,004.34)CONTRACTED SERVICES 11,808.00 960.00 9,106.10 2,701.90 DEPRECIATION EXPENSE 119,968.00 9,997.33 89,975.97 29,992.03 INSURANCE & BONDING GENERAL 6,153.00 0.00 5,383.70 769.30

LEGAL SERVICES 1,400.00 0.00 4,771.00 (3,371.00)POSTAGE 3,550.00 647.69 5,915.21 (2,365.21)PRINTING 2,965.00 0.00 1,873.57 1,091.43 MORTGAGE INTEREST 48,026.00 7,016.15 40,728.62 7,297.38 REPAIR & MAINTENANCE BUILDING 39,074.00 1,200.45 24,907.20 14,166.80

COPY CENTER EXPENSE 4,500.00 2,590.13 5,104.80 (604.80)SANITATION SERVICES 1,230.00 0.00 696.33 533.67 SUPPLIES OFFICE 6,000.00 743.31 2,806.10 3,193.90 TELEPHONE SERVICE 13,800.00 1,436.27 12,905.75 894.25 TRAVEL INDIRECT STAFF 17,400.00 938.25 8,356.52 9,043.48 UTILITIES 96,196.00 9,433.89 66,473.94 29,722.06 TOTAL EXPENSES 786,202.00 69,309.90 621,016.19 165,185.81 YTD BUDGET 589,652.00

REIMBURSEMENTOTHER INDIRECT POOL REIMBURSEMENT

(5,160.00) (900.00) (4,500.00) (660.00)

INDIRECT COST ALLOCATION (672,090.00) (58,282.09) (501,523.81) (170,566.19)TOTAL REIMBURSEMENT (677,250.00) (59,182.09) (506,023.81) (171,226.19)YTD BUDGET (507,938.00)

(108,952.00) (10,127.81) (114,992.38) (6,040.38)

Date: 2/5/2013, 5:39 PM Page: 1



106 - EMPLOYEE BENEFITS 5/1/12 TO 4/30/13

January 2013

BudgetCurrent Month


PAID LEAVESICK LEAVE 62,543.00 8,521.48 67,193.13 (4,650.13)ANNUAL LEAVE 127,794.00 3,586.18 103,025.75 24,768.25 HOLIDAYS 105,842.00 18,138.33 94,327.82 11,514.18 FUNERAL LEAVE 4,000.00 203.49 1,326.52 2,673.48 ADMIN LEAVE 5,003.00 0.00 1,628.17 3,374.83 CRISIS LEAVE 0.00 0.00 585.46 (585.46)TOTAL PAID LEAVE 305,182.00 30,449.48 268,086.85 37,095.15

OTHER BENEFIT EXPENSEPAYROLL TAXES 191,381.00 15,491.68 136,778.82 54,602.18 RETIREMENT 117,850.00 13,536.23 97,808.94 20,041.06 WORKERS COMP INSURANCE 8,500.00 0.00 6,896.44 1,603.56 UNEMPLOYMENT INSURANCE 6,200.00 720.10 3,725.28 2,474.72 GROUP MEDICAL INSURANCE 346,608.00 29,705.88 240,681.05 105,926.95 GROUP LIFE INSURANCE 5,832.00 452.52 3,980.50 1,851.50 GROUP DENTAL INSURANCE 20,523.00 1,627.56 13,592.38 6,930.62 GROUP VISION INSURANCE 6,264.00 486.00 4,275.00 1,989.00 EMPLOYEE ASSISTANCE PROGRAM 1,860.00 0.00 1,488.00 372.00

AIR AMBULANCE MEMBERSHIP 2,480.00 0.00 2,693.35 (213.35)TOTAL OTHER BENEFIT EXPENSES 707,498.00 62,019.97 511,919.76 195,578.24 TOTAL EXPENSES 1,012,680.00 92,469.45 780,006.61 232,673.39 YTD BUDGET 759,510.00

REIMBURSEMENTEMPLOYEE BENEFITS ALLOCATION (1,184,372.00) (103,059.08) (852,651.15) (331,720.85)

TOTAL REIMBURSEMENT (1,184,372.00) (103,059.08) (852,651.15) (331,720.85)YTD BUDGET (888,279.00)

NET INCOME/LOSS 171,692.00 10,589.63 72,644.54 (99,047.46)

Date: 2/7/2013, 11:25 AM Page: 1



107 - CENTRAL SERVICE IT 5/1/12 to 4/30/13

January 2013

BudgetCurrent Month


EXPENSESCONTRACTED SERVICES 184,424.00 22,261.50 133,633.92 50,790.08 SUPPLIES OFFICE 4,980.00 0.00 827.60 4,152.40 TELEPHONE SERVICE 4,500.00 1,255.60 9,305.60 (4,805.60)TOTAL EXPENSES 193,904.00 23,517.10 143,767.12 50,136.88 YTD BUDGET

REIMBURSEMENTINDIRECT COST ALLOCATION (193,904.00) (16,767.60) (143,282.12) (50,621.88)TOTAL REIMBURSEMENT (193,904.00) (16,767.60) (143,282.12) (50,621.88)YTD BUDGET

NET INCOME/LOSS 0.00 (6,749.50) (485.00) (485.00)

Date: 2/6/2013, 8:42 AM Page: 1

TEXOMA COUNCIL OF GOVERNMENTSTOTAL UTIILITY EXPENSE SUMMARYFYE 4/30/2013

Water &Electric Gas Sewer Recycle Sanitation Total Cumulative

May 2012 6833.14 1132.55 279.66 16.60 125.00 8386.95 8386.95June 2012 8259.88 1553.31 346.49 16.60 125.00 10301.28 18688.23July 2012 8012.95 1254.24 296.20 16.60 125.00 9704.99 28393.22Aug 2012 8525.60 1876.57 322.01 16.60 125.00 10865.78 39259.00Sept 2012 7398.36 1602.37 267.07 16.60 125.00 9409.40 48668.40Oct 2012 6814.14 2683.41 290.42 16.60 125.00 9929.57 58597.97Nov 2012 6702.85 2636.02 333.03 16.60 125.00 9813.50 68411.47Dec 2012 6291.95 2090.64 286.70 16.60 125.00 8810.89 77222.36Jan 2013 4925.42 282.19 16.60 125.00 5349.21 82571.57Feb 2013 0.00 82571.57Mar 2013 0.00 82571.57April 2013 0.00 82571.57Total 58838.87 19754.53 2703.77 149.40 1125.00 82571.57 0.00

Budget 85108.00 27000.00 5000.00 204.00 1500.00 118812.00

Budget Bal 26269.13 7245.47 2296.23 54.60 375.00 36240.43

YTD Average 7354.86 2194.95 300.42 16.60 125.00 9866.83Estimate Bal of Yr 29419.44 6584.85 901.26 49.80 375.00 36955.35Total 88258.31 26339.38 3605.03 199.20 1500.00 119526.92

Budget Bal -3150.31 660.62 1394.97 4.80 0.00 -714.92

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