1

DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

MAY 16,2000

REPORTSIRECOMMENDATIONSIREQUESTS

1) HEALTH & HUMAN SERVICES

PAGE NOS.

a) Approval of Contract Awards for FY 2000-2001 Ryan WhiteTitle I Funds 4-6

b) Approval of Contract Awards for FY 2000-2001 Ryan WhiteTitle I Congressional Black Caucus Funds 7-9

c) FY 2000 - 2001 Ryan White Title II Funds Contract Awards . . . . . . . 10-12

2) JUVENILE DEPARTMENT

Realignment of Probation Services 13-19

3) COMMUNICATIONS & CENTRAL SERVICES

911 Emergency Fee Agreement - Addison CLEC Networks, Inc 20

4) FACILITIES MANAGEMENT

FCCB/LSJC Garages - Venture Parking 21-32

5) COUNTY CLERK

Request to Purchase Hewlett Packard 4050 Printer withDuplex Feature 33-35

2

6) PERSONNEL/CIVIL SERVICE

a) Creation of Two Part-time Positions District Attorney's Office ..... 36-39(COURT ORDER ON FORMAL AGENDA)

b) Arthur Andersen Benefit Plan Consulting Agreementfor PEBC 40-53

c) Request for Temporary Exception to Residence Policy (Public Works) ... 54-55

d) Request for Exception to Compensation Policy (Tax Assessor/Collector) .... 56-57

7) PUBLIC WORKS

Tax Foreclosure Property styled County of Dallas, et al.v. Arthur L. Brandon, et al.; Cause No. 96-32601-TJ,1509 College Street, Grand Prairie - (Rebrief) 58-60

8) OPERATIONS

Change Order NO.1 for Kennedy Memorial Restoration 61-67(COURT ORDER ON FORMAL AGENDA)

9) OFFICE OF BUDGET & EVALUATION

a) Fifth District Court of Appeals Contract for Legal Services . . . . . . . . 68-74

b) Incentive Payment Contract with the Social SecurityAdministration 75-90

c) County Clerk Collection Financial ManagementCounseling Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91-99

10) STAFF

a) One Time Payroll Transitional Advance 100-103

b) Dallas County Property Tax Collection Process Improvementsand Consolidated Tax Collection . . . . . . . . . . . . . . . . . . . . . . . . . . 104-149

3

11) PURCHASING DEPARTMENT

Annual Contract for Auto Damage/Body Service;Bid No. 2000-057-298 Insert

12) Finance Phase III (Payroll) N/A

13) Miscellaneous, Travel Requests, Miscellaneous Equipment,and Telecommunications Requests 150-154

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Minister's Letter of Appreciation

DATE(s) TO REMEMBER

4o \LL-\S COL"'-,:TYHEAL TH A"'-,:D HL'MA~ SERVICESGRA~TS MANAGEMENT

BETTY J, ClLBREATH-LlSTERDiRECTOR

TO:

FROM:

DATE.:

SUBJECT:

Background of Issue

THE HONORABLE COMMISSIONERS COURT

BETTY J. CULBREATH-LISTER, DIRECTORHEALTH AND HUMAN SERVICES

MAY 10,2000

APPROVAL OF CONTRACT AWARDS FOR FY 2000-2001 RYAN WHITE TITLEI FUNDS

The Dallas County Judge is the grantee and legal recipient of Ryan White Title I funds, and Dallas County Health andHuman Services (DCHHS) is designated to serve as the Administrative Agency for Ryan White Title I funds for theDallas Eligible Metropolitan Area (EMA). In accordance with the provisions of Title I of the Ryan White C.A.R.E.Act, the grantee appoints members to serve on the Dallas EMA HIV Health Services Planning Council (HSPC). TheHSPC is charged with the responsibility ofestablishing priorities for the allocation of Title I funds and determining thecategorical allocation of funds by service category.

On August II, 1999, the service category awards were established by the HSPC. The Administrative Agency issueda competitive Request for Proposals (RFP) to determine the specific contract award recommendations for FY 1999-2000Ryan White Title I funds. On October 18, 1999, the Administrative Agency made RFPs available to all interestedparties. Proposal submission deadline was 2:00 p.m. on November 22, 1999. The proposals were reviewed and scoredby an External Review Committee, which was comprised of individuals demographically reflective ofthe Dallas EMA .sHIV/AIDS cases.

Under provisions ofthe Ryan White C.A.R.E. Act Amendments of 1996, the Administrative Agency's External ReviewCommittee reviews and evaluates requests for funding by service providers. The Administrative Agency reviews theinitial recommendations from the External Review Committee and makes fmal recommendations for the award ofcontracts to Commissioners Court.

Fiscal Impact

Under provisions ofthe Ryan White C.A.R.E. Act, the Administrative Agency will receive up to five percent ($553,850)of the total award of $11,077,000 for administration including staff salaries, benefits, equipment, suppl ies, etc. TheRyan White C.A.R.E. Act allows for reasonable and necessary funds to be allocated for the HSPC.

The Administrative Agency budget for $553,850, the HSPC support budget for $185,000, and the HSPC programsupport budget for $9,000 have been approved through Commissioner Court.

The remainder of FY 2000-2001 Ryan White C.A.R.E. Act Title I award of $9,845, 170 and the FY 2000-2001 RyanWhite Title I Congressional Black Caucus subset award of $483,980 are allocated to be subcontracted to serviceproviders to provide services to individuals and families impacted by HIVIAIDS in accordance with the Ryan WhiteC.A.R.E. Act Amendments of 1996.

5

Page TwoFY 2000-2001 Ryan White Title I

Of the $9.845.170 Ryan \Vhite Title I award available for sulxontracts. $8.281.042 has been approved for contractthrough Commissioners Court. Obligated funds in the amount of $65.743 will be allocated upon process of budgetswith awarded senice pro\iders. Contracts and budgets for these funds will be submitted to Commissioners Court underseparate briefing and court order.

Of the $483.980 Ryan White Title I Congressional Black Caucus subset award available for subcontract. obligatedfunds in the amount of $483,980 will be allocated upon process ofbudgets with awarded senice providers. Contractsand budgets for these funds will be submitted to Commissioners Court under separate briefing and court order.

Of the $9.845.170 Ryan White Title I award available for subcontracts. $1.498,385 is being recommended for contractapproval \\'ith Dallas County Hospital District d.b.a. Parkland Health and Hospital System as outlined on Attachment#1.

Ooerational Impact

Administrative Agency staff will coordinate and monitor the programmatic and fiscal accountability of thesubcontractors in accordance with the responsibilities assigned by Commissioners Court. The programmatic and fiscalcontract compliance will be reviewed by Administrative Agency staff who are specifically assigned the responsibilityofconducting compliance audits ofthe mv services sub-grantees. The administrative award from this grant providesthe funds for these positions through the Administrative Agency budget.

Legal Impact

The signature of the County Judge is required on the contract with the service provider, and the Commissioners Courtmust approve the budgets.

Recommendation

It is recommended that the Commissioners Court approve the FY 2000-200 1 Ryan White Title I award of contract toDallas County Hospital District as reflected on Attachment #1 and authorize the County Judge to sign the contract onbehalf of Dallas County.

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

6

ATTACHMENT #1GRANT: FY 2000-20001 RYAN \VHITE TITLE I

A\VARD A:\10l'NT: $11,077,000

AGENCY SERVICE CATEGORY A\VARD

DALLAS COUNTY HOSPITAL CLIENT ADVOCACY $7·+'000DISTRICT D.B.A. PARKLAND

HEALTH AND HOSPITAL SYSTEM

DALLAS COUNTY HOSPITAL MEDICAL CASE MANAGEMENT $172.205DISTRICT D.B.A. PARKLAND

HEALTH AND HOSPITAL SYSTEM

DALLAS COUNTY HOSPITAL MENTAL HEALTH $60,000DISTRICT D.B.A. PARKLAND

HEALTH AND HOSPITAL SYSTEM

DALLAS COUNTY HOSPITAL OUTPATIENT MEDICAL CARE $ 1,192,180DISTRICT D.B.A. PARKLAND

HEALTH AND HOSPITAL SYSTEM

PROPOSED ON THIS BRIEFING SUBTOTAL $1,498,385FOR CONTRACT APPROVAL

OBLIGATED TITLE I FUNDS AWARDED - PENDING AGENCY $65,743BUDGETS

ALREADY CONTRACTED SUBTOTAL $8,281,042

TITLE I SUB-GRANTEE AWARD TOTAL $9,845,170

UNOBLIGATED CONGRESSIONAL AWARDED - PENDING AGENCY $483,980BLACK CAUCUS FUNDS BUDGETS

HSPC NEEDS ASSESSMENT $35,000

HSPC SUPPORT BUDGET $150,000

HSPC PROGRAM SUPPORT BUDGET $9,000

DALLAS COUNTY ADMINISTRATION $553,850

TOTAL AWARD TOTAL AWARD $1l,077,OOO

7

DALLAS COUNTYHEALTH AND HUMAN SERVICESGRANTS MANAGEMENT

BETIY J. CULBREATH-LISTERDIRECTOR

TO:

FROM:

DATE:

SUBJECT:

Background of Issue

THE HONORABLE COMMISSIONERS COURT

BETTY J. CULBREATH-LISTER, DIRECTORHEALTH AND HUMAN SERVICES

MAY 10, 2000

APPROVAL OF CONTRACT AWARDS FOR FY 2000-2001 RYAN WHITETITLE I CONGRESSIONAL BLACK CAUCUS (CBC) FUNDS

The Dallas County' Judge is the grantee and legal recipient of Ryan \\I'hite Title I funds, and Dallas County Health andHuman Services (DCHHS) is designated to serve as the Administrative Agency for Ryan \\I'hite Title I funds for theDallas Eligible Metropolitan Area (EMA). In accordance with the provisions of Title I of the Ryan \\"hite C.A.R.E.Act. the grantee appoints members to serve on the Dallas EMA HIV Health Services Planning Council (HSPC). TheHS PC is charged with the responsibility ofestablishing priorities for the allocation ofTitle I funds and determining thecategorical allocation of funds by service category.

On Wednesday, March 8, 2000, the service category awards for the subset of Ryan \\"hite Title I CBC funds wereapproved by the HSPC. The Administrative Agency issued a competitive Request for Proposals (RFP) to determinethe specific contract award recommendations for FY 2000-200 I Ryan \\"hite Title I CBC funds. On Monday, March13,2000, the Administrative Agency made RFPs available to all interested parties. Proposal submission deadline wasMonday, March 27, 2000, 2:00 p.m. The proposals were reviewed and scored by an External Review Committee. whichwas comprised of individuals demographically reflective of the Dallas EMA'sHIV/AIDS cases.

Under provisions ofthe Ryan \\"hite C.A.R.E. Act Amendments of 1996, the Administrative Agency's External Revie\VCommittee reviews and evaluates requests for funding by service providers. The Administrative Agency reviews theinitial recommendations from the External Review Committee and makes fmal recommendations for the award ofcontracts to Commissioners Court.

Fiscal Impact

Under provisions of the Ryan White C.A.R.E. Act, the Administrative Agency received five percent ($553,850) of thetotal award 0 f $11,077,000 for administration including staff salaries, benefits, equipment, supplies, etc. The Ryan\\"hite C.A.R.E. Act allows for reasonable and necessary funds to be allocated for the HSPC. The AdministrativeAgency budget for $553 ,850, the HSPC support budget for $185,000, and the HSPC program support budget for $9,000have been approved through Commissioner Court.

The remainder of FY 2000-2001 Ryan White C.A.R.E. Act Title I award of $9,845, 170 and the FY 2000-200 I Ryan\\"hite Title I Congressional Black Caucus subset award of $483,980 are allocated to be subcontracted to serviceproviders to provide services to individuals and families impacted by HIV/AIDS in accordance with the Ryan WhiteC.A.R.E. Act Amendments of 1996.

8

Page TwoFY 2000-2001 Ryan White Title I CBC Funds

Of the $9.845.170 Ryan \Vhite Title I award available for subcontracts. $9,779.427 has been sent for approval ofcontract through Commissioners Court. Obligated funds in the amount of $65.743 will be allocated upon process ofbudgets \\ith awarded senice pro"iders. Contracts and budgets for these funds will be submitted to CommissIonersCourt under separate briefing and court order.

Of the $483,980 Ryan White Title I Congressional Black Caucus subset award available for subcontract. funds in theamount of $277.670 are being recommended for contract approval as reflected in Attachment # 1. Obligated funds inthe amount of $200.000 will be allocated upon process of budgets with awarded servke pro"iders. Contracts andbudgets for these funds will be submitted to Commissioners Court under separate briefing and court order for theseallocated funds. Unobligated funds in the amount of $6,310 will be allocated upon determination of subrecipients.Contracts and budgets for these funds will be submitted to Commissioners Court under separate briefing and courtorder.

Operational Impact

Administrative Agency staff will coordinate and monitor the programmatic and fiscal accountability of thesubcontractors in accordance with the responsibilities assigned by Commissioners Court. The programmatic and fiscalcontract compliance will be reviewed by Administrative Agency staffwho are specifically assigned the responsibilityofconducting compliance audits ofthe HIV services sub-grantees. The administrative award from this grant providesthe funds for these positions through the Administrative Agency budget.

Legal Impact

The signature of the County Judge is required on the contract with the service provider, and the Commissioners Courtmust approve the budgets.

Recommendation

It is recommended that the Commissioners Court approve the FY 2000-2001 Ryan White Title I CBC award ofcontracts to the service providers as reflected on Attachment #1 and authorize the County Judge to srgn the contractson behalf of Dallas County.

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

9

ATTACHMENT #1GR.>\NT: FY 2000-20001 RYAN \VHITE TITLE I

CONGRESSIONAL BLACK CAUCUSA\VARD AMOUNT: $11,077,000

AGENCY SERVICE CATEGORY AWARD

AIDS AR;vlS, INC. COMPREHENSIVE CASE MANAGEMENT $61.757

JOHN"NIE'S MANOR COMPREHENSIVE CASE MANAGEMENT $31,933

JOHN"NIE'S MANOR MENTAL HEALTH $23,980

LEGACY COLJNSELING CENTER MENTAL HEALTH $60,000

RENAISSANCE III. INC. CLIENT ADVOCACY $59,996

RESOURCE CENTER OF DALLAS CLIENT ADVOCACY $40,004D.B.A. AIDS RESOURCE CENTER

PROPOSED ON THIS BRIEFING RYAN WHITE TITLE I $277,670FOR CONTRACT APPROVAL CONGRESSIONAL BLACK CAUCUS

FUNDS SUBTOTAL

OBLIGATED TITLE I PENDING CONTRACTS AND BUDGETS $200,000CONGRESSIONAL BLACK FROM AWARDED AGENCIES

CAUCUS FUNDS

UNOBLIGATED TITLE I TO BE AWARDED $6,310CONGRESSIONAL BLACK

CAUCUS FUNDS

TOTAL TITLE I $483,980CONGRESSIONAL BLACK

CAUCUS FUNDS

AWARDED - PENDING AGENCY OBLIGATED TITLE I FUNDS $65,743BUDGETS

ALREADY RECOMMENDED FOR RYAN WHITE TITLE I FUNDS $9,779,427CONTRACTED

HEALTH SERVICES PLANNING NEEDS ASSESSMENT $35,000COUNCIL

HEALTH SERVICES PLANNING SUPPORT BUDGET $150,000COUNCIL

HEALTH SERVICES PLANNING PROGRAM SUPPORT BUDGET $9,000COUNCIL

DALLAS COUNTY ADMINISTRATION $553,850

TOTAL AWARD TOTAL AWARD $11,077,000

1

10

D.-\LL.-\S COLr\T\'DEPARTMENT OF HEALTH AND HUMAN SERVICESADMINISTRATION

BETTY J. CULBREA TH-L/STERDIRECTOR

DATE:

TO:

FROM:

SUBJECT:

May 10, 2000

COMMISSIONERS COURT

Betty J Culbreath, Director

FY 2000·2001 RYAN WHITE TITLE II FUNDS CONTRACT AWARDS

Background of IssueThe Dallas County Judge is the grantee and legal recipient of Ryan White Title II Funds and Dallas CountyHealth and Human Services (DCHHS) is designated to serve as the Administrative Agency for Ryan WhiteTitle II funds for the Dallas Health Services Delivery Area (HSDA) which includes Dallas, Collin, Denton,Hunt, Ellis, Rockwall, and Kaufman counties. In accordance with the provisions of Title II of the Ryan WhiteC.A.R.E. Act, the Dallas HSDA HIV Services Consortium is charged with the responsibility of establishingpriorities for the allocation of the Title II funds and determining the categorical allocation of funds by servicecategory. The Administrative Agency tracks the expenditure of funds by the service providers throughoutthe year and makes recommendations, when appropriate, to reallocate funds.

Fiscal ImpactThe Administrative Agency has received the FY 2000-2001 Ryan White Title II contract for an award amountof $1 ,186,556. Under provisions of the Ryan White C.A.R.E. Act Amendments of 1996, the AdministrativeAgency may receive up to ten percent of the total award of $1,186,556 for administration including staffsalaries, benefits, equipment, supplies, etc., totaling $118,657. Ofthe remaining FY 2000-2001 Ryan WhiteTitle II award, $245,000 will be subcontracted to the State of Texas AIDS Drug Assistance Program toprovide services to individuals and families impacted by HIV/AIDS residing in the HSDA, and $817,899 isallocated to subcontract to specific service providers. The contracts and bUdgets for these funds will besubmitted to Commissioners Court under separate briefing and court order documents.

Of the $817,899 Ryan White Title II award available to subcontract to specific service providers, $179,545is being recommended for contract approval as presented on Attachment #1.

Of the $817,899 Ryan White Title II award available for subcontract, obligated funds in the amount of$519,208 will be allocated upon process of contracts with awarded service providers. Contracts and budgetsfor these funds will be submitted to Commissioners Court under separate briefing and court order.

Of the $817,899 Ryan White Title II award available for subcontract, unobligated funds in the amount of$124,146 will be allocated upon determination of subrecipient(s). Contracts and budgets will be submittedto Commissioners Court under separate briefing and court order for these allocated funds.

Operational ImpactAdministrative Agency staff will coordinate and monitor the programmatic and fiscal accountability of thesubcontractors in accordance with the responsibilities assigned by Commissioners Court. The programmaticand fiscal contract compliance will be reviewed by Administrative Agency staffwho are specifically assignedthe responsibility of conducting compliance audits of the HIV services sub-grantees. The administrativeaward from this grant provides the funds for these positions through the Administrative Agency budget.

2377 Stemmons FreewaySuite 600 LB-16

Dallas, Texas 75207-2710 Office (214) 819-1858FAX (214) 819-6022

11Page TwoFY 2000-2001 Ryan White Title 11 Funds

Legal ImpactThe signature of the County Judge is required on the FY 2000-2001 Ryan White Title II contracts.

RecommendationIs is recommended that the Commissioners Court approve the recommendations of the AdministrativeAgency on the award of FY 2000-2001 Ryan White Title II contracts to service providers names herein asreflected on Attachment #1 and authorize the County Judge to sign the contracts on behalf of Dallas County

with each respective agency. ~ ~

RECOMMENDEDB~ ~ V1~y.c a Ii-Lister, Direct

attachmentsc: J. Allen Clemson, Court Administrator

Virginia Porter, County Auditor

12(JR_\_~ T. F\ 2000-2Uo I K \ ~L~ \\ HITE TITLE II

A\\ ARD A.\tOl "iT: Sl.186.556

AGENCY SERVICE CATEGORY A\VARD

AIDS ARc\.IS. rNC, COMPREHE1\SIVE CASE \IA\.AGE\IE1\T $7.03-50

DALLAS COUNTY HEALTH OUTPATIE1\T \;IEDICAL CARE $9.483.00DIVISION

DENTAL HEALTH DENTAL CARE $10,321.00PROGRAlvIS. INC.

JOHNNIE'S MANOR COMPREHENSIVE CASE MANAGElvlENT $7.037.50

JOHNNIE'S MANOR MEDICAL CASE MANAGElv1ENT $9,170.00

JOHNNIE'S MANOR TRANSPORTATION - PEOPLE $5.484.00

LA SIMA FOUNDATION, ACCESS FOR TARGETED POPULATIONS $33.480.00INC.

LA SIMA FOlJNDATION. CLIENT ADVOCACY $6.003.00INC.

LA SIlvIA FOUNDATIONS, SUBSTANCE ABUSE $56,121.00INC.

RESOURCE CENTER OF DENTAL CARE $10,321.00DALLAS D.B.A. AIDSRESOURCE CENTER

RESOURCE CENTER OF FOOD PANTRY $13,819.00DALLAS D.B.A. AIDSRESOURCE CENTER

RESOURCE CENTER OF INFORMATION AND REFERRAL $6,683.00DALLAS D.B.A. AIDSRESOURCE CENTER

RESOURCE CENTER OF MEDICAL CASE MANAGEMENT $4,585.00DALLAS D.B.A. AIDSRESOURCE CENTER

RECOMMENDED AGENCY SUBTOTAL $179,545.00AWARDS

OBLIGATED AWARDS PENDING AGENCY BUDGETS $519,208.00

STATE OF TEXAS ADAP $245,000.00

TOTAL AWARDED $943,753

DALLAS COUNTY ADMINISTRATION $118,657.00

SUBTOTAL $1,062,410.00

BALANCE AVAILABLE UNOBLIGATED FUNDS $124,146.00

TOTAL FUNDS $1,186,556.00

C:\MyFiles\OFFICE\CONTRACT\2000-2001\Title II\SPROFIL 1. WPD

13DL-\.LLL-\.S COL~:\T\'

JCVE.:\ILE DEPART:\IENT

DATE:

TO:

FROl\'I:

RE:

l\;IEl\;IORANDUM

rv1ay 10, 2000

Dallas County Commissioners Court

Michael K. Griffiths

Realignment of Probation Services

o

­..

BACKGROUND OF ISSUE:Since 1980, the Juvenile Department's Probation Services has evolved from the core functions ofIntake, Court and Field Supervision, to a system of providing specific services by specializedunits/divisions. During this period the Department's Probation Services division has evolved froma total ofeight (8) units (Intake, Court, and Field Units), to the current structure of 19 specializedunits. These units are listed in the following table.

Prior Structure Current Structure

Intake/Screen ing Intake/Screening Field Supervision (8)

Court Services (2) Intake Assessment (2) Substance Abuse

Field Supervision (5) PAIS Community/School Liaison

Mediation/Restitution Placement

Deferred Prosecution Aftercare

Court Liaison

Under the prior structure the Intake Unit conducted initial assessments and made detain or releaserecommendations at Detention Hearings, and Field Services assigned cases based upon zip codeswith Probation Officers being responsible for infonnal adjustment cases (deferred prosecution),fonnal and paper referrals pending Court, probation in the home, and placement cases. As a result,Probation Officers become intimately acquainted with all available resources within the assignedarea and were able to develop working relationships with schools, recreation facilities, churches,social agencies, police storefronts, etc., which enabled them to become prominent contributors tothe assigned area. However, with an average caseload of approximately 75 cases, ProbationOfficers were forced to prioritize casework activity and client contacts were generally driven bycrisis needs or upcoming court dates, resulting in some youth receiving minimal contact andservices. The probation officer to client ratio rendered the system ineffective.

The evolution to specialization began in 1980 with the establishment ofa Court Services Unit andthe creation of a Placement Unit. Additionally, a case management system was implemented in

2600 Lone Star Drive, Box 5 Dallas, Texas 75212 (214) 698-2200

14

1983 \\ ith Ie\ cis of supervision and frequency of contact regulated. The Department continuedto e\OIVe and develop into a multi-faceted. highly specialized provider of juvenile services.Specialized services are most advantageous when workload factors renect an -equal distributionof responsibilities. when individual divisions and units have a thorough understanding of theirspecitic responsibilities and are equally knowledgeable of other disciplines with intertwiningresponsibilities. and when the completion of an assignment or task is not hindered or adversel~affected by responsibilities or tasks assigned to another area of discipline. .

A downside of this specialization is the fact that a youth/family must \vork with several ditTerentprobation ot1icers as a case progresses from intake through probation in the community. It iscommon for a youth. court-ordered on probation in the home, to be assigned 5 different probationotncers from the point of entry (Intake) to completion of probation. A youth. court-ordered onprobation for placement outside the home routinely has 7 different probation otncers assigned.At each level the youth/family must be introduced and become familiar with the "new" probationofncer and visa-versa. This issue has been a source ofconfusion and frustration to the youth andfamilies. Additionally. the probation ofncer assessing the needs of the youth and recommendingservices to the court, is not the officer supervising the youth on probation or responsible for theimplementation of the case plan. Limiting the specialization ofcasework responsibility promotesa continuity ofcare and allows the clients served to develop working relationships with fewer staff.

Effect of Strategies for Juvenile Supervision (SJS):On April 15. 1999, this Department instituted the TJPC mandated Strategies for JuvenileSupervision (SJS). The SJS case management tool is to be completed within the first 30 daysfollowing a youth being placed on probation, and is administered by the field probation officer.\\'hen administrated appropriately. this tool provides the probation officer with an insightful profileof a youth's persona and other factors that contribute to their legal difficulties. As a result. youthare placed into supervision categories, based upon projected responses, determined by the SJSinstrument.

The SJS instrument is proceeded by the Comprehensive Assessment of Juvenile Risk and Needs(COJ\iPASS). This needs and risk assessment is administered during the pre-adjudicationinformation gathering/assessment period. Under our current structure, the COJ\1PASS is utilizedby an Assessment or PAIS Probation Officer. Once a disposition occurs, the case is reassignedto a Field Officer for supervision. The scoring ofthe TJPC mandated COJ\1PASS risk assessmentinstrument relies upon the subjective interpretation of the Probation Officer utilizing theinstrument. The Juvenile Department believes that it would be most beneficial if the probationofficer most familiar with the case administers both the pre-adjudication COJ\1PASS and post­adjudication SJS instruments. Under the proposed realignment this would be accomplished.

Proposed Realipment:The purpose ofthis briefing is to advise the Commissioners Court of the proposed realignment ofProbation Services and reallocation of departmental resources to better serve the needs of theclients and the community at large.

We currently have 8 District Offices primarily responsible for casework activity and supervisionof all post-adjudication youth placed on probation. The 64 probation officers, assigned to theseoffices, maintain an average caseload of 35 probationers. Casework responsibilities are alsoassigned to the Assessment East and West Units (23 PO's) and PAIS Unit (10 PO's) in pre­adjudication capacity. Additionally, the Aftercare Unit (9 PO's) has post-adjudication caseworkresponsibilities for youth in residential placement.

15

The proposed realignment calls for the reassignment of the staff and responsibilities of the Pre­Adjudication Intensive Supervision (PAIS) Unit and one Assessment Unit to create 2 additionalField Probation Units. A total of 10 Field Probation Units (comprised 01'8 to 10 probation officersper unit) \vill be responsible for all casework activity" from pre-adjudicated in-home assessmentsto post-adjudicated supervision (home and placement). The assessment ofyouth at home pendingcourt and the PAIS functions would become part of the normal casework responsibility of eachprobation ofticer assigned to a DistricvField Office. This realignment reduces the number ofdifferent probation ofticers that work with each case, reducing the number of case transfersbet\veen probation officers. The more efficient case processing will allow the community basedfield probation officer to make an immediate initial contact with a youth and family who isreleased home pending court action. This initial contact would be made once a case is filed andencourage the youth/parent to make contact when assistance is needed or questions arise. This isa first step toward the Department's longstanding desire to provide supervision for all referredyouth. Currently youth who are not on probation and are home pending court are not activelysupervised until the court proceedings begin, which may be a period of several months.

One Assessment Unit (9 to 10 probation officers) would be maintained and assigned thoseDetention cases where youth, based upon referral offense or history are not deemed as candidatesfor return to the community. With the exception of the smaller Assessment Unit assigned to theDetention cases, all pre and post-adjudication casework activity will be the responsibility of the10 satellite offices. The Court Liaison Unit will have an increased accountability to represent theDepartment in Court due to the lack of proximity of these 10 satellite Field Probation Offices andthe assigned probation officers to the Courts.

By increasing the number of community based satellite offices from 8 to 10, each district officewould be responsible for a smaller geographical area and slightly lower total caseload. In theproposed realignment, a preliminary review projected an average caseload of 30 total cases (15active supervision and 15 pending Court) per field probation officer. Each probation officer'scaseload would include youth requiring levels of supervision ranging from intensive to lessfrequent contacts, and include pre-adjudication cases requiring an initial assessment andcompletion of the Pre-Dispositional Report.

Three probation officer positions associate with the Youth Village aftercare pilot project have beeneliminated and the remaining Aftercare Unit will become a Placement Management Unitresponsible for monitoring and managing unsuccessful discharges and the average length of stayof placement cases. The MediationlRestitution, Substance Abuse, and Court Liaison Units willnot be affected by the proposed realignment. Likewise, the Deferred Prosecution Unit, who inconjunction with Letot Center provide the critical department operated diversionary programs, willremain and function separate from the other court-related Probation Services programs.

OPERATIONAL IMPACT:Two Units, PAIS and Assessment East are currently assigned directly to the Deputy Director ofProbation Services. In the proposed realignment personnel assigned to these Units will bereassigned to create the two additional satellite District Offices, receiving direct supervision fromthe Manager ofProbation Services. The remaining Aftercare Unit staffwill become the PlacementManagement Unit and remain under the direct supervision ofthe Manager ofPlacement Services.The current and proposed assignments are reflected on the attached organization charts.

Some of the advantages and disadvantages associated with the realignment are listed below.

R· 16

Advantages:l. Probation Officers assigned to work smaller areas v.. ill enhance community-based super..isiun') Increased familiarity \vith community resources including social service agencies. health and

mental health agencies3. The communities familiarity with "their" assigned juvenile probation otTices4. Improve working relationships with school and police personnel5. Decrease overlapping case responsibilities6. Continuity of supervision for both pre and post-adjudicated cases7. Streaml ine internal processing of cases8. Increase overall knowledge and experience of probation officers

Disadvantages:1. Create the need for additional office space,., Decrease number of staff readily accessible for Court appearances3. Expanded accountability for supervisors and probation otncers

Expected Outcomes:1. Reduce recidivism by 50/02. Conduct scientific surveys (client satisfaction) of youth, parent and probation officer prior to

implementation, and post implementation at 6-month intervals. Improved client satisfactionis expected.

3. Review overall operation, at 6-months and 1 year, to assess management structure andfeasibility of maintaining the specialized functions of Deferred Prosecution.MediationlRestitution, Placement Management and Court Liaison

Operational and Start-Up Expenses

Expenses I Monthly I Annualized

Lease $ 4,200 $ 50,400

Utilities $ 250 $ 3,000

Data lines $ 270 $ 3,240

Copier lease $ 350 $ 4,200

Janitorial $ 200 $ 2,400

Maintenance $ 250 $ 3,000

Pest Control $ 25 $ 300

Sub-Total $ 5,545 $ 66,540

Operational Costs - 2 Offices $ 133,080

Capitol Costs

Data - Network $ 6,784

Fax $ 1,300

Telephone $ 5,000

Sub-Total $ 13,084

Fiscal Impact:The realignment creates the need for 2 additional District ~---':"'_-_.....L-_-_::"'---'---------fOffice sites, ideally located in Irving and East Dallas(White Rock Lake) areas. There will be one time start-upcosts and ongoing monthly costs associated with each site.Estimated costs for one satellite office are summarized inthe attached table. Annual operating expenses for one newsatellite office is estimated to be $66,540.00 based upon thecurrent cost range for the existing satellite offices, plus theone-time capitol costs of$13,084, for a total fIrst year costof$79,624.

These costs can be offset by savings realized from thesalaries and benefits ofthe three probation officer positionsassigned to the Youth Village/Aftercare pilot project whichhas been discontinued. The salary and benefits for threegrade EE Aftercare probation officer positions total$109,517 annually. The Juvenile Department hastransferred the 3 staffto other positions and these Aftercarepositions are currently vacant. The Juvenile Departmentproposes to immediately move forward with plans to secureleased space for one additional satellite office. L..--_~.;;;;.;;.......::....;;.;;.;;;.;;...-.;;._....;;...;;..;...;..;.~ ---t.

17

The sa\ings realized from the deletion of the three positions \vill completely offset funding for onesatellite otlice. leaving a remaining balance of $29.893 ($109.517 - $79.624). The Departmentwill vvork \\ith the Office of Budget and Evaluation to identify a source of funds for the additional$49.731 ($79.624 - $29.893) needed for the second new satellite office. In the interim. the secondnew tield office will remain located at the Henry \Vade Juvenile Justice Center. If the additionalfunding cannot be identified this year. the Juvenile Department will submit a PIR for the remainingsatellite ot1ice in the FY2001 budget request.

RECOl\II\'tENDATION:The Juvenile Board was briefed at the March meeting and approved submission of the realignmentplan to Commissioners Court. The Juvenile Department requests authorization to proceed withplans to secure lease space for the two additional satellite offices, and-approves of the JuvenileDepartment's proposed Probation Services Realignment.

Recommended by: rvticJ(~ ((6\~~bLNMichael K. GriffithDirector of Juvenile Services

DIRECTOR OF JUVENILE SERVICESMike Griffiths

ADMINISTRATIVE ASST

Cheryl Moor.

DEPUTY DIRECTORADMINIISTRATIVE SVCS

Ron StretcherH RAOMINISRATOR

AI Herr...

ASSISTANT DIRECTORRandy Wadley

DEPUTY DIRECTOR

PROBATION SERVICESRobert Pointer

VOUTH AO\IOCAlE

Magg... Wilham.

CHIEF PSYCHOLOGIS TSaleem Altl6k, PsyD

DEPUTY DIRECTOHINSTlTUIIONAl. SVCS

Marla Balleste

MANAGER IBUOGET/CONTRAC.TS/GRANTSI

J. Panlkk""herry

VOLUNTEER COORD IKaIhy HeICk

IDATA BASE ANALYIST

Ron Pi

I i TRAINING SPECIAUST

TelllMcClung

LAN ADMINISTRATORJoe Sprague, SCT

PLACEMENT UNIT MANAGER

M*onWalkin

Re.idenIIlII

Non·Re.1den1llll

CONTRACT SHELTERS i

AFTERCARE UNIT SUPVBeverly Hibbard

JJAEP ADMINISTRATORTed Shobe

EOUCATlON.ALSVCS COORD ii'

v_glnlllWard

PROBATION OFFICERLIAISONS (2)

18UN:iCr .cfX18D.ItiMOB

IHUMAN

RESOURCES

II ~~TJ)d).1CilIrlI(2)

[' TRAlNI.NG COORD )

Mary Cannon

II I TRAINERS (2) I

OFFICE SVCS MANAGER)Kendioll Manolng

[

IMANAGER COMMUNITY PROG

Norris Rideaux

SPECIAL PROGRAMS

· Slap Found.llon· STAR PJogram· 75216 PJOJ"CI· School L....on Prog

BuIlilloSoldiera

I

SUBSTANCE ABUSE SUPVLyndaWolllama

IDAY TREATMENT

1HOME INTERVENTION I

ISUPPORTIVE OUT.PATIENT:

jUNIT SUPV MEOIATIONIRES~I V_glnlll Tall<_lQIon I

UNIT SUpv· DEF PROSC

....llndaWhllak.r

UNIT SUPV . ASSMT EMIDIllna Boyd

UNIT SlJPV . ASSMT W.IG_GatdrMf

I

IUNIT SUPV . COURT LIAISON II'

LC Dodd

UNIT SUPV . PA IS

Mary DeLeon

I"UNIT SUPV . Dalenllon screenl

John M....

MANAGER PROBATION SVCSCarole Braden

UNIT SlJPV OIOIIICI 1

8lIlEdwa"iI

UNIT SUPV DtaIrICI 2Linda GatCIll

UNIT SUPV . DtaIrICI 3Rochatd~on

UNIT SUPV . 0I01r1C14Katen Kerr

UNIT SUPV . OIOIIICI 5John Bum.

UNIT SUPV . 0I01I1C16FaddoeTlIlmon

UNIT SUPV OIOIIICI 7Joyc. Joh""on

UNIT SUPV 010111<..1 6

Dan NlOkarl8O

ASSESSMENT SVCSPSYCHOLOGIST IIJohn Pna, Psy D

PSYC ASST

DETENTION SVCSPSYCHOLOGIS T I

Monica Jeeler, Psy D

I PSVC ASST (\)INTERNS

!EMERGENCY SHELTER

I SVCS

YOUTH VILLAGE SVCS

PSYCHOLOGIST IMary Ponce, Psy D

PSVC ASST (1)

INlERNS

IFAMILY COUNSELING SVCSPSYCHOLOGIST I

Desiree' Flenllng, Psy D

PSYC ASST (4)

SEX OFFENDEH TRMTPSYCHOLOGIST I

Allison Klaulh, Pl.y [)

SUP!:RINILNDENl

DElLNlION CLNILRDvug V,N)(..o

SUP!:RINIENDLNr

EMERGENCY StiELIlRGayek)/d G,ay

SUP!:RINIENOENI

LLTO! CENTERSam Ouanfo( iii

SUPERINH.NDEN r

VOUTH VILLA(,L

T818$4 Haman

CAPITAL PROJEU~

11/99

~

00

DALLAS COUNTY JUYENl1LQEPARTMENTProposed Realignment

,.....\C)

SUPERINTEI\{)ENT

EMERGENCY SHELTER

Gay.ad LlIAY

SUPERINTEI\{)ENT

lETOT CENTER

Sam Quallrodu

SUPERINTEt-LlENT

YOUTH VIu.AGET.... a.n..

r SEX OFFENDER TAMT ]

L~~~~~~~~;~~.

.. fj:.A···.M.·..lLy.·~co.·UNSE.LiNG··SVCS....]PSYCHOLOGIST I

~ ~slree·.£!,!~PsJQ .~.

I [~~~~~~(4)]

~.['~ ~~~~~:;~~1~~C8 Jeliler. Ps1QJ

~.~-{-~.~~~:~(~]L·EMERGENCYSHELTER..··j···

SVCS----~._-_._._~,,~

[.~ '. .. ~ ~ JYOUTH VIUAGE SVCS

--r~cx;;T~L..t. · ...PSVC!.ssT (I) ....J. INTERNS

--~_.__.-

-t~~=~~~j

-I UNIT supv· DEF ~~lNlnda WhiI.llll( ~

CONTRACTSHE~

:Pl.ACEMOO M<irsUPv.e--ty. till/).,d

l{'EOUCAnONALS\oCS C~V.llln"W~

[f=~m.._----~•.~----

~COOROlNATOR

.- ~~.~--~ .._--~

I ~ IBUOOET/c:oN:TFlACTSIGRANTSJ. P.......durry

DIRECTCR OF JUVENILE SERVICESMike Griffiths

..~ ..~ .....•.• ~ .__ ...

VOUTH ADVOCATE

Maggie WI.""".

DEPUTY DIRECTOR ~ CHIEF PSYCHOLOGISTADMINIISTRATIVE SVCS HR~TOR I Salaem AteQk. Psy.D

Ron Streicher /Ill ....,••

,'~~ -, ff".•..••~.~ ~;;;-.:1 -f-UNlT_':'.~t~~"'M_ H""'~- - ...._.._~==A.. ·__........--:-J -{""::::-8

....~~c:~ -I :,~~[-UNIT;;~~~-J

B~_SUPV_'_TJm_'_~_;_;;;_;_J

[_UNITJovea_SUPV_~_~_'al_.~

"-[~~~~:JJ JJAEPAOMiNJsTRATOR.~L TedShaba

03/00

20----.---

~'9~\ ~~;;L~~A~[;?&L~~~~L SERVICES

~/yfay 8. 2000

TO: Commissioners Court

I

~ ~JLF\~

c0 ~i ~ ~ - 8 PM I: I I

THROUGH: Dan Savage, Assistant Administrator for Operations

FROM: Chris Thompson, Director, Communications & Central ServicesdSUBJECT: 911 Emergency Fee Agreement - Addison CLEC Networks, Inc.

Background of IssueIn August of last year, the Public Utility Commission (PUC) of Texas granted a service providercertificate of authority (SPCOA) authorizing Addison CLEC Networks, Inc., d/b/a LineDriveCommunications of Addison to provide local telephone service. Addison CLEC Networks, Inc.completed an Interconnect Agreement with Southwestern Bell (SWB) in October 1999. Prior tooffering local service, Addison CLEC Networks, Inc. must make 911 fee arrangements with thepublic safety answering entities in their service area. Dallas County is such an entity and AddisonCLEC Networks, Inc. has requested a 911 Emergency Fee Agreement to offer service in the SWBservice areas.

During Briefing Session ofNovember 5, 1997, the Court approved a 911 Service Fee Agreement foruse with facility based providers of local service. Addison CLEC Networks, Inc. is a facility basedprovider.

The purpose of this briefing is to present for approval a 911 Emergency Fee Agreement to allowAddison CLEC Networks, Inc. to offer local service in the SWB service area.

Impact on OperationsSubscribers (customers) and Public Safety Answering Points will see no change in 911 service. Theinterconnect agreement between Addison CLEC Networks, Inc. and SWB provides access to existing911 service. However, facilities based providers must link their switches with 911 tandem offices.This agreement contains provisions for testing these links and provides procedures for providing 911service in the event these links go down.

Legal InformationThe Civil Section of the District Attorney's office reviewed and approved the agreement.

Financial Impact/ConsiderationsFees, administrative charges and billing procedures are identical to those currently in place withSWB. Fees previously collected and paid to Dallas County by SWB will be collected and paid byAddison CLEC Networks, Inc.

RecommendationApprove a 911 Emergency Fee Agreement. The agreement is not attached but is available in theTelecommunications Department.

509 Main Street • Suite 608 • Dallas, Texas 75202

21

DALLAS COUNTYFacilities Management

\la; lb. 2000

\IE\IORA~DCI\'I

~, .

TO: Commissioners Court

THROUGH: Dan Savage. Assistant Administrator for Operations-~

FROp.1: Jim Barrett, Assistant Director Facilities Management~!

SUBJECT: FCCB/LSJC GaragesVenture Parking

Background

Dallas County by Court Order No. 99-1913, dated October 5, 1999 entered into a Five Year ManagementServices Contract with Venture Parking for the operation of the Frank Crowley Courts BuildinglLew SterrettJustice Center Garages and Surface Lots "A" and "F" beginning November 1, 1999 and ending October 31,2004,

Facilities Management has received a letter from Mr. Theodore Lawe, General Partner for Venture Parkingrequesting that Venture Parking be allowed to change its public name to Ace Parking. According to NIL Lawe.Ace Parking is a limited partner in Venture Parking. It is Mr. Lawe' s intent to maintain Venture Parking as thelegal entity doing business with Dallas County but to capitalize on the popularity of the Ace Parking name due toits 50 years experience in the market place. Venture Parking feels that by changing the name to Ace Parking, itwill enhance the consumer recognition and satisfaction with the Ace Parking name.

Facilities Management has also received another letter from Venture Parking requesting that they be allowed torevise their schedules for the 1999-2000 Operating Budget. According to Venture Parking, they have lost at leastfour of their very best employees to more lucrative employment with the Texas Turnpike Authority (see attachedletter). In each case, the employee stated that the reason they were leaving was due to low pay and no benefits.Venture Parking purposes to address the problem by reducing the number of cashier hours by 48 hours per weekin order to finance an Employee Health Program.

Impact On Operations

Venture Parking proposes revising the yd shift in Garage "C" from 4 p.m to 12 a.m. to 4 p.m. to 8 p.m., for areduction of 20 hours (4x5) and eliminating the attendant on Saturday from 10 a.m. to 6 p.m. for a total reductionof 28 hours per week. Venture Parking proposes revising the 3rd shift in Garage "DO' from 3 p.m. to 7 p.m. for areduction of 20 hours per week. The combined reduction in man-hours for both garages, is 48 hours. VentureParking states that the adjusted cashier hours will not affect their ability to serve the public. During the timesthat Venture Parking is proposing to reduce staffing, there is very little traffic in the garages. If the machinesor gates malfunction, there will be a sign affixed to the booth for customers to notify Dallas County Security,

600 Commerce, 9th FloorGeorge L. Allen Sr., Courts Building Dallas, Texas 75202

(214) 653-7175Fax (214) 653-6822

22\1J> 16, ~OOOPag~ Two

\\ho in tum will notify the garage manager. The garage manager should arrive at the parking facility within 30minut~s. This is the standard procedure the garage manager has followed for the past ten years. Th~ nev., parking~quipm~nt. which was installed in February, includes a bill changer and coin acceptor: thus allo\ving custom~rs

to pay for their parking during slow times \vhen the booths are not staffed, Facilities \:lanagement and th~

Parking Operator do not anticipate that these proposed revised schedules will have a negative impact onoperations.

Financial Impact

Dallas County pays Venture Parking an annual management fee of $35,500 or $2,958.33 per month to managethe garages. Venture Parking' s annual budget to operate the FCCB/LSJCP Facilities for FY 99-00 is$248.401.66.

The following chart shows Venture Parking's original budget versus the proposed revised budget:

ANNUAL OPERATING BUDGETNovember 1999 - October 31, 2000

Recommended Budget

Health Insurance cost

Parking Tickets/PCA' s

Repairs & Maintenance

Worker's Compensation (7.03%)

(1)

(2)

$93,437.50

$26,321.82

$13,080.00

$17,781.85

$4,780.74

$1,065.18

$156,467.09

$15,333.77

$9,506.00

$10,999.64

$192,306.50

$35,500.00

$2,640.00

$3,800.00

$4,100.00

$1,500.00

Recommended Budget

$1,500.00

$11,625.30

$193,181.66

$35,500.00

$2,640.00

$3,800.00

$4,100.00

1999 - 2000 Budget

$101,809.50

$26,321.82

$13,080.00

$17,781.85

$5,199.67

$1,174.10

$165,366.94

$16,189.42(9.80%)

Manager Salaries

Printing

Postage

Management Fee

Vacation Pay

Payroll Taxes

Labor Cost

Total Labor

Overtime

Cashier Salaries

Supplies

Janitor

Clerical

Mechanized Sweeping

Total Operating Expenses

$4,680.00

$248.401.66

$4,680.00

$247,526.50

23

\lay 16, 2000Page 3

(l) This year's budget is prorated based on the new schedule taking effect April 1, 2000. Any ove:rtimcthat might be needed to cover special functions in the courts can be covered out of the overtime:budget already in place.

(2) Based on the current group medical insurance rate on other Ace Dallas locations. These employeescan be added to the Ace group insurance police, PacifiCare HMO.

Venture Parking proposes reducing the cashiers' salary budgets by $8,372 ($101,809.50 - $93,437.50), thevacation pay by $418.93 (5,199.67 - 4,780.74), and the overtime by $108.92($1,174.10 - $1,065.18) forsubtotal labor cost of$8,899.85 ($165,366.94 - $156,467.09). The reduction in payTolllabor cost wilt thenoffset the taxes by $855.65 ($16,189.42 - $15,333.77) and Worker's Compensation by $625.66 ($11,625.30­$10,999.64) for a sub-total of$1,481.31. The total reduction in Venture Parking's 1999 - 2000 AnnualOperating Budget is $10,381.16. Venture Parking states that to implement the employee health program, itwill cost approximately $9,506.00 for the rest of Venture Parking's budget year. If Venture Parking isallowed to make the proposed schedule changes, it will have a positive impact on their Annual OperatingBudget and produce a minimum savings to Dallas County of$875.16 ($248,401.66 - $247,526.50).

Recommendation

The Assistant Director of Facilities Management recommends that the Commissioners Court allow VentureParking to operate as Venture Parking d/b/a Ace Parking and (2) allow Venture Parking to reduce the numberof cashier hours by 48 hours per week and institute an Employee Health Program thus revising their 1999 ­2000 Operating Budget from $248,401.68 to $247,526.50 for a savings of $875.16.

If the Commissioners Court is in agreement to the above matters, a court order will be on the next availableagenda.

Recommended by:

attachments

xc: Honorable Bill Melton, County TreasurerVirginia Porter, County Auditor

\(JfSKlJ: JBskj;cb: venturegarage

2-4

VENTURE PARKING2017 Young Street

Dallas, Texas 75201Phone: 214/748-5535

Fax: 214/761-9422

January 28, 2000

Ms. Saundra JohnsonFacilities ManagementGeorge L. Allen, Sr. Courts Building600 CommerceDallas, Texas 75202

Dear Saundra:

This letter is a follow up to your recent conversations with Buddy Rosenthal regardingVenture Parking's changing its public business name to Ace Parking. As you alreadyknow, Ace Parking is a limited partner in Venture Parking. Our intent is to maintainVenture Parking as the legal entity doing business with Dallas County but to capitalize onthe popularity of the Ace Parking name due to its 50 years experience in the marketplace.We think that by changing the name to Ace Parking we will enhance consumerrecognition and satisfaction with the Ace Parking signs.

We have filed the applicable petition with the Dallas County Clerk for Venture Parkingd/b/a Ace Parking. Enclosed is a copy of the assumed name certificate as approved bythe Dallas County Clerk.

If you have any questions regarding our name change and the proposed changing in oursignage, please let me know.

Sincerely,

Theodore M. wGeneral Partner

gm

c Buddy Rosenthal

25

... 3y: Ace Par'Klng; 214. 999 1 1 55; Jan-27-00 2:32PM;

FOR

II

~1.\1223<.g<$~ ~O'

D NAME CERTIFI ~E I ~ ~CO JAN~~ i:~fPJNN..4VW t5~ c: iiI. 8Ul(JJ..~ w$ ~oc;~Clf1fK §~ ~rb~

NTURE PARKING"'-~ ~-- .-- /~(, 1J'/o ~ /

:/8 g.£ gC;'!...../----In compliance with Chapter 36 the Texas Business and Commerce Code. the undersigned

hereby files this ASSUIHt:d Name Certi icace, and stales as follows:

1. The assumed name unde which the business will be conducted Or rendered is" ACEPARKlNG. "

2. The registrant is a Texas oint Venture, Wilh an office address of 2027 Young Street,Dallas, Texas 75201.

3. The full name and addr ss of each Joint Venturer is:

Maxwell Enterprises L' ited3939 E. Highway 80, Site 240Mesquite, Texas 75150

and

Ace Parking Manageme , Inc. J a California corporation645 Ash StreetSan Diego, California 9 101-3211

4. VENTURE PARKING was organized pursuant to the laws of the State of Tex~s.

S.1, 2CXXJ.

The Assumed Name wil be used for a H)·year period, commencing as of January

6. The business to be com cted or rendered in Dallas County will be conducted orrendered as a Joint VenlUre.

7. If this Certificate is exec d by an attorney-in-fact. then the undersigned representsthat the Undersigned has been duly autho ized inwriting by its principal 10 execute am acknowledgethis Certificate.

26

EXECUTED THIS1i- Jay uf lanuar/. 2COO.

I

! \tfAX\VELL E~TERJ)RlSES LHvUTED

STATE or TEXAS

COUNTY OF DALLAS

§§§

I This instrument was acknowledge before me on theJ'/ day of_''..;...;_._.__-+'_' 2COO. by!L_~":' __':'_~_~;;':";;;'';-''________ __ of Maxwell Enterprises limited, a

, on beh41 f of aid--------- ---------i )

' t / '}

. ' I# I • ,!

-r- I . • /

~, \' /_ l. C \.

... /. ,~s instrurw:nt was aclcnowledgc'7") A(~~: :::7'1...,£..., ofon behalf of said Corporation.

~ly Commission Expires:. \ '! .~"

STATE OF -t;./ .. ,...J\ .;

COUNTY OF l't !.;~f::,,<.~

.¥Y Commission Expires:! .) . . ...

tIl • t "j ", ."" .,J-..r I

§§§

Texas ~otary PUb] ic

No(ary .sPrinted Name

-....:.~..:...:......:.:...-~'-' 20ClQ, byorporation,

/'

((,,, ..J,;~ )J/ )i ..<·-tl..l~l.i___- Not ry Public '" -"

IL. y /" Ii!. !if-It /.;/Notaryl s Printed Name

,:.{~~I.~ct~ ANGELA M. MiTCHEli'

j'

if~HOltrY P~DIi,. al.t. 01 fml'ftr\>l51lJl My C,ommlulon ClPI(U'"tf,. C4I ~., MAY,,,"..\,\, 11. 2002 !

27

VENTURE PARKING2017 Young StreetDallas, TX 75201

Phone: 214/748-5535FAX: 214/961-9422

February 7, 2000

Ms. Saundra JohnsonDallas County Facilities600 CommerceDallas, TX 75202

Dear Saundra:

RE: Proposed Revised Work Schedules

00 FEB liPHI: 58

As you already know from conversations with Brenda Madison, three of our bestemployees recently turned in their letters of resignation to take more lucrativeemployment with the Texas Turnpike Authority. In each case, the employee's statedreason for leaving was low pay and no benefits. To address this problem, we areproposing to reduce the number of cashier hours by 48 hours per week and institute anemployee health program. The adjusted cashier hours will not affect our ability to serveour customers. The new parking equipment, which has now been installed, includes abill changer and coin acceptor that will give change allowing customers to pay for theirparking during slow times when the booths are not manned. This will provide a greaterdegree of efficiency in the utilization of our employees and provide us with the flexibilityto institute a badly needed health program.

As you know, we are operating in a very tight labor market. We are hoping that theseproposed changes will make us more competitive in recruiting and retaining employees.The three employees that are leaving have an accumulated 30 years experience at theCounty garages.

Attached are the proposed revised schedules. They provide more detailed infonnationon how we plan to staff the garages with reduced work schedules.

We welcome an opportunity to present our revised plans to your management staff aswell as the Dallas County Commissioners Court. We would like to start implementationof the proposed schedules on or before March 1,2000. May we hear from you soon.

~Theodore M. LawePartner

28

Frank Crowley Parking OperationEmployee ScheduleNovember 1, 1999 through October 31, 2000

Garage C

Cashiers

Time

5:00 am

1:00 pm

9:00 am

5:00 pm

4:00 pm

12:00 am

10:00 am6:00 pm

Sun Mon

1Tue

1Wed

1Thu

1

Fri

1Sat

128 hours per week

128 x 5.75 x 52::: $38,272.00

Garage D

7:30 am12:00 pm

12:00 am

5:00am

*Machine Operated

machine operated

Cashiers

Time6:00 am2:00 pm

10:00 am

6:00 pm

3:00 pm

11:00 pm

Sun

o

o

o

Mon

1

Tue

1Wed

1

Thu

1Fri

1

Sat

o

o

o

120 hours per week

120 x $5.75 x 52 ::: $35,880.00

10:30 pm6:30am Close Garage

During ttle hours ttlat garage 0 is c:loMd Oe Weeket!dMnd nighlll after 11:00 PM) aU monthly acc:eM cards .... valid in Garage C.

Janitorial Personnel

Manager

Time5:30 AM1:30 PM

Time

Sun

Sun

Mon

Mon

29

Tue Wed Thu

Tue Wed Thu

Fri

Fri

Sat

Sat

40 hours per week

40 x $750 x 52 = $15,60000

Cieri<

50+ hours on site plus on call all the time.Yearty $26,321.82

Lot A

TIme

40 hrs + per week

Time

7:00 am5:00 pm

5:00 pm11:00 pm

10:00 am6:00 pm

7:30am12:00 pm

Sun

Sun

Mon

Mon

Tue Wed Thu

Tue Wed Thu

Fri

Fri

Sat

Sat

Yearty

92.5 hours per week

92.5 x $5.75 x 52 =

$17,781.85

$27,657.50

Frank Crowley Parking OperationEmployee ScheduleNovember 1, 1999 through October 31, 2000

Garage C

Cashiers

30

Proposed Revised Schedule

Time

5:00 am

1:00 pm

9:00 am

5:00 pm

4:00 pm

8:00 PM

10:00 am6:00 pm

Sun Mon Tue

1Wed

1Thu

1Fri

1Sat

1oohours per week

100 x 5.75 x 52= $29,900,00

Garage D

7:30 am12:00 pm

8PMam

5:00 am

machine operated

"Machine Operated

machine operated

Cashiers

Time

6:00 am

2:00 pm

10:00 am

6:00 pm

3:00 pm

7:00 pm

Sun

o

o

o

Mon

1Tue

1Wed

1Thu

1Fri

1Sat

o

o

o

100 hours per week

100 x $5.75 x 52 = $29,900.00

10:30 pm

6:30 am Close Garage

During ttl. hours that garage 0 is doMcl (Ie Weekendsand nights aftIIr 11 :00 PM) all monttlly lICC-.s cards are valid in Gareg. C.

Janitorial Personnel

Manager

Time5:30AM1:30 PM

Time

Sun

Sun

Mon

Mon

31

Tue W&d Thu

Tue W&d Thu

Fri

Fri

Sat

Sat

40 hours per~k

40 X $7.50 X 52 = $15,60000

CIeri<:

50+ hours on site plus on call all the time.Yearly $26,32182

Lot A

Time

40 hrs + per week

Time

7:00am

5:00 pm

5:00 pm

11:oopm

10:00 am

6:00 pm

7:30 am

12:00 pm

Sun

Sun

Mon

Mon

Tue W&d Thu

Tue Wed Thu

Fri

Fri

Sat

Sat

Yearly

92.5 hours per week

92.5 x $5.75 X 52 =

$17,781.85

$27,657.50

32

Under New Proposed Operating Schedule

ANNUAL OPERATING BUDGETNovember 1999 . October 31, 2000

Recommended Budget

Da 1'as Cou-,tyFrank Crowi.ey :;;lar'•. ,-'g Garages

RecommendedBudget

Labor CostCashier Salaries $ 93,437.50 (1 )Manager Salanes $ 26,321.82Janitor $ 13,080.00Clerical $ 17,781.85Vacation Pay $ 4,780.74overtime $ 1 065.18

Total Labor $ 156,467.09Payroll Taxes (980%) $ 15,333.77Health insurance cost $ 9,506.00 (2)Worker's Compensation (703%) $ 10,999.64

$ 192,306.50Management Fee $ 35,500.00Repairs & Maintenance $ 3,000.00Supplies· $ 2,640.00Pnntlng $ 3,800.00Parking TiCkets/PAC's $ 4,100.00Postage $ 1,500.00Mechanized Sweeping $ 4,680.00

Total OperatIng Expenses $ 247,526.50

(l) ThiS year budget prorated based on the new schedule takingeffect Apnl 1, 2000 Any overtime that might be neededto cover special functions in the courts can be coveredout of the overtime bUdget already In place

(2) Based on the current group medIcal insurance rate on otherAce Dallas locations These employees can be added to theAce group Insurance police, PaclfiCare HMO.

1999·2COOBUdget

$ 101,80950$ 26,32182$ 13,08000$ 17,78185$ 5,199.67$ 1,174.10

$ 165,366.94$ 16,189.42

$ 11,625.30

$ 193,181.66$ 35,500.00$ 3,000.00

$ 2,640.00$ 3,800.00

$ 4,100.00$ 1,500.00$ 4,680.00

$ 248,40166

~. f:*7t_:..~~~~~/

[).-\LL,-\) C()L':\T\'

COUNTY CLERKEARL BULLOCK

33

.r I(' ':; .... .,..-_. ...I _, \

en .... 1 V - 9 ~r~ 8: 2eu ni-'.l

Nlay 8, 2000

To: Commissioner's Court

From: Earl Bullock, County Clerk

Subj: Request to purchase Hewlett Packard 4050 Printer withduplex feature.

BACKGROUND: Judge Vic Cunningham has developed and is using an individual network ofcomputers and printers to facilitate the disposition of Criminal Cases in his Court. JudgeCunningham has the ability to program and direct his printer to produce Judgements, ProbationOrders and Court Judgements and sentencings. Not only are these documents produced in atimely manner, the Judge has and is in control of said documents as they are produced.

Judge Cunningham has personally developed the above described system which I have seen inaction. One element of the system (the printer) is old and does not have sufficient capacity toproduce documents in a timely fashion nor does it have the capability to print on both sides ofthe paper. (All of the above described equipment belongs to Judge Cunningham and the printerhas run out of steam)

COST: Judge Cunningham advises me the cost of a Hewlett Packard 4050 Printer with duplexfeature will cost approximately $2,100.00.

RECOMMENDATIONS: The County Clerk recommends the purchase of one (1) HewlettPackard 4050 Printer with duplex feature and further that the funds be used from "County ClerksRecords Management & Preservation" Account (914-913 Account) for this automation project.

cc: John Hennessey, MIS CoordinatorPhil Scheps, Budget DirectorVirginia Porter, AuditorJudge Vic Cunningham, CCC #8

EBlgl

Records Building Dallas, Texas 75202 (214) 653-7131

34

• $1,605.81 $1,605.81

Unlt Pnc..* Sub Total '"• $255.33 $255.33

I Purchase 11$1,861.14Estimated Lease:$66.91

. United States Currency Shown• United States Customers Only

Buy Online or Call

1-800-818-8382

SKU's In Cart =2

L~,~~~Pi~~ D~¢:P~Cr;- C4123A 11 ~~p~Yf~r~;r~~t~~~~Si~~~~er Je~:~oo

seriesr;- C4254A#ABA~ HP LaserJet 4050TN

11. 17ppm, 16MB, 1200 x 1200 dpi,Ethernet/LocalTalk

Update I • In-stock III! Out-of-stock

To delete items from the cart,":::::=:::::~;:::;:=:::""---':--:I change the quantity to zero

and update

Click here to continue shopping.

'All shipping charges are based on UPS Ground Price and lease payment are subject to changewithout notice and DO NOT INCLUDE SHIPPING CHARGES OR APPLICABLE TAXES.Promotional offers and prices are for a limited time Business leaSing can be arranged to qualifiedcustomers Above lease payments based on 36 month lease, and do not Include taxes. fees.Shipping charges. SUbject to credit approval and availability Lease terms are subject to changeNlthout notice

ThiS product Information is presented for your convenience only and IS subject to change withoutnotice All products are available for purchase by United States customers only who take deliverywithin the United States AvnetDlrect is not responsible for typographical errors or any other errorsor omiSSions regarding prices or other Information All sales are subject to the AvnetDlrect Termsand Conditions of sale

Prices and lease payments are subject to change without notice and DO NOT INCLUDESHIPPING AND APPLICABLE SALES TAX. Promotion.al offers and prices are for a limited timeonlyUNITED STATES CUSTOMERS ONLY TERMS AND :ONDITIONS of saleValid Date: 5/5/00 1:50:46 PM ~

[ Legal Notices - Privacy Statement - Terms and Conditions] a v net d ire ct. com2000 Copyright Avnet. Inc All Rights Reserved

http://www.express.avnetdirect.comlShoppingCartlshopping_cart.asp 05/05/2000

35

HP Business StoreYour Shopping Cart

Pan ;; Description Quantity Unit Price Total Price Avail.

C4254A HP LaserJet 4050TN $1,679.00 $1,679.00 Yes

C4123A HP Duplex Assembly $270.14 $270.14 Yes

Total: 2 $1,949.14

The above does not retlect an actual order. It IS a lISt of Items WhICh have been added to the shoppmg can UntIl an order IS submmed and an order number hasbeen assIgned. pnces and availabIlity are subject to change

.. ./carthtml-'pp.jsp?BV_SessionID=1088729395.957559661&BV_EngineID=dalhjhhkjdlbeib05/05/2000

36

BILL HILLCRIMINAL DISTRICT ATIORNEYDALLAS COUNTY, TEXAS

To:From:Date:Subject:

COl\IlVIISSIONERS COURTKIlVIBERLY KEY GILLES/ADIVIINISTRATIVE ATTOR.,"E\' J:';.- ~

l\Iay 9, 2000 (For l\lay 16th Agenda)BRIEFING AND COURT ORDER ON SAl\lE DATE

The request for approval of changing position #9168 from one full-time ADA 4 position withbenefits to two part-time ADA 4 positions without benefits needs to be briefed and court orderedon the same date for the following reasons:

The position has been unoccupied since April 1, 2000 while this plan was being evaluated.

2. The attorney filling one of the positions needs to give notice to her current employer and cannot do so until sure that this position has been created.

3 Since the other position will be filled by a current full-time employee, we are holding a seriesof promotions and pay moves until such time as we know that the part-time positions have beencreated. This is leaving an opening at a lower level that needs to be filled.

Frank Crowley Courts Building 133 N. Industrial Blvd., L.B. 19, Dallas, Texas 75207-4399 (214) 653-3600

37

DALLAS COLJNTYPERSONNEL/CIVIL SERVICE DEPARTMENT

May 10,2000

To:

From:

Subject:

Members of the Commissioners Court

Mattye Mauldin Taylor, Ph.D.Director of PersonneVCivil Service

Creation of Two Part-time PositionsDistrict Attorney's Office

Issues(s):Commissioners Court recently approved a full-time attorney position., with benefits, in the IntakeDivision of the District Attorney's Office. The Honorable Bill Hill is requesting permission to(1) convert this full-time, regular position into two part-time positions at the same job grade,without benefits and (2) pay the incumbents up to maximum in-hire rather than the entry levelsalary for this job grade. He currently has two very experienced attorneys who have inquiredabout the opportunity to work part-time due to family considerations. After reviewing the jobduties of the position and the operations in the Intake Division., District Attorney Hill is confidentthe creation of two part-time positions, rather than a full-time position., is workable and will notadversely impact the Division.

The issue has also been raised regarding the rate of accrual of vacation time if a full-time, regularemployee accepts a transfer to a part-time position with no benefits. Current policy is that oncean employee terminates employment with Dallas County, all benefit accruals start at the firstlevel.

Impact on Operations:No adverse impact on operations is anticipated. On the positive side, it will allow the Departmentto retain two very experienced attorneys.

Financial Impact:Converting the full-time, regular position to two part-time positions (at maximum in-hire) willsave the County approximately $8,900 per year in benefit costs.

Retommendation(s):The PersonneVCivil Service Department recommends Commissioners Court allow the DistrictAttorney to (1) convert the fUll-time, regular intake attorney IVposition to two part-time attorneyIVpositions, without benefits and (2) set the salaries up to the maximum in-hire ofthe job grade,based on qualifications. Paying up to the maximum in-hire has previously been approved by theCourt in cases where recruiting has been difficult or the employee has possessed extensive,critical job-related experience. The PersonneVCivil Service Department further recommendsthat tenured employees who transfer to part-time positions retain their previous vacation accrualrates when they return to fUll-time status, proVided leave balances are not liquidated when the

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202

Equal Opportunity Employer

(214) 653-7638

38

Page 2Attorney Position

employee transfers to a part-time position. The part-time employee will be able to utilize his/herre~aining leave balances when they are absent during his/her regularly scheduled hours. There

must be no break in service/} , ~ ,c __" _ (~

Recommended by: /I;i~tl /C. jiLL( t. JL -~ I.e/

Mattye 'j ldin Taylor, Ph,D, j

39

rvfay 5, 2000

TO: Dr Mattye Maudlin-Taylor

FROM: KllvffiERLY KEY GILLES/ADMINISTRATIVE ATTORNEY

RE: Intake Division!ADA 4 (Position # 9168)

For FY2000 Commissioners Court created a new full-time ADA 4 position for the IntakeDivision, funding to begin April 2000. This request is to (1) create two part-time positionswithout benefits (2) be allowed to pay at maximum in-hire, based on qualifications, rather thanentry level salary and (3 )seek clarification of the definition of "continuous" service.

The District Attorney's Office has, over the years, received requests from full-time attorneysregarding reduced schedules to meet various family, educational and personal obligations. Theoffice has no such positions. Mr. Hill believes offering that option is viable for this position.

The Intake Division screens an average of 308 cases a day. Experienced attorneys are critical tothis process. The ADA 4 position requires two years experience, preferably in trial or intakework. Two attorneys, with combined experience of over 20 years in trial and intake, requestsplitting this position. One attorney is currently a full-time employee, the other is from anotherDistrict Attorney's office. Neither attorney is interested in the position if it is full-time.

The District Attorney requests paying up to maximum in-hire, based on the qualifications of eachapplicant, rather than entry level salary. The position is currently funded as a full-time positionwith benefits. Because this plan funds two part-time positions without benefits, paying maximumin-hire still results in a cost savings to Dallas County.

Clarification is requested for the full-time attorney wishing to work one of these positions. She istenured and accrues four weeks of vacation per year. She understands that she would accrue novacation while a part-time employee, but wishes to know whether she would be allowed toremain at four weeks accrued vacation time upon returning to work in a full-time position in thefuture.

Please review this request and let us know how to proceed. Thanks in advance for your work onthis matter.

40

Dl\LL/\S CO Ll\TYPERSONNEL/CIVIL SERVICE DEPARTMENT

Ma\ 10.2000

To:

From:

Subject:

Commissioners Court

Mattye Mauldin-Taylor. Ph.D.Director of Personnel/Civil Service

Arthur Andersen Benefit Plan Consulting Agreement for PEBC

BackgroundThe Board of Governance of the Public Employees Benefit Cooperative (PEBC) hasrecommended that the members of the PEBC enter into an agreement with Arthur Andersen LLPfor the purpose of providing consulting services for PEBC Benefits Plans. The Agreement(Attachment A) provides for review of present plans, benchmark information for local markets,regulatory information, review of carrier proposals, claim tracking, financial managementassistance, actuarial review, review of communication material, review of Plan documents andSection 125 nondiscrimination testing.

Impact on OperationsThe Agreement will support the overall management of the County's Employee Benefit Plans.

Financial ImpactThe $84,000.00 first year retainer fee and the estimated $89,500.00 cost of discreet projects willbe split between the PEBC membership on a pro rata basis. Dallas County's portion will be$48.619.20 for the retainer fee and approximately $51,802.60 for the discreet projects, which isbudgeted for and will be paid from the Employee Benefits Trust.

Legal Review

The County Attorney has reviewed the Agreement.

RecommendationThe Personnel/Civil Service Department recommends the Commissioners Court approve theAgreement with Arthur Andersen LLP and authorize the County Judge to sign the Agreement onbehalfofDallas County.

Recommended by:

Attachment

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202

Equal Opportunity Employer

(214) 653-7638

41~

ARTHURANDERSEN

Ms. Diana KongevickExecutive DirectorPEBC616 Six Flags Drive, Suite 200Arlington, TX 76005-5888

iY1ay 5, 2000

Dear Ms. Kongevick:

Arthur Andersen LLP

SUite 560090 1 \1.3:n Street

Dallas TX 75202-3799

Tei 214 7418300

\Ve are very pleased to confirm our arrangement to provide health and welfare benefits consultingservices to Dallas County, Tarrant County and the North Texas Tollway Authority, as members of thePublic Employees Benefit Cooperative (PEBC). This letter outlines the scope of this engagement, projectobjectives, our approach and responsibilities. It also addresses our fees and expenses. \Ve appreciateyour confidence and the opportunity to work with you on this important initiative.

Project Objectives

We understand your overall objective for this relationship is to gain assistance in designing and managinga "best practice" health and welfare benefits program for the PEBC and its member organizations. Morespecifically, you expect us as your consultant to:

• Assist the Executive Director in analyzing and quantifying potential plan design, delivery system, andprocess improvements

• Communicate with the PEBC's Executive Director on a regular basis• Be proactive and responsive to issues, questions, and legislative events• Work with the PEBC's vendors as requested by the Executive Director to accomplish the PEBC's

benefit plan objectives.

As your consultant, we can provide ongoing services (or "retainer" services) as well as distinct one-timeprojects at your request.

Project Approach

Retainer Services

The consulting services included in our ongoing or "retainer" arrangement fall into four main categories.They represent ongoing, predictable tasks that are required to effectively manage a health and welfarebenefits program. These categories are:

• Plan Performance Evaluation• Financial Analysis• Stewardship• Compliance.

42

\15. Diana Kongc\ickPage 2\1ay 5, 2000

Listed below is a high level outline of the services included in this retainer arrangement.

• A thorough review of current plan designs and recommendations on ways to improve plan efficiency• Benchmark and best practice information for the local market, as \vell as on a regional or national

basis• Information on relevant legislative and regulatory events• Annual review of carrier renewal proposals• Nlonthly tracking of emerging claim experience• Assistance with financial management of the plans, including development of accrual/funding rates

for all self-funded plans, contribution strategy modeling, COBRA and retiree rate setting, andevaluation of the impact of potential design changes, on an annual basis

• Actuarial review, as requested• Review of vendor-prepared or PEBC-prepared communication materials• Review of Summary Plan Descriptions and other plan documents• Conduct Section 125 nondiscrimination testing on an annual basis.

I have included the Health and Welfare Ongoing Services inventory as an attachment (Exhibit I), toprovide a more detailed description of the services included in this arrangement, as well as the frequencyfor each service.

At an initial planning meeting, we will work with the Executive Director of the PEBC to develop acalendar for the next year outlining specifically the services to be provided and the expected timeframe.While this calendar may change at times as unexpected needs arise, it will provide a basis for majordeliverables, such as financial reports.

Please note that there are a number of services which fall outside of this retainer arrangement. Servicesnot included are services that do not occur on a routine, annual basis, and therefore, are not predictable.Examples of services not included in the retainer are as follows:

• Competitive bidding of insurance carriers and plan administrators• Drafting of plan documents and/or Summary Plan Descriptions (note that a review of existing or

vendor-prepared documents is included in the retainer)• Preparation and delivery of enrollment materials, including printing and fulfillment services (a review

of vendor-prepared or PEBC-prepared materials is included in the retainer)• Calculation of incurred but not reported reserve (IBNR)• Calculation of FAS 106 liability and preparation of disclosures• Formal vendor claim audits.

Arthur Andersen will prepare a separate amendment to this engagement letter if the PEBC requestsservices outside the scope of our retainer agreement.

Discrete Projects

We understand the PEBC may request Arthur Andersen's assistance with a number of discrete projectswe have discussed. The timeframes for beginning these projects will be based on the PEBC's preferences

43\15 DIana Kong:;:\ leI--.

Page 3\fay 5. 2000

and priorities. \Ve understand that the PEBC may elect not to conduct any or all of these discreteprojects. A list of discrete projects and our approach to the projects we have discussed to date is attachedas Exhib it II.

Project Scope and Responsibilities

The scope of this project is limited to the consulting services listed in the Health and Welfare OngoingRetainer Services inventory in Exhibit I and the Discrete Projects in Exhibit II. Any additional servicesrequested by the PEBC that are deemed to be outside the scope of this arrangement can be outlined in aseparate amendment to this engagement letter.

In connection with Arthur Andersen's provision of the services, you will perform those tasks and assumethose responsibilities specified in this arrangement ('"Client Responsibilities"). To the extent that theassumptions described in this arrangement are not met or tum out to be inaccurate, the cost and deliveryschedule of services will be impacted. If this occurs, the PEBC and Arthur Andersen agree to negotiate ingood faith to mutually develop and document a work-around plan, revised schedule and revised feeagreement. This revised plan will be written and agreed to in advance of any further work to beperformed.

In the normal course of managing a project such as this, we will track and raise issues on a timely basisfor management to resolve. You understand that Arthur Andersen's performance is dependent on yourtimely and effective satisfaction of Client Responsibilities hereunder and your timely decisions andapprovals. Arthur Andersen shall be entitled to rely on all your decisions and approvals in connectionwith the services. Further, you understand that Arthur Andersen is relying upon the information that youprovide and you represent that such information is true, accurate and complete. Because of theimportance of such information to this project, you agree to release Arthur Andersen and its personnelfrom any liability and costs relating to our services under this letter attributable to any false, inaccurate orincomplete information provided by you. It shall be the responsibility of your management to makeimplementation decisions, if any, and to determine further courses of action with respect to any mattersaddressed in our deliverables to you.

Client Responsibilities

The PEBC and its member organizations will be responsible for all final decisions relative to:

• Plan design• Employee contribution structure• Employee communication strategy/tactics• Vendor selection• Administrative support structures• Plan funding mechanism(s).

44

\15 Diana Kunge\ lekPage -+:"1ay 5, 2000

Estimated Project Fees & Expenses

Arthur Andersen's professional fees are based upon the estimated time and hourly billing rate of theprofessional staff assigned to the project. For the services outlined above, our fees will not exceed thefollo\ving:

Retainer Services

Member Groups of the PEBC will each pay their pro-rata share as determined by the PEBC, forprofessional fees to Arthur Andersen to total $7,000 per month for the first year of our contract. Thecontact will begin effective May 1, 2000. On an annual basis, we will prepare a complete reconciliationof our fees and hourly time charges.

This retainer agreement is not a formal contract between our organizations, and you have the right todiscontinue this relationship at any time. The only stipulation in this agreement is that if the relationshipwere discontinued during the year and, therefore, we have not collected the full retainer fee, the PEBCwill make us whole for the full amount of time and expenses incurred at the time the relationship wasdiscontinued. In exchange, Arthur Andersen agrees to refund the PEBC member groups their pro-ratashare of any fees collected during the year if fees paid exceed our actual time investment to the PEBC(i.e., we have been overpaid calculated by multiplying actual time investment by the average fee of$180per hour) at the date of termination.

The pro-rata share of each PEBC member group shall be equal to the percentage of its total number ofregular full time employees to the total number of regular full time employees of all PEBC members. Forpurposes of this retainer agreement, regular full time employees are defined as the total number of basiclife units as measured on the first regular payroll date in October of each year.

If the PEBC elects to continue the retainer services with Arthur Andersen for a second year, from May 1,2001 - April 30, 2002, we agree to limit our fees to no more than a 5% increase.

Discrete Projects

Our consulting fee estimates for discrete projects are based on our best estimate of the time and consultantlevel required to deliver a quality product. In no event will our fees exceed the identified levels, unlessthe scope of the project changes. If we determine the project scope has changed, we will notify youaccordingly and confirm your authorization to proceed before incurring any additional time and expense.

1) Operational and Financial Evaluation of the Structure of the PEBC - $9,100 (contingent upon thePEBC accepting our retainer arrangement)

2) Design Process for New Member Entrants to the PEBC - $17,400

3) Evaluation of Eligibility Process - $15,000. Assumes 6-10 Y2 day sessions of interviews and one (I)meeting with the PEBC to review results. Any additional interviews or meetings would be at a not­to-exceed fee of $500 per interview or meeting. In addition, this fee includes one (1) draft and one(1) final report of the results, including recommendations.

45

\15 Diana Kunge\ 1"::1-,:

Page 5\la) 5, :2000

-+) Evaluation of COBRA. and Retiree Administration Process

58,000 - 510.000 for review of COBRA administrative processes$15,000 - $18,000 for review of retiree administrative processes

5) Analysis of TPA/Rented Network Versus Integrated Delivery System - $15,000 - $20,000

Expenses

Direct out-of-pocket expenses, such as travel, photocopying, telephone and other miscellaneous expenseswill be billed as incurred (at cost) and are in addition to professional fees. Arthur Andersen agrees tolimit our out-of-pocket costs to 10% of professional fees for our Retainer Services, assuming that traveloutside of the DalIaslFort Worth Metroplex is not required.

Performance Guarantees

Arthur Andersen agrees to put a portion of our Retainer Services fees at risk, based on the following:

• $5,000 at risk for timeliness regarding the agreed-upon work plan• $5,000 at risk for the accuracy of our deliverables• $5,000 at risk for your satisfaction with our work.

We will discuss this guarantee with you at our initial planning meeting, to clearly define our mutualexpectations. After the end of the first year of our Retainer Services arrangement ending April 30, 2001we will meet with you to debrief on our performance. At that time, if the PEBC determines that ArthurAndersen did not meet performance standards, we will finalize the financial penalty owed. At yourdiscretion, Arthur Andersen would either reimburse the member groups of the PEBC with a check orprovide a credit for future consulting.

Insurance

Arthur Andersen, at its expense, shall secure and maintain at all times during the term of this agreement,insurance as follows:

1. Commercial General Liability Insurance, including Products, Completed Operations Liability andPersonal Injury, Contractual Liability, and Broad Form Property Damage Liability coverage fordamages to any property and injuries to any person caused by the negligence of Arthur Andersen,with a minimum combined single limit of $1 ,000,000 per occurrence.

2. Errors and Omissions Liability Insurance covering the liability for financial loss due to error,omission, negligence of Arthur Andersen employees or contractors in an amount of at least$2,000,000.

3. Workers' Compensation. Statutory Limits as required by the Labor Code of the State of Texas.

46

\ls, Diana Konge\ iel\.Page 6May 5, :2000

Standard Business Practices

The follO\ving basic principles govern this project:

1. \Ve will bill the member groups of the PEBC their pro-rata share of the billing on a monthly basis atthe beginning of the month during w'hich services will be performed, with a copy delivered to theExecutive Director of the PEBC. Payment is due within 30 days of receipt of proper documentation.

2. Should any invoice remain unpaid for more than thirty days, interest shall be paid as set forth inSection 225 1.025, Texas Government Code.

3. In connection with the project, each of us will have access to confidential information made availableby the other; each shall protect such confidential information in the same manner as it protects its ownconfidential information of like kind.

4. Upon final payment, you shall have a perpetual, nontransferable, paid-up right and license to use,copy and prepare derivative works for purposes of your internal business the deliverable itemsdeveloped in the course of this engagement, whether jointly or individually. All other rights in thedeliverable items and related intellectual property rights remain in and/or are assigned to us. Theparties will cooperate with each other and execute such other documents as may be appropriate toachieve the objectives of this Section. Subject to our obligations of confidentiality, each of us shallbe free to use the concepts, techniques and know-how used and developed in the project. In anyevent, we shall continue to be free to perform similar services for our other clients using our generalknowledge, skills and experience.

5. We warrant that our services will be performed in a professional and workmanlike manner inaccordance with applicable professional standards, and we will reperform any work not in compliancewith this warranty brought to our attention within thirty days after the work is performed. However,we do not warrant, nor will we be responsible for, the performance of any third party products. Yoursole and exclusive rights and remedies with respect to any third party product, including rights andremedies in the event a third party product gives rise to an infringement claim, will be against thethird party vendor and not against us. We do agree, however, to assign to you any assignablewarranties we may receive from any such party vendor. In the event you ask Arthur Andersen to re­perform any work and it is determined that we have already met our obligations under this paragraph,you agree to pay us on a time and materials basis at our standard rates for time spent on suchadditional work.

THE PRECEDING IS OUR ONLY WARRANTY CONCERNING THE SERVICES AND ANYWORK PRODUCT, AND IS MADE EXPRESSLY IN LIEU OF ALL OTHER WARRANTIESAND REPRESENTATIONS, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIEDWARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, MERCHANTABILITY OROTHERWISE.

6. To allow us to be able to manage our participation in the project most effectively, we reserve the rightto determine the personnel to perform the work although we will attempt to honor your requests forspecific individuals. For the duration of this agreement and for a period of one year after the servicesare completed, you agree not to employ or solicit the employment of any Arthur Andersen personnel

47

\15. Dlana Konge\ ickPage 7May 5, 2000

who performed services under this arrangement contract. You agree to pay us an amount equal to theannual compensation for the one-year period immediately preceding the hiring or solicitation of an~such Arthur Andersen personnel.

7. Arthur Andersen's maximum liability relating to services rendered under this letter (regardless ofform of action, w'hether in contract or tort), and for any reason, including Arthur Andersen'snegligence shall be limited to 1.5 TIMES the annual fees paid to Arthur Andersen under thisagreement \vith a maximum liability of 1.5 TIMES the value of the contract as specified in the"Estimated Project Fees and Expenses" section above. As of April 30, 2002 (one year following theend of the first contract period), the limitation of liability will be equal to the amounts paid to ArthurAndersen. In no event shall Arthur Andersen be liable for consequential, special, or incidental loss,damage or expense (including without limitation, lost profits, opportunity costs, etc.) even if it hasbeen advised of their possible existence.

8. NOT WITHSTANDING THE LIrvIITATION ON LIABILITY IN ITEM 7 (ABOVE) OF THISAGREEMENT, ARTHUR ANDERSEN SHALL INDEMNIFY AND HOLD HARMLESS THEMEMBERS OF THE PEBC, INCLUDING DALLAS COUNTY, TARRANT COUNTY, ANDTHE NORTH TEXAS TOLLWAY AUTHORITY, THEIR EMPLOYEES AND AGENTS,FROM AND AGAINST ANY CLAIl\'IS, DEMANDS, LOSS, DAMAGE OR EXPENSERELATING TO BODILY INJURY OR DEATH OF ANY PERSON OR DAMAGE TO REALAND/OR TANGIBLE PERSONAL PROPERTY INCURRED WHILE ARTHUR ANDERSENIS PERFORMING SERVICES AND TO THE EXTENT PROXIMATELY CAUSED BY THENEGLIGENT OR WILLFUL ACTS OR OMISSIONS OF ARTHUR ANDERSEN, ITSPERSONNEL OR AGENTS L'i THE PERFORlVIANCE OF THE SERVICES HEREUNDER.

9. TO THE EXTENT PERMITTED BY LAW, WITHOUT ESTABLISHING A SINKING FUND,THE MEMBERS OF THE PEBC, DALLAS COUNTY, TARRANT COUNTY, AND THENORTH TEXAS TOLLWAY AUTHORITY, SHALL INDEMNIFY AND HOLD lIARL'1LESSARTHUR ANDERSEN, ITS PARTNERS AND EMPLOYEES FROM AND AGAINST ANYLOSS, DAMAGE, EXPENSE OR LIABILITIES THAT MAY RESULT FROM ANY THIRDPARTY CLAIMS ARISING OUT OF OR RELATING TO ANDERSEN'S SERVICES ORANY USE BY DALLAS COUNTY, TARRANT COUNTY, OR THE NORTH TEXASTOLLWAY AUTHORITY OF ANY WORK PRODUCT EXCEPT TO THE EXTENT ANYSUCH CLAIM IS BASED UPON THE NEGLIGENCE OR WILLFUL MISCONDUCT OFANDERSEN.

10. TO RECEIVE THE FOREGOING INDEMNITY (ITEM 9 ABOVE), THE PARTY SEEKINGINDEMNIFICATION MUST NOTIFY THE OTHER IN WRITING OF A CLAIM OR SUITPROMPTLY AND PROVIDE REASONABLE COOPERATION (AT THE INDEMNIFYINGPARTY'S EXPENSE) AND FULL AUTHORITY TO DEFEND OR SETTLE THE CLAIMOR SUIT. NEITHER PARTY SHALL HAVE ANY OBLIGATION TO INDEMNIFY THEOTHER UNDER ANY SETTLEMENT MAKE WITHOUT ITS WRITTEN CONSENT.

11. Either party may, upon giving thirty (30) days written notice identifying specifically the basis forsuch notice, terminate this Letter for breach of a material term or condition of this Letter, provided thebreaching party shall not have cured such breach within the thirty (30) day period. In the event of

48

\15. Diana Konge\ leI-.:

Page 9\1ay 5, 2000

0:0RTH TEXAS TOLL \VA Y AUTHORITY3015 Raleigh StreetDallas. TX 75219Attn: Beth Ruffing

To CONTRACTOR: Alison W. ArcherExperienced ManagerArthur Andersen LLP901 Main Street, Suite 5600Dallas, Texas 75202(214) 741-8663

\Ve appreciate the opportunity to be of service to you and look forward to working with you.

Executed this the day of , 2000 by the member organizationsof the Public Employees Benefit Cooperative (PEBC):

DALLAS COUNTY, TEXAS ARTHUR ANDERSEN LLP

By:

NORTHTEXASTOLLWAYAUTHO~TY

By:

TARRANT COUNTY, TEXAS

By:

Certification of Funds Available for the Amount of $-------------

49~1s Diana KongevickPage 8~lay 5, 2000

such termination, you shall pay us for all services rendered and expenses incurred by us prior to thedate of termination.

12. Neither of us shall be liable for any delays or failures to perform due to causes beyond our control.

13. This arrangement contract sets forth the complete agreement bet\veen the parties and supersedes allprevious discussions and communications relating to the subject matter of this arrangement.

14. If any provision of this agreement shall be held invalid, void or unenforceable, the remainingprovisions hereof shall not be affected or impaired, and such remaining provisions shall remain in fullforce and effect.

15. This Agreement is expressly made subject to the Governmental and/or Counties Sovereign Immunity,Title 5, Texas Civil Practice and Remedies Code. This agreement and all matters pertinent theretoshall be construed and enforced in accordance with the laws of the State of Texas and venue shall lieexclusively in Dallas County, Texas for issues brought forth by Dallas County and the North TexasTollway Authority; and venue shall lie exclusively in Tarrant County, Texas for issues brought forthby Tarrant County.

Any notice, payment, statement or demand given under this agreement may be effected in writing bypersonal delivery or by certified mail, postage prepaid, return receipt requested. Mailed notice shall besent to the parties at the addresses appearing below. Either party may change its address by written noticein accordance with this paragraph. Notices delivered personally shall be deemed communicated as of fivedays after mailing.

To PEBC: Ms. Diana KongevickExecutive DirectorPEBCP.O. Box 5888616 Six Flags Drive, Suite 200Arlington, TX 76005-5888

Copies of all notices sent by Contractor shall also be sent to:

DALLAS COUNTY411 Elm StreetDallas, TX 75202Attn: County Judge Lee Jackson

TARRANT COUNTY100 E. WeatherfordFort Worth, TX 76196Attn: County Judge Tom Vandergriff

50

EXHIBIT I

Health and Welfare Ongoing Retainer Services Frequency

General Plan i\-fanagementHelp establish annual/ongoing benefit plan goals/objectives AnnuallyEstablisllnegotiate vendor performance goals AnnuallyPrepare/maintain written schedule of coverages AnnuallyProvide advice regarding pending legislation/regulation OngoingBe available to respond to ad hoc inquiries As Needed

Vendor Renewal AssistanceAssist with review and evaluation of carrier renewal proposals AnnuallyRisk analysis to determine appropriate funding mechanism(s) AnnuallyPrepare thorough renewal report, including recommendations Annually

Plan Financial ManagementDevelop annual benefits budget/pre-enrollment projection AnnuallyDevelop self-funded accrual (premium-equivalent) rates AnnuallyDevelop COBRA rates AnnuallyDevelop participant contribution structures Annually

Model effect of potential plan changes on company and participant contributions Annually

Conduct post-enrollment projection AnnuallyPrepare budget/actual reports summarizing plan financial performance Semi-annually

Participant CommunicationsReview PEBC or vendor-drafted participant communications AnnuallyProvide open enrollment support- Review written announcements of plan changes Annually

Vendor ManagementMonitor emerging claim experience Monthly

Identify trends and develop recommendations to avert risks and improve planOngoing

performanceAssist with claim/plan administration issues Ongoing

Regulatory ComplianceConduct compliance review Biennially

Review existing self-funded plan document Biennially

Review existing insured plan wrap document Biennially

Review existing Cafeteria Plan document Biennially

Review existing Summary Plan Description(s) Biennially

Conduct Section 125 plan nondiscrimination testing Annually

51

EXHIBIT II

Discrete Projects and Approach

I) Operational and Financial Evaluation of the Structure of the PEBC

\Ve can conduct an operational and financial evaluation to assess the current state of the PEBC. Theprimary goal of this project is to compare the current proportionate funding method to that of a sharedrisk pool.

Step 1: Operational Evaluation - We will meet with members of the PEBC administrative team toreview the operation and administration of the coalition and ensure we have a thorough understandingof the existing interlocal agreement.

Step 2: Gather Information - We will need information on benefit options and benefit flexibilityavailable to each coalition participant. We will also need historical plan experience, a current censuslisting current participants and demographic information in order to evaluate the financialperformance of the participants of the coalition and to perform some of the cost comparisons.

Step 3: Financial Evaluation & Benchmark Comparison - As a baseline for our work, we willcomplete an analysis of your plan utilization trends, overall costs, and distribution of costs by PEBCbusiness unit. We will also compare the business unit specific and total plan costs to regional andnational industry average cost data.

Step 4: Risk Pool vs. Cooperative - From our analysis in Step 3 we will compare the current PEBCcost allocation model to that of a shared risk pool. We will compare and contrast the financial, riskexposure, budgeting, and administrative advantages and disadvantages of each cost allocationalternative.

We will summarize our findings in a report to the PEBC and hold one meeting to review our findingswith you. Note that while we will summarize potential regulatory or legislative issues as part of ourreport, this proposal does not include drafting of new member agreement documents or assisting withthe legislative process.

2) Design Process for New Member Entrants to the PEBC

We can provide assistance to the PEBC in designing a process for allowing other organizations to jointhe PEBC in the future, including preparation of an administrative guide and an application for newmember groups, and evaluation of PEBC readiness to provide additional services in this capacity.

Step 1: New Entrant Eligibility Considerations - We feel it imperative that the PEBC establishguidelines for prospective entities that wish to join the PEBC. Adding new groups to the PEBC hassignificant cost, risk, and administrative implications. These issues become even more material undera shared risk model.

To protect the viability of the organization, the PEBC should establish requirements and reviewprospective entrants before granting entrance to new entities. We will assist you by establishingunderwriting, eligibility, cost sharing, enrollment, employer size, plan design, and fiscal requirementsfor the prospective entrant.

52

Step 2: Ne\v Entrant Enrollment - \Ve will assist the PEBC \vith developing a model to follO\v duringthe installation of a new group. The model will consist of key steps to follow during an employer'stransition into the coalition and an application for ne\v entrants.

Step 3: Readiness Assessment - New participants in the PEBC may require additional staffing for theorganization and other administrative considerations. \Ve \vill use the information gathered to createa model to determine what staffing, system, or procedural requirements the PEBC \vill need to serviceadditional members and assist \vith development of a business case for PEBC leadership.

3) Evaluation of Eligibility Process

Arthur Andersen will document the current eligibility process and analyze the process to identifypotential improvement or streamlining opportunities.

Step 1: Develop discussion guides - We will develop tools for conducting internal and externalinterviews. We anticipate meeting with the Tarrant County professionals who currently performeligibility processing as well as with representatives from your member organizations who supplyeligibility data. Externally, we will interview representatives from external vendors who receive youreligibility data to ascertain their experience in receiving the PEBC's eligibility files.

Step 2: Conduct internal interviews - We will document the operational history of your process andassess the current administrative process. Working with your personnel, we will map key process anddata flows and obtain validation of the process. We anticipate three-five (3-5) 1;2-day sessions withinternal PEBC and member organization personnel.

Step 3: Conduct external interviews - We will document and assess the current administrativeprocess from your vendors' perspectives. We will map process flows and obtain any additionaldocumentation to document the process flow. We anticipate three-five (3-5) 1;2 -day sessions \vithexternal vendors, to allow us to develop an accurate picture of your current process.

Step 4: Develop interim deliverable - We will detail our understanding of the current eligibilityprocess, including observed strengths and weaknesses with the process. We will meet with the PEBCExecutive Director to review the interim deliverable and discuss our findings.

Step 5: Develop final deliverable - Our final deliverable will discuss the current process andsummarize our findings. In addition, it will include potential options, our recommendations andsupport for any potential changes.

In our final deliverable, we will outline alternative approaches to eligibility processing, includingtelephone and Internet-based enrollment systems. We will compare these potential approaches to thecurrent system, outlining differences in process and technology that would be needed to effectchanges, as well as resulting improvements that might be expected. We will also address the costs forimplementing an alternative system.

Should the PEBC desire to further explore an alternative eligibility system, we are available to assistyou with a vendor search and selection process and/or by directly assisting with the implementationof a selected approach. Note that while we have the expertise to provide these services to the PEBC,we have not included a vendor search and selection or actual implementation of a new system in thisphase of the project, as we believe at this time it is premature to make an assumption on yourintended direction.

53

-+) Evaluation of COBRA. and Retiree Administration Process

Arthur Andersen \vill evaluate the PEBC's COBRA and Retiree administrative and reaulatorvprocesses and recommend operational improvements. 0 •

a) COBRA administrative review - Arthur Andersen will evaluate the PEBC's current processes foradministering COBRA benefits, including the data transfers \vith your current COBRA administrator.LifeRe. \Ve will perform this process review by conducting 3-4 l2-day interviev,,'s \vith key internalpersonnel and your external plan administrators. Our review will consider the timing of your currentprocess, data transfers, and perceived strengths and weaknesses \vith the process. Our deliverablewill be a report which summarizes your current process and includes recommendations for improvingor streamlining the current process.

We have not included a compliance audit (for example, a review of a statistical selection of employeefiles) in this phase of the project. However, we have the expertise available should the PEBC elect topursue this type of review. In addition, while we have not included a vendor search and selectionprocess in this project, we have experience in this area should a search be warranted.

b) Retiree administration review - In a process similar to the COBRA administrative review, ArthurAndersen will evaluate the PEBe's current processes for administering retiree benefits. We willperform this process review by conducting 5-7 Y2-day interviews with key internal personnel and yourexternal plan administrators (Medicare HMOs, etc,). Our review will consider the timing of yourcurrent process, data transfers, and perceived strengths and weaknesses with the process. Ourdeliverable will be a report which summarizes the current processes and includes recommendations.

5) Analysis of TPAlRented Network Versus Integrated Delivery System

Arthur Andersen will benchmark the performance of the current TPAlrental provider networkarrangement and project the expected performance differentials under more integrated deliveryalternatives.

The level of specificity in our analysis would be limited by the level of detail available from thecurrent administrator. If the administrator can provide us with utilization frequencies and averageprices per procedure at a CPT code level, and a similar level of detail for facility charges, prescriptiondrugs and ancillary services, we can benchmark to this detaiL If they can only provide frequenciesand prices grouped by type of service, we will aggregate our perfonnance benchmarks to match theirreporting capabilities.

Whatever the level of specificity, we will compare current perfonnance to demographically adjusted,D/FW specific benchmarks to detennine the degree of "management" inherent in the current planadministration. We will also compare the provider prices paid against market nonns. We will thendevelop the levels of perfonnance available under optimal managed care perfonnance in an integrateddelivery system.

We will develop an estimate of the utilization and claim savings that might reasonably be obtained bythe PEBC if they were to adopt a more integrated delivery system; and we will demonstrate theadditional administrative fees that might be needed to achieve this result. The deliverable will be areport summarizing current perfonnance and the net savings, if any, that might be achieved under analternative approach,

54Dl-\.LL1-\.S COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT

t\lay 7. 2000

To: [\.tembers of the Conunissioners Court

From: Mattye M, Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service

Subject: Request for Temporary Exception to Residence Policy

r;o· ".'·Y In F'4 3·e:;·U l ,:-i I \_ I I • vU

BackgroundDonald R. Holzwarth, P.E., Director of Public Works, requests a temporary exception to Section 6.04of the Dallas County Residence Policy for the position of Project Engineer. grade Hvl, for a period of one(1) year. During the one (1) year period, the selected candidate plans to move from Houston to East Texasand live with in-laws while his home is being built in Dallas County.

The Project Engineer position was posted in January of this year for a period of approximately 13 weeks.One (1) qualified application was received. The requirements for this position are a Bachelors Degree inEngineering, Architecture or in a job related field of study and three years of additional experiencerequired in Professional Engineering with building construction projects.

Impact On OperationsThe selected candidate currently resides in Houston, possesses in excess of 25 + years of directly relatedprofessional engineering experience and has verbally agreed to become a Dallas County resident withinthe (1) year time frame.

Financial ImpactThere is no additional financial impact associated with this request. Funds are budgeted for a full timeposition.

RecommendationIt is recommended by the PersonneVCivil Service Department that the Court approve a temporary exceptionto the Residence Policy for the Project Engineer for a period not to exceed one (I) year. During the one (I)year period, the employee would be required to satisfy the residence requirement. If the residence requirementhas not been satisfied by the end of the one (1) year period, the employee would be terminated from theposition of Project Engineer or the issue may be referred back to Commissioners Court.

Recommended By:

L:\LBROOKS\DAlLY\Brief.CommCourt-Exceptrespol.wp

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202

Equal Opportunity Employer(214) 653-7638

55

DALLAS COUNTYPUBLIC WORKS

MemorandumDATE:

TO:

FROM:

May 3,2000

Mattye M. Mauldin-Taylor, Ph.DDirector of Personnel/Civil Service

{JJJ4Donald R. Holzwarth, P.E., Director

SUBJECT: Request for Exception to Residency Policy

The purpose of this memorandum is to request and grant an exception to the residencypolicy as stated, Section A 6.00 of the Dallas County Administrative Policy and ProceduresManual.

Because this position is critical due to the difficulty in recruiting candidates for the ProjectEngineer position, it is the desire of Public Works to request a temporary exception to theresidence policy for this candidate . for a period of (1) one-year to allow

time to relocate and buiJi,a home within DALLAS COUNTY.

I recommend that Personnel/Civil Service take the necessary action to formally request anexception to the noted policy to offer _ the position of ProjectEngineer in the Public Works Department

DRH:md

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

-~~,.-

•::.~. -"~-r

.... / .. '-. 1""r;! .- ~\. .\r;.. _._ -.. ~ ,~

56

Dr\LLl\S COL'~T'{

PERSONNEL/CIVIL SERVICE DEPARTMENT

,.. ,--- .- I ..-.-

CO H.~ Yin F; .I 3' ~8- I I • 'oJ

rvlay 8. 2000

To

From:

Subject:

Members of Commissioners Court.. \

Mattye Mauldin -Taylor, Ph. D. . ,'." -Director of PersonneUCivil Service Department

Request for Exception to Compensation Policy

BackgroundOn May 3, 2000, the Tax Assessor-Collector submitted a request to retain a retiring full-timeemployee on a part-time basis at a salary above the minimum in-hire rate. Per Dallas CountyCompensation Policy - 5.27, all part-time temporary positions are to be compensated at the minimumof the salary range unless Commissioners Court approves a higher salary as an exception. Theincumbent's salary is currently above the minimum of the salary range. The retiring employee is theTax Office Accounting Manager who will be leaving Dallas County on May 31,2000 after 30 yearsof service. It is anticipated that a replacement will be hired by June 19, 2000. In addition to theretirement of the Accounting Manager, the Tax Office is currently completing the selection processfor a new Fund Accounting Manager with an anticipated start date of the end of May. Due to somecritical tasks which must be completed (to include the computation ofEffective Tax Rates forDallas County) and the need to provide training for two new managers, the Tax Office wouldlike to retain the current Accounting Manager on a part-time temporary basis at his currentsalary to a maximum of900 hours beginning June 5, 2000.

Financial ImpactThe additional financial impact ofthis request is $6,239, which is the difference between the minimumhourly rate and the incumbent's current hourly rate ($28.81 - $22.37 =$6.44). Funding for thisrequest would be through the "Salary Assistants Line Item " in the departmental budget.

RecommendationDue to some critical tasks requiring completion and the hiring of two new key managers in the TaxOffice, we recommend that the current Accounting Manager be compensated at his current hourly rateof $28.81 on a temporary part-time basis above the minimum in-hire rate of the position. The totalfinancial impact is $27,913 which includes benefits.

Recommended by:

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202

Equal Opportunity Employer

(214) 653-7638

TO:

57

DALLAS COUNT,Y

DAVID CHILDSTAX ASSESSOR-COLLECTOR

Dr. l\'Iattye IVlauldin-Taylor, Ph.D.Director - Personnel/Civil Service Department

FROl\'I:

SUBJECT:

DATE:

Dr. David Childs, Ph.D. 0 iv(Tax Assessor-Collector -

Exception to Parttime Salary Schedule

IVlay 3, 2000

The Tax Office Accounting tv1anager, , is retiring May 31, 2000 after 30 years ofservice to Dallas County and the Tax Office. We anticipate completing the selection process forhis replacement soon, with a projected start date for the new Accounting Manager of June 19,2000. Also, as you are aware, the Tax Office is in the process of completing the selectionprocess for the new Fund Accounting Manager position, with an anticipated start date for theselected individual prior to the end of the nlonth of May.

There are clitical issues and processes regarding both of these positions that nlust be learned bythe new individuals hired. has agreed to return to the Tax Office on a parttimebasis, as needed, to train both individuals regarding the functions of the job and also to ensurethat critical tasks regarding the computation of the Effective Tax Rates for Dallas County and theother entities we serve are properly and timely completed. It is anticipated that he will beginparttime employment on or around June 5, 2000.

is currently being paid at the rate of $28.81Ihour, which is the top of the Grade Irange. The position was recently upgraded to Grade K, but due to Dallas County policy, hissalary remained the sanle. The Tax Office would like to compensate at currenthourly rate of $28.81, to a maximum of 900 hours during the next year. The hourly rate for Step1 of the Grade K range is $22.37.

Your favorable consideration of this request is appreciated. If you need any additionalinformation, please contact me at your convenience.

cc: J. Allen Clenlson, COllrt Administrator

RECORDS BUILDING. DALLAS TeXAS 75202 PHONE (214) 653-7811

-----------------------;----

58

',8: D,-\LL\S COL'~TY.~~ PUBLIC WORKS

\Ia: 8. 2000

:VI E :VI 0 R A. N DUM RE-BRIEF

TO:

FROfv1:

SUBJECT:

Commissioners Court

Selas Camarillo. P.E .. R~/Assistant Director - Property Division

Tax Foreclosure Property styled County of Dallas, et al vs. Arthur L. Brandon. et aLCause No. 96-32601-TJ, 1509 College Street, Grand Prairie

BACKGROUND

This matter was briefed to the Commissioners Court on April 4, 2000, and is being rebriefed due tothe time lapse.

The County of Dallas acquired the subject property by Sheriffs Deed dated December 10, 1997 andrecorded in Volume 98035, Page 01526, pursuant to ajudgment, for the foreclosure of tax liens. Theprior owner's right of redemption has expired. The County of Dallas holds the property in trust for allthe taxing jurisdictions party to the judgment, e.g., County of Dallas, City of Grand Prairie and GrandPrairie ISD. The property is described as all of Lot 9, Block 152, Dalworth Park Addition, GrandPrairie. Texas. The subject property is approximately 51' x 119' and contains approximately 6.095square feet of land (no improvements).

The Pinnacle Consulting Management Group, Inc. on behalf of the Texas Department ofTransportation (TxDOT) has informed Dallas County of two right of way requirements on thisproperty for the SH-161 Project (State Highway 180 (Jefferson Street) to Hill Street). The two takingsto be acquired by TxDOT are triangular in shape and consist of a total of 1,062 square feet or 0.0244acres of land (302 and 760 square foot tracts). The Pinnacle Group has made an offer to DallasCounty to purchase the 1,062 square feet at the appraised fair market value of $6,450.00.

In exchange for appraised fair market value of the property TXDOT requires that Dallas Countyconvey the fee simple estate in the property via a General Warranty Deed, but nothing less than aSpecial Warranty Deed. Dallas County's policy is to convey all property acquired by Sheriffs Deedby a "Quitclaim Deed". However, staff is requesting an exception to the County's policy for thefollowing reasons:

1. TxDOT is the grantee. It is unlikely that TxDOT would file a claim against DallasCounty for any difficulties encountered,

2. The property being acquired is for highway purposes for SH-161 Project,3. TxDOT's offer in the amount of $6,540.00 far exceeds the amount that Dallas County

would have received for the whole property in a tax foreclosure resale to the public,4. TxDOT's purchase is subject to Safeco Land Title of Dallas issuing TxDOT clear title

on the 1,062 square feet of land and a title insurance policy in the amount of purchaseor $6,450.00,

5. TxDOT has recently surveyed the property and has provided a metes and boundsdescription and plat map of the take areas.

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

59CommISSIoners CourtMay 8. 2000Page 2

Grand Prairie [SO o\\ns the propert;. across the street from the subject property and has expressedhigh interest in purchasing the remainder of the property for the expansion of the school campus.

LEGAL I~FOR!\'fATIO~

The offer from TxDOT exceeds the market value of the property as specified in the judgment offoreclosure ($6.000.00). and the sale to TxDOT is pursuant to Section 34.05(h)( 1) of the Tax Code.el iminating the need to obtain consent from each taxing unit entitled to receive proceeds of the saleunder the judgment.

FINANCIAL IMPACT

TxDOT's offer is based on an appraisal made by Mike Marshall, IFA, a Texas State CertifiedAppraiser. The total offer of $6,450.00 represents $1,410.00 for the 1,062 square feet of property tobe purchased and $5.040.00 for damages to the remainder of the property. Mr. Marshall appraisalreflects the market value of the whole property to be $7.950.00; and the remaining property (5,033sq.ft.), immediately after TxDOT's acquisition to be $1,500.00.

The law firm of Linebarger Heard Goggan Blair Graham Pena and Sampson (LHGBGPS) hascalculated the amounts due each of the taxing units under the judgment (interest calculated throughApril 30, 2000), as follows:

SUB TOTAL

Resale Expenses: Advertising ($2,670.36/8)

Due to

County of DallasCity of Grand PrairieGrand Prairie ISD/CEDDistrict Clerk

1989-971988-971988-9796-32601-T

Amount

$ 805.431,693.883,321.55

692.00

$6,512.86

333.80

TOTAL

Less Sale to TxDOT

Balance of Judgments/Resale Expenses

$6,846.66

( 6,450.00)

$ 396.66

The total amount due under the judgment of foreclosure plus resale expenses incurred by DallasCounty in advertising the property for resale totals $6,846.66. Grand Prairie I.S.D. would beresponsible for paying the difference of $396.66, plus any interest that accumulates after April 30,2000, for the purchase of the remainder property. A payment by Grand Prairie in excess of the$396.66 would be excess proceeds and would be divided pro rata among the taxing entities.

RECOMMENDATION

The Director of Publ ic Works has reviewed the proposal from TxDOT to acquire a portion of the taxforeclosure property and recommends that the Commissioners Court: (1) grant an exception to theCounty's policy and convey to TxDOT by Special Warranty Deed, (in lieu ofa Quitclaim Deed),

60C\..'mllli SS I\..'rlcrs C \..'urt

\1av 8. :000Page 3

1.062 square feet. more or less. of the tax foreclosure property located at 1509 College Street. GrandPrairie. said propert} Illore particularly described on Exhibit "A" attached hereto, at the appraised fairmarket value of $6."+50.00, and (2) authorize the Public Works Department to negotiate \\ith the GrandPrairie [SD the disposition of the approximate 5,033 square feet remainder of the property for anamount not less than $396.66, or the balance of the judgments and resale expenses assessed against theproperty in order to obtain a release of judgment.

If the Commissioners Court is in agreement, a court order authorizing the matters above \vill be placedon the next regular agenda.

APPROVED BY:

~. ~,{yJ-Donald R. Holzwarth. P.E.Director of Public Works

f' ,

(t\..,v/J PAE:pe/SC) MyDocuments: dtaxJCo!lege 1509 ReBrf

Enclosures

Xc: John Long, District Attorney's Office, Civil SectionDavid Childs, Tax Assessor CollectorDe~1etris A. Sampson, Attorney, LHGBGPS

61DALLAS COur~ I YCOMMISSIONERS COURT ADM~N,ISTRATIO~'

Dan Savage, Assistant Administrator fqrc9_~~rations ' _:,-, I ~ I - 9 C "J

I II 4: 2.

May 9,2000

TO:

FROM:

SUBJECT:

Commissioners Court/'

,<'

Dan Savage ~.:'

Rationale for Briefing and Court Order on Same Day

The Change Order for the installation of the gasket material will take about 14 daysto complete. Quick approval of this Change Order will enable the contractor to completethe restoration work in a timely manner. The contractor has donated his services for thebase contract work.

DS/agr

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

e-mail: dsavage@dallascounty.org

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

62DALLAS vVUI~TY

COMMISSIONERS COURT ADMINISTRATIONDan Savage, Assistant Administrator for Operations

May 16, 2000

TO: Commissioners Court

FROM: Dan Savage

SUBJECT: Change Order NO.1 for Kennedy Memorial Restoration

BACKGROUND

Phoen ix I Restoration and Construction LTD is the general contractor managing therestoration of the Kennedy Memorial. The project is being managed by the Sixth FloorMuseum/Dallas County Historical Foundation.

Phoenix I has donated its services to perform the work described in the bid package. Aswork has progressed, it has become apparent that the gasket material between theconcrete panels has deteriorated and needs to be replaced. This is outside of the originalscope of work. Corgan & Associates, the architectural firm that prepared the restorationspecifications, has reviewed the situation and concurs with this assessment. Phoenix I hasbeen asked to provide a cost estimate for this additional work, and that estimate is $8,228.Phoenix I will be able to do the additional work in 14 days, well before the dedication datefor the restoration project.

IMPACT ON OPERATIONS

This work is essential to restoring the integrity of the Kennedy Memorial. The timerequired to install the gasket material will not delay completion of the project in a timelymanner.

FINANCIAL IMPACT

Dallas County set aside $35,000 for the Kennedy memorial restoration project. Becausethe initial contract cost nothing, those funds remain intact. They were appropriated in theProfessional Services line item (05590) of the FY 2000 Engineering and ProjectManagement budget.

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

e-mail: dsavage@dallascounty.org

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

63May 16 .:.~ .,- .~

Page 2

LEGAL

The change order is between Phoenix I Restoration and the Sixth Floor Museum. A copyis attached.

RECOM MEN DATIONI recommend that the funding appropriated for the Kennedy Memorial restoration projectbe used to fund Change Order NO.1 on this same project in an amount of $8,228.00.

Recommended by:~ ~. ~':-~<, F <

Dan Savage

cc: Karen Wiley, 6Th Floor Museum

J :\dan.savage.brief.change.order.no.1.kennedy.mem.5.16.00.agr

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

e-mail: dsavage@dallascounty.org

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

64

,! rv1lJsEOr~i55 AT DEALEY PLAZA

MEMORANDUM

TO:

FROM:

RE:DATE:

Dan SavageAssistant Administrator for Operations, Dallas CountyKaren WileyGeneral Manager. The Sixth Floor Museum at Dealey PlazaGasket Replacement of the Kennedy MemorialMay 8.2000

On March 7. 2000, Commissioners Court approved Court Order 2000-502 for funding in theamount of $35,000 for the restoration of the Kennedy Memorial. The bid was awarded to PhoenixI Restoration and Construction, who bid the job a $0 cost. The scope of the project included thefollowing items.

• Graffiti removal and general cleaning.• Rust treatment to exposed steel reinforcement.• Repair and patching to cracks and chips in the concrete.• Replacement and repair to medallions.• Neoprene joint rods repaired.• Refinishing granite surfaces.• Checking wiring and restore all light fixtures to working condition.• Apply protective coating to concrete.• Clean and reseal sidewalks.• Repaint exposed portions of the drains.

An unforeseen problem has arisen from the cleaning process. The gaskets that waterproof thespaces between the columns are eroding and are continually working out of the indentures, inspite of the efforts made to re-secure them. Dale Sellers of Phoenix I Restoration andConstruction, Chuck Love of Corgan Associates, and Peter Johantgen, conservator for PhilipJohnson's office unanimousty concur that the gaskets must be replaced. The cost of this processis $8,228.00. The work will take approximately fourteen days, and will be finished on or beforeJune 14, 2000. The rededication of the Kennedy Memorial is scheduled for Saturday, June 24th

at 10:00 a.m.

I am requesting the amount of $8,228.00 from the approved funds of $35,000 for the cost of thegasket replacement.

65

~air Contract

For

Gasket Replacement

At the

JFK Memorial

For

The Sixth Floor Museum

MUSEUMIlli AT DEALEY PLAZA

Phoenix I Restoration and Construction, Ltd.

66

JFK Memorial Gasket Replacement Contract

This agreement is hereby made and entered into this _ day of in the year 2000.

Behveen the Owner:

And the Contractor:

The project is:

Dallas County Historical Foundation(DBA The Sixth Floor Museum)411 Elm Street, Suite 120Dallas, TX 75202-3301

Phoenix I Restoration and Construction, Ltd.6822 Maple AvenueDallas, TX 75235

JFK Memorial Gasket ReplacementDallas, TX 75202

The said parties, for the considerations hereinafter mentioned, hereby agree to the following:

1. The Contractor agrees to provide all of the material and labor required to perform thefollowing work: installation of new neoprene rubber gaskets between all the concrete pillarsand recaulking approximately 100 linear feet of the primary seal behind the rubber gasketsas required.

2. The Project Manager hereby agrees to pay the Contractor, for the aforesaid materials andlabor, the sum of $8,228.00 in the following manner: within 15 days of satisfactory completionof the work.

3. The Contractor agrees that the above described maintenance work shall be commenced nolater than 1st day of June of the year 2000 and completed no later than the 14th day of Junethe year 2000.

4. The Contractor agrees to provide and pay for all materials, tools and equipment requiredfor the prosecution and timely completion of the work. Unless othenvise specified, allmaterials shall be new and of good quality.

5. In the prosecution of the work, the Contractor shall employ a sufficient number ofworkers skilled in their trades to suitably perform the work.

6. All changes and deviations in the work ordered by the Project Manager must be inwriting, the contract sum being increased or decreased accordingly by the Contractor. Anyclaims for increases in the cost of the work must be presented by the Contractor to theProject Manager in writing, and written approval of the Project Manager shall be obtainedby the Contractor before proceeding with the ordered change or revision.

7. The Owner, Owner's representative and public authorities shall at all times have access tothe work.

6i

8. The Contractor agrees to re-execute any ·work that is unsatisfactory to the Project:\-tanager, warrants the work performed, and agrees to remedy any defects resulting fromfaulty materials or workmanship, which shall become evident during a period of one yearafter completion of the work.

9. In the event the Contractor is delayed in the prosecution of the work by acts of God, fire,flood or any other unavoidable casualties; or by labor strikes, late delivery of materials; or byneglect of the Project l\lanager; the time for completion of the 'work shall be extended for thesame period as the delay occasioned by any of the aforementioned causes.

10. In the event the work is delayed due to neglect of the Contractor, the Contractor agreesto pay the Project Manager the sum of $250.00 per day as liquidated damages until such timeas the work is completed.

11. The Contractor agrees to maintain insurance levels per Attachment B to protect himselfagainst claims for property damage, bodily injury or death due to his performance of thisagreement.

12. Neither the Project Manager nor Contractor shall have the right to assign any rights orinterest occurring under this agreement without the written consent of the other, nor shallthe Contractor assign any sums due, or to become due, to him under the provisions of thisagreement.

13. This agreement shall be interpreted under laws of the State of Texas.

14. Attorney's fees and court costs shall be paid by the defendant in the event that judgmentmust be, and is, obtained to enforce this agreement or any breach thereof.

IN \VITNESS WHEREOF, the parties hereto set their hands and seals the day and year'written above.

Date:

~r&.~President, C.E.O. of General PartnerPhoenix I Restoration and Construction, Ltd.

t*'-:,':~'·X:~· .

D~-\LLJ:-\S COLl'iTr"BeDGET OFFICE

68'; "I .~, T-' __..... i

c-~iw·y-9· 1\.11100w I ,r' I fit I :

.iIa,v 5, ]000

1\'1 E I\tl 0 RAN DUM

TO: Commissioners Court

THROUGH: Philip B. Scheps (A3'.JBudget Officer

FROM: Greg AllbrightBudget & Policy Analyst

SlJBJECT: Fifth District Court of Appeals Contract for Legal Services

Back~round

For the past five years, the Fifth District ofTexas Court of Appeals has engaged in a contract withan individual to perfonn legal services. The services perfonned have assisted the Court of Appealsin the expeditious processing of appeals filed, and reducing the delay in the completion of theappeals process. The tenns ofthe contract remain the same per hour of $24.04 with a not-to-exceedamount of $50,000 for FY01. In April of 1999, the position was advertised in the Dallas MorningNews, State of Texas Job Bank , and the Texas Workforce Commission that provided five to tenqualified applicants. After a lengthy interview process involving all of the applicants, a panel ofAppellate Court judges selected Jennifer Williams to assist with the caseload of the court. Thejudges wish to retain her services for another year.

Operational Impact.

The services perfonned under previous contracts have assisted the Court of Appeals in theexpeditions processing ofappeals and reduced the delay in the completion of the Appeals process.Specifically, the contractor will assist the Court of Appeals in writing and researching courtopInIons.

Financial Impact

Funding for these services was anticipated in the FYOO Baseline Budget for the Appellate Court(471.4090.5590.2000), Professional Services. Because the County is only responsible for asupplement ofthe Justices' salaries and operating expenses are paid from a fee received by the state,

411 Elm Street Dallas, Texas 75202 (214)653-6237

69

Le~al Information

Section 22.2061 of the Government Code established the Appellate Judicial System to assist theCourt of Appeals in the processing of appeals filed with the Court from the County Courts at Law,Probate Courts, or the District Courts. Revenues are derived from a $5 fee assessed against eachcivil case filed in the County, Probate or District Court, except in cases involving delinquent taxesin which the County is a party to the suit. This contract has been submitted to the District Attorney'sCivil Section for review and is similar to contracts used in previous years for this position.

Recommendation

The Budget Office recommends that the Commissioners Court approve the attached personalservices contract between the Court ofAppeals, Fifth District ofTexas, and Jennifer Lewis Williamsin an amount not to exceed $50,000 for professional services.

70

PERSONAL SERVICES CONTRACT

THE STATE OF TEXAS

COUNTY OF DALLAS

THIS AGREEMENTs oetween Dallas

Texas at Dallas (Court), and

§

§

-r-exaspo. Box 702

The Court wants to enter nto a personal services contraa With Williams to perform personal services

to assist the Court of Appeals in proceSSing appeals with the Court. Funding is available :re

Appellate JudiCial System Fund Account 4090. services being contracted for are necessary to

the Court to properly process its appellate docket without unnecessary delay to the system, thelitigants, and the general public.

Williams represents she IS qualified and capable of performing the services called for in thiS agreement,and that she IS willing to perform those services, The County, the Court and Williams agree as follows:

I.

Williams, as an Independent contractor, shall assist the Court In the expeditiOUS procesSing of appeals fiied

With the Court to reduce the delay in the proceSSing of appeals through the Court by prOViding to the

Court such personal services as may be authOrized by the Chief Justice of the Court. The services mayinclude, but are not limited to:

(a) implementation of a system of diSPOSition of appeals pending in the Court WhiCh will permit tr,eCourt to properly and expeditiously dispose of Its docket; and

(b) Implementation and coordination of Internal procedures to expedite the diSPOSition of pending

appeals; and

(c) Word processing, including, but not limited to, drafting of memorandums of law and drafting of

proposed opinions and other documents necessary to Implement and expedite the processing of appeals

pending In the Court.

2.

For services rendered by Williams, the County shall pay from the Appellate JudiCial System Fund Account

4090 funds to Williams $24.04 per hour for time actually devoted to the performance of thiS agreement.

Compensation shall not include sick leave, vacation, holidays, workers compensation, or any other fringe

71

V\/Ii:ams Tore than $50,000 for the ser'\;ices rer,dered to tre "lor shad vV:'liams ::e:0 provide se,r'\;ices that would, except for these entre ner:o comoersa:or' 'n excess

3.

On or about the 5th day, and the 30th day of each calendar month dUring the term of thiS Agreement,

Williams shall submit to the Court a statement for serv'ICes rendered. Each statement be a

acceptable to the Dallas County Auditor, and shall include details of the services rendered as Derequested by the auditor for verification purposes. The statement shall, at a minimum, Include adescription of the services, the day(s) and the amount of time dUring the day(s) that Williams periorm:ed

the services, and the total amount billed for services rendered. Mer receipt of a statement. the ChiefJustice of the Court shall review the statement and approve It With any modifications deemed appropriateand thereafter forward the statement with any modifications to the County Auditor for payment. Williamsshail hOld harmless and Indemnify the County and the Court for any discrepancy between the amountsubmitted for payment and the actual payment finally approved by the Chief Justice of the Court. The

County shall pay the statement from the Appellate JudiCial System Fund Account 4090 Within twenty (20)days after receipt of the statement by the County Auditor,

4,

Prior to the execution of thiS Agreement the County has adVised and Williams clearly understands andagrees, such understanding belngof the absolute essence to thiS Agreement. that the County shall naveavailable In the Appellate JudiCial System Fund Account 4090 the total maximum sum of $50,000

speCifically allocated to fully discharge any and all liabilities the County or the Court may Incur under thisAgreement. Williams further understands and agrees, such understanding and agreement also being ofthe absolute essence to thiS Agreement. that the total maximum compensation that the County or theCourt may become liable to pay Williams from the Appellate JudiCial System Fund Account 4090 shall not

exceed the sum of $50,000.

5.Williams shall personally perform all the duties necessary to prOVide the services set forth herein and none

of the services shall be performed by any other employee, servant. agent. delegate, or subcontractor ofWilliams.

6,

This Agreement shall take effect on April 26, 2000, and unless terminated sooner In accordance With the

provisions hereof, shall terminate on April 25, 200 I.

2

i2

7

Le'-~ratcr 'vVii,arT'S srail SUOn-'dt. accordance 'Nth Section 3, he'- st2ten-'entse:VC2S .... nce r this Agreemem to the cate of tern-'Ination.

8.

Any notice required or permitted by the County or the Court to Williams under thiS Agreement n-'ay Degiven certified mail, postage prepaid, return receipt requested, addressed as follows:

Lew!s WilliamsP,O, Box 702 08Dallas, Texas 75370

Any notice required or permitted by Williams to the County or the Court under thiS Agreement shall bemailed by certified mail, postage prepaid, return receipt requested, to be delivered at the followingaddress:

Chief Just!ceFifth District Court of AppealsGeorge L, Allen Sr, Courts Building600 Commerce St, 2nd FloorDallas, Texas 75202

9,

Williams agrees to perform the services hereunder In accordance With generally accepted standards

applicable thereto and shall comply With all applicable state, federal, local laws, ordinances, rules and

regulations relating to the services performed under this Agreement Williams shall not access anyInformation which she IS not authorized to receive, and under no Circumstances shall Williams release ordivulge any confidential matenal, information, or documents received under performance of her serviceshereunder without the express written consent of the Chief Justice of the Court.

10,

Subject to the terms and conditions of thiS Agreement, all Information and matter disclosed or suppliedby the County or the Court to Williams In whatever form IS the sole and exclUSive property of the Court,The Court has the sole responsibility for securing and maintaining any copYright or other protection forsuch Information and matter, Williams shall have the right to use such Information and matter only as

speCifically prOVided herein and IS reasonably necessary to perform her obligations under thiS agreement

3

\/\,/ :,··2.~S

d· ...~

~C: ~e:e3Se, :Jrotec:, jere-:G arc_3.ry arc al: (.alrrs, derrards, cost,

i3

tc :Je'-SC;iS ,:Jr~a:rrages to :Jrooerty' that reSults ar-ses out of, or may tJe occasonec aryae :: r-orrlsson c,f VV!illa,rrs tr!e performance of, or conneclon with trls The ter-"""""'s =f :~ S

s"-'a· svrvve t:-'ie termination of expiratiOn of trls agreement.

12,

propertermlnation of this Agreement. Williams shall, at her expense, dellveno the 3. i ,....,....,a~e'-

speCified in paragraph 10 of thiS Agreement that IS in her possession or under her control.

13,

i hiS Instrument contains the entire Agreement between the parties thiat the nghts granted and trie

obligations assumed, Any oral representations or oral modifications about thiS

Agreement shall be of no force or effect, ThiS Agreement IS subject to the approval of the Chief Justice

of the Court,

14.

It is expressly understood and agreed that this Agreement will be governed and construed t::)

the laws of the State of Texas, The venue for any action or claim arising out of thiS Agreement sra :Je

Dallas County, Texas,

Executed thiS day of ' 2000.

APPROVED:

DALLAS COUNTY:

By Lee F, Jackson

County Judge

4

Cr'llef JL;stlce, COL;rt ofDlstnct at Dallas

"\I,~

I'., ' :-, I/ d

r

\/ ( I

74

Jennifer LewIs Williams

5

75

DALLAS COlTNTYOFFICE OF BL'DGET AND E'VALUATION

'. f I I

..., -,

Or, l.' ~ Y 1vrir;/ 0 P:1 1=56

Nlay 8, 2000

To:

From:

Through:

Subject:

Back2ronnd

Commissioners Court

Shannon Brown ~Sr. Budget & Policy Analyst

Philip B. Scheps~ JBudget Officer '-.:"'~

Incentive Payment Contract with the Social Security Administration

In 1997, Dallas County entered into an agreement with the Social Security Administration (SSA)for the provision of information on prisoners in County jails. SSA uses this information to identi fyindividuals in jail who are receiving benefits from SSA ("double dippers") and to terminate theirbenefits. If the information provided by the County leads to this termination, the County receivesan incentive payment for each inmate whose benefits are canceled. This initial agreement onlycovered inmates receiving Title XVI benefits (monthly payments to people 65 or older who have alow income and few assets) who were convicted ofa crime that carries an sentence ofmore than oneyear,

The federal government has recently expanded the incentive payment program by includingindividuals receiving Title II benefits (regular social security) and relaxing the confinementguidelines. In order to implement these changes, the SSA has prepared a new incentive paymentmemorandum of understanding. The purpose of this briefing is to present this MOD and make arecommendation on its approval.

Operational Impact.The Office ofBudget and Evaluation currently prepares the monthly submission to SSA from inmatedata provided by SCT. This data is re-formatted to meet SSA reporting requirements and is thensubmitted to SSA via diskette. It is estimated that this process requires approximately one to twohours of time each month.

411 Elm Street, 3rd Floor, Dallas, Texas 75202(214) 653-6389· Fax (214) 653-6517· budget@dallascounty.org

76

Penodlc;llly, the SSA requests additional mformatlOn (usually a convlctlOn date and sentence) to

\'erifyan inmate's status. These requests are faxed to and addressed by the OBE, Approximatel;.10-15 requests are received each month. each requiring five to ten minutes to research and respond,

The proposed \IOU does not change the reporting process. OB E will continue to submit themonthly data in the format required by SSA. \Vith the expansion of the program to include inn1atesreceiving regular social security benefits and shorter confinement times, OBE does expect to recei\'emore requests for additional information. However, the '/olume of these requests cannot bedetermined at this time. If the volume increases beyond current resources, OBE will present analternative plan to complete these requests.

Le2al Impact

The NI0U has been forwarded to the Civil Section of the District Attorney's Office for review. TheMOU addresses privacy concerns and the data submitted is specifically exempted from certainprovisions of the Privacy Act related to computer matching.

Financial Impact

Dallas County receives $4,500 to $5,500 per month in incentive payments from SSA, for anestimated annual total of$60,000. This annual estimate is expected to increase due to the expansionof the incentive payment program, although projection cannot be made at this time. The paymentsare higher ($400) when an individual is identified within 30 days ofconfinement. After 30 days, theincentive payment drops to $200. Payments are made monthly to the General Fund through anelectronic deposit directly to the County's financial institution.

Recommendation

The Office of Budget and Evaluation recommends approval of the memorandum of understandingwith the Social Security Administration for the provision of inmate information and incentivepayments. Dallas County will continue to provide information for payments under the existingagreement until such time as the new MOD is executed.

77

INCENTIVE PAYMENT MEMORANDUM OF UNDERSTANDING( IPMOU)

AGREEMENT BETWEENTHE SOCIAL SECURITY ADMINISTRATION

AND THE

Da l ] as COll r; to Y ITa j J

Article I, Purpose & Legal Authority

The parties in accordance with sections 1611 (e) (1) (I) and202 (x) (3) of the Social Security Act (the Act) enter into thisagreement. The agreement provides the terms and conditions underwhich the reporting entity (Reporter) will provide to the SocialSecurity Administration (SSA) information about certain confinedindividuals, on its own behalf and/or on behalf of otherfacilities/institutions for whom it will report as identified inArticle III B.1 of this agreement and under which SSA will payfacilities/institutions for information that results in thesuspension of payments to certain confined individuals (seearticle II B) receiving Supplemental Security Income (SSI)payments under title XVI of the Act, 42 U.S.C. 1381 ~~, aswell as suspension of benefits to individuals receivingRetirement Survivors and Disability (RSDI) benefits under titleII of the Act, 42. U.S.C. 402 et seq The responsibilities ofeach party to the agreement are also provided.

Title XVI of the Act sets forth the conditions under whichindividuals are eligible for SSI payments. Title II of the Actsets forth the conditions under which individuals are eligiblefor RSDI payments.

Based on sections 202 (x) (1), 202 (x) (3), and 1611 (e) (1) (A) of theAct (codified at 42 U.S.C. §§ 402 (x) (1), 402 (x) (3) and1382 (e) (1) (A) respectively), the Social Security Administrationis required to limit/deny the payment of benefits to: anyindividual for any month during which he/she is confined to ajail, prison, or other penal institution or correctional facilityunder a conviction of a criminal offense; certain individuals(see article II C) confined by court order in an institution atpublic expense in connection with certain verdicts or findingswith respect to such offenses; and to certain individuals who,immediately on completion of confinement based on a conviction ofan offense, an element of which is sexual activity, are confinedby court order in an institution at public expense based on afinding that such individual is a sexually dangerous person or asexual predator or a similar finding (title II of the Act); or toany individual for any month throughout which the individual isan inmate of a public institution (title XVI of the Act) .

Section 1611 (e) (1) (I) (i) and section 202 (x) (3) of the Act

78

2

auchorize SSA to enter into agreemencs described in choseseccions with a specified cype of interested State or localinscicucion (such as a jail, prison, or other penal inscicucionor correctional facility or other institutions in which peopleare confined by court order at public expense). These sectionsof the Act provide the general terms and conditions under which,based on this agreement, the Reporter will provide informationabout confined individuals to SSA. SSA will also use theinformation provided by Dallas COUDty cIaiJ under authority ofsections 205 (j) (1) (A), 205 (j) (5), 1631 (a) (2) (A) (iii) and1631 (a) (2) (E) of the Act which require SSA to revokecertification for payment of benefits to representative payeesunder certain circumstances and investigate and monitor theperformance of such representative payees. (See also 20 C.F.R.404.2050; 416.655). The incarceration or confinement of arepresentative payee is a circumstance that SSA will considerunder the above referenced representative payee provisions.

This agreement and any subsequent addenda supersede any similaragreement entered into previously under the above-cited statutoryprovisions by the reporter and SSA concerning disclosure ofrecords of confined individuals or inmates of publicinstitutions.

Section 552a (a) (8) (B) of title 5, U. S. C., as amended by section402(a) (2) of Public Law 106-170 exempts this agreement, andinformation exchanged under this agreement, from certainprovisions of the Privacy Act, i.e., those relating to computermatches.

Article II, Definitions

A. "Confined" refers to individuals who are confined to afacility/institution described in Article I of thisagreement under authority of law at any time during theperiod covered by this agreement.

B. "Other Confined Individuals II {Title XVI Beneficiaries) areindividuals who are confined to a jailor similar facilitythroughout any month during the period covered by thisagreement. This individual remains confined if transferredfrom one public institution to another or if temporarilyabsent from such an institution, or resides in theinstitution as of the beginning of a month and dies in theinstitution during the month.

C. "Certain Other Individuals Confined at Public Expense"{TitleII beneficiaries) are individuals confined by court orderfor more than 30 continuous days in any institution atpublic expense in connection with:

(1 )

79

A verdict or finding that the individual is notof a criminal offense by reason of insanity; or

(2) A finding that the individual is incomoetent to standtrial under an allegation of a criminal offense; or

(3) A similar verdict or finding with respect to such anoffense based on similar factors (such as a mentaldisease, a mental defect or mental incompetence) .

Such an individual is considered confined until (1) he orshe is released from the care and suoervision of suchinstitution; and (2) such institutio~ ceases to meet theindividual's basic living needs.

D. "Sexually Dangerous Individuals" are individuals, whoimmediately upon completion of their prison sentence for acriminal offense (an element of which is sexual activity),are confined for more than 30 continuous days by court orderin an institution at public expense. These individuals areconfined in an institution based on a determination orfinding that they are sexually dangerous persons, sexualpredators, or similar determinations or findings.

E. "Representative Payee" means the person, agency,organization or institution selected (by SSA) to receive andmanage benefits on behalf of an incapable (SSA) beneficiary.This includes a parent who is receiving benefits on behalfof his/her minor child.

F. "Record" means any item, collection, or grouping ofinformation about an individual that is maintained by anentity including, but not limited to, the individual'scriminal history, name, Social Security number (SSN) ,aliases, date of birth, gender, date of confinement, placeof confinement and prisoner or inmate status.

G. "Disclosure" means the release of information (data) with orwithout the consent of the individual(s) to whom theinformation pertains.

H. "Reporter Identification Code" means the four-character codeassigned by SSA to the Reporter that is party to theagreement and that will report information on its own behalfand/or on behalf of other facilities/institutions identifiedin this agreement.

I. "Facility Identification Code" means the six-character code

80

that SSA will assign co a facilicy or institution thacconfines individuals and is covered by this agreement. Thiscode must be furnished with each submission of inmate datato SSA concerning the facility/institution's confinedindividuals in order for SSA to process any incentivepayments due the facility/institution under this agreement.

J. "Throughout a month" means that a title XVI individual isconfined in an institution as of the first instant of acalendar month and stays through the last instant of themonth. Suspension applies in any month throughout which anindividual is confined as an inmate of a jail, prison, othersimilar facility or other such public institution.

Example 1: If an individual enters an institution on April30 and is released on June 3, the individual would beconfined throughout May.

Example 2: If an individual enters an institution on May 1and is released on June 30, the individual would not havebeen confined in an institution throughout either MayorJune.

Under the SSI program, an individual who is confined in apublic institution is considered as remaining confined in apublic institution if he is transferred from one suchinstitution to another or if he is temporarily absent for aperiod of not more than 14 consecutive days. Also, anindividual is considered confined in an institutionthroughout a month if he is confined in the institution asof the beginning of a month and dies in the institutionduring the month.

K. "More than 30 continuous days" means that a title IIindividual has been convicted and remains confined in aninstitution for a period of more than 30 continuous daysfollowing the conviction. Suspension applies in any month inany part of which the individual is convicted and confined.

Example 1: Individual is convicted on April 28, enters aninstitution on April 30 and is released on June 3. Theindividual would be convicted and confined for more than30 continuous days. Benefits would be suspended for allthree months, April, May, and June.

Example 2: Individual is convicted on May 1, enters aninstitution on May 1 and is released on June 30. Theindividual would be convicted and confined for more than30 continuous days in an institution. Benefits would besuspended for both months, May and June.Article III, Description of Records to be Matched

81

A. Ger:e::::-al

The Reporter will identify confir:ed individuals fo::::- SSA.

2. SSA will determine which of these confined individuals arereceiving SSI payments, RSDI payments and/or acting asrepresentative payees.

B. Source of Reporter Records

1. These records are compiled from BILL DECKER rORR):'C'TTON1.):'\>1 STFRRFT ,JAIL HFNBY WADE JUVENILE CENTER DAT;T,ASCOUNTY lIAII. CPO CBED, GEORGE ALLEN COURTS BT,DG,SIIZZANNE KEYS DETENTION YOUTH VILLAGE· BSPD FBPD (theReporter must list all of the facilities/institutionsthat are covered by this agreement for which it willreport) .

2. A reporter may opt to qualify only for the payment oftitle XVI Incentive Payments. If the Reporter choosesthat option, then the Reporter must provide the followingdata elements:

a. Social Security number (provide all numbers theindividual has been known to use)

b. Name (provide all names the individual has been knownto use) ; (Note: provide all known combinations ofSocial Security Number/Name identities) ;

c. Date of birth (known or alleged) ;

d. Confinement date, i.e., the date the inmate wasadmitted to the facility or the date custody of theindividual began;

e. Facility identification code; and

f. Other identifying information as required in theattached Enumeration Verification System (EVS) UserPackage for Correctional Institutions.

3. A Reporter may opt to qualify for the payment of bothtitle XVI incentive payments and title II incentivepayments. If the Reporter chooses that option, then, theReporter must provide the following data elements:

a. Social Security Number (provide all numbers theindividual has been known to use) ;

b. Name (provide all names the individual has been known

82

co use) (Note: provide al~ Known combinations 0:Social Security Number/Name identities) i

c. Date of Birth (known or alleged) i

d. Confinement date, i.e., the date the individual wasadmitted to the facility or the date custody of theindividual began;

e. Date of Conviction for the criminal offense;

f. Facility identification code;

g. Other identifying information as required by theattached Enumeration Verification System (EVS) UserPackage for Correctional Institutions.

4. All records will be prepared and transmitted asprescribed in Article IV with clear identification of thefacility/institution that is the source of such records.

C. SSA Systems of Records

SSA will match the data from the Reporter for the purposedescribed in the following systems of records. The data willbe matched against the:

1. Supplemental Security Income Record (SSR) SSA/OSR 09-60-0103

2. Master Representative Payee File (09-60-0222)3. Master Beneficiary Record (MBR) (09-60-0090)4. Master Files of Social security Number Holders and SSN

Applications SSA/OSR 09-60-0058 (Alphident & Numident)

Article IV, Functions to be Performed

The information on confined individuals must be providedelectronically (i.e., a computer tape, cartridge, diskette, orelectronic transmission)

A. Type of Report

The Reporter agrees that it will furnish SSA with (check oneof the reports below) :

Report (s) (electronic file or paper report, ifappropriate) containing the data elements/reportingrequirements listed in Article III.B.2.for individualswhose confinement commences on or after March 1, 1997 forSSI recipients. (Title XVI Incentive Payment Agreementonly. )

83

orReports (electronic file or oaper reoort, if aoorooriatecontaining the data elements/reporti~g require~~nt~listed in Article III.B.3.for individuals whoseconfinement and/or conviction commences on or after MarchI, 1997 for SSI recipients and the confinement andconviction for RSDI beneficiaries commences on or afterApril 1, 2000. (Title XVI and Title II Incentive PaymentAgreement.)

B. Reporting Protocol

Report data required to qualify for Title XVI and/or Title IIIncentive Payments (See Article III B.2 or 3 for data to bereported to SSA on inmates.)

1. The first submission of data, whether done electronicallyor by paper, will be a total inmate population report,commonly referred to as a census report.

2. After census file is submitted to SSA, files are to besubmitted monthly for the preceding calendar month. Themonthly report should consist of:

•

•

data for those individuals who are admitted to thefacility/institution at any time during the period fromthe first day of the reporting month to the last day ofthat month (e.g., newly admitted inmates) and/or,

data for those individuals already in the custody ofthe facility/institution who have subsequently beenconvicted since the facility/institution initially beganreporting inmate data to SSA.

C. SSA Actions on the Inmate Data Received

After validating or locating the proper Social Securitynumber, SSA will:

1. Determine if the individual is receiving SSI or RSDIbenefits.

2. Verify that the individual has received an SSI or RSDIbenefit in the month preceding the first monththroughout which such individual is an inmate;

3. Determine whether or not such individual is acting asa representative payee;

4. Investigate and determine whether revocation of

84

representative payee cercificatlo~ is appropriaceunder applicable law as cited in Article I.

5. Verify that the individual has been confi~ed

throughout a calendar month for SSI or; convicted andconfined for more than 30 continuous days for RSDI.

6. Notify the individual of the suspension action andprovide the individual with an opportunity to contestthe planned action under applicable regulations.

7. Suspend SSI and RSDI payments as required by law.

8. Pay the appropriate facility/institution as specifiedunder Article V.

9. Provide the Reporter with a notice of the amount ofthe incentive payment, the payment date and the totalnumber of suspended individuals, and a list of theindividuals suspended.

D. SSA Addresses for Submitting Data Files

The Reporter agrees to send the data to one of the followingaddresses. If the Reporter prefers to ensure timely receipt ofthe data, files may be sent using FedEx. (Note: For diskette orlarge paper reporters, the address information for FedEx filesdiffers from the regular mailing address since FedEx cannot bedelivered to a P.O. Box. See below.)

1. Send tapes or cartridges to:

SSAAttention: Outside Agency2-F-9 National Computer Center6201 Security Blvd.Baltimore, MD 21235-6201

2. Send diskettes to:

SSADivision of Employer Services, OCOMetro West BuildingP.O. Box 33004Baltimore, MD 21290-3004

FedEx address for diskettes:

SSAOCO, Division of Employer Services, ATTENTION: Prisoner300 North Greene Street, 5-E-10 North BuildingBaltimore, Maryland 21290-0300

85

Contact Name: Dorttea TowsonTelephone Number: (410) 966-9649

3. Send paper listings that contain over 1000 names to:

SSADivision of Employer Services, OCOMetro West Bldg.P.O. Box 33004Baltimore, MD 21290-3004

FedEx address for paper reports:

SSAOCO, Division of Employer Services, ATTENTION: Prisoner300 North Greene Street, 5-E-10 North BuildingBaltimore, Maryland 21290-0300Contact Name: Dorethea TowsonTelephone Number: (410) 966-9549

3. Establishing electronic transmission process:

Contact Anita Cohen on (410) 965-5340 to establishelectronic processes with SSA systems.

Article V, Incentive Payment Process

SSI (Title XVI) Incentjve payments

In accordance with section 1611(e) (1) (I) (i) (II) of the Act, SSAwill pay an incentive payment to a facility/institution coveredby this agreement for information on a confined individual whichthe Reporter furnishes to SSA within the time periods specifiedbelow, provided that the confined individual is:

• Receiving an SSI payment for the month preceding the firstmonth throughout which the confined individual is in suchfacility/institution; and

• Determined by SSA to be ineligible for a SSI payment for suchfirst month as a result of the information provided by theReporter under this agreement.

NOTE: See article III, B.2. for data elements required to qualifyfor Title XVI incentive payments as described above.

ESDI (Tjtle II) Incentjve payments

In accordance with section 202(X) (3) of the Act, SSA will pay an

86

incentive payment to a :acllity/iDS~icution covered by thisag~eement for informacion on a confined and convicced individu3lwhich ~he Reporcer furnishes to SSA w~~hin che time periodsspecltled below, provided that the confined individual is:

• Is receiving an RSDI payment for the month preceding the firs~

mQn~h in which the confined individual is in afacility/institution; and

• Determined by SSA to be ineligible for an RSDI payment for anypart of the first month as a result of the informationprovided by the Reporter under this agreement.

NOTE: See Article III, B.3 for the data elements required toqualify for Title XVI and/or Title II incentive payments asdescribed above.

payment of Tncentives

SSA will pay such facility/institution:

•

•

•

$400 if the Reporter furnishes the information on a confinedindividual described above to SSA within 30 days after thedate the individual's confinement in such facility/institutionbegins; and/or,

$200 if the Reporter furnishes such information to SSA after30 days after such date but within 90 days after such date.

The dollar amounts above will be reduced by 50 percent if theCommissioner is also required to make a payment to thereporter with respect to the same individual under anagreement entered into under section 202 (x) (3) (B); and,conversely will be reduced by 50 percent if a payment is madewith respect to the same individual under section1611 (e) (1) (I) (I) .

If SSA cannot validate the SSN of a confined individual, SSA willtake no further action.

SSA will noL pay an incentive payment for information concerninga confined individual if, prior to SSA's receipt of theinformation, SSA has already determined that the individual isineligible for SSI or RSDI payments or in cases in which SSA'sonly action is to suspend the individual from serving as arepresentative payee.

Payments made by SSA under this agreement represent incentivepayments accruing as a result of SSA's efforts in processing thedata provided under this agreement when such data results in the

suspensi~~ of SSI paymentconv~cted in~aces for RSDco co~plete che verificat

87

to co~:i~ej in~aces Qr confined a~d

payments. The time required for SSAon process, perform case develop~ent

Co dece~~~ne whether suspension of an individual's SST or RSDIpayment lS appropriate, and, complete the due processrequirements that must be accorded an individual subject to asuspension action, may vary from case to case and may representseveral r.onths.

SSA will pay incentive payments to a facility/institution on amonthly basis by electronic transfer of funds. The facility/institution will name a financial institution and provide theinformation required on an Automated C]paring House (ACH)Vpndor/M1scp]laneolls Payment RnroJJment Form (SF 3881) to receiveits incentive payments by electronic transfer of funds.

SSA will provide the Reporter with a notice of the amount of theincentive payment, the payment date, the total number ofsuspended individuals, and a list of individuals suspended.Disputes involving these incentive payments will be considered bythe Regional Prisoner Coordinator designated in Article IX. TheReporter should forward a written request describing the disputein detail to the Regional Prisoner Coordinator designated inArticle IX within 30 days of its receipt of the relevantincentive payment notice.

Article VI, Records Usage, Duplication andRedisclosure Restrictions

SSA agrees to use the information provided by the Reporter onlyto determine which of the confined/convicted individuals arereceiving payments and to suspend these payments as required bylaw and to investigate and monitor the performance ofrepresentative payees under circumstances as described in ArticleI. SSA will adhere strictly to the provisions of section1611 (e) (1) (I) and 202 (x) (3) of the Act in any usage, duplication,or redisclosure of information provided by the Reporter underthis agreement.

As required by section 1611 (e) (1) (ii) (II) and section 202 (x) (3)of the Act, SSA will redisclose the information obtained pursuantto this agreement to any Federal or Federally assisted cash,food, or medical assistance program, for eligibility purposes.

SSA will retire all identifiable records in accordance withthe Federal Records Retention Schedule (44 U.S.C. 3303a). Forrecords the Reporter wants returned, SSA will return theReporter's electronic files (magnetic computer tapes, diskettesor other electronic media) to the Reporter within 12 months.Paper reports will not be returned.

88

12

Article VII, Notice, Verification and Opportunityto Contest

SSA agrees to verify information obtained under this aareemencprior to initiating any adverse accion against an indi~idual.Pursuant to its applicable regulations, SSA will inform theindividual by written notice that it has received specifiedinformation indicating that the individual is confined under thejurisdiction of a named prison system or is an inmate of a publicinstitution beginning (month/year) and that, by law, SSI pay~ents

and/or RSDI benefits must be suspended. SSA will afford theindividual the opportunity to contest and submit informationconcerning the planned action and to appeal a determination bySSA to suspend payments in accordance with applicableregulations.

SSA is responsible for determining the most suitablerepresentative payee to receive title II and title XVI payments.For title II and title XVI actions under the representative payeeprovisions cited in Article I of this agreement, in addition tonotices provided to any affected Social Security beneficiary orSSI recipient, that the representative payee receiving notice has30 days to contest the Agency's decision to change representativepayee for the affected beneficiary or recipient based in part onthe current payee's incarceration or confinement under applicableprovisions of the Act and regulations requiring revocation ofcertification of payment to certain representative payees andmonitoring of representative payee performance by SSA.

NOTE: SSA's final decision on the representative payee issuedoes not affect the eligibility or entitlement of the individualto the continued receipt of Social Security benefits orsupplemental security income payments. In the event that thereis any adverse effect on the monthly benefits payments to thebeneficiary or recipient as a result of this match, if a decisionis made to change the representative payee, the beneficiary orrecipient will receive notice of the change as provided insections 205 (j) (2) (E) (ii) and 1631 (a) (2) (B) (xi) of the Act.

Article VIII, Term of the Agreement

This agreement supersedes any previous agreement(s) between SSAand the facility/institutions identified in this agreementeffectuating the exchange of prisoner information for the purposeof enforcing section 1611 (e) (1) (A), 205 (j) (1) (A), 205 (j) (5) ,1631 (a) (2) (A) (i i i) , 1631 (a) (2) (E), and 202 (x) (1) 0 f the Ac t .

This agreement shall be effective upon the signatures of both

89

13

parties and shall remain In effect until terminated by eltner ofthe parties. The agreement may be terminated UDon writtennotification by either party 90 days in advance~ of thetermination date.

Article IX, Persons to Contact

A. The SSA contact for questions concerning this incentivepayment agreement is the Regional Prisoner Coordinator inSSA's Dallas Regional Office at the following address:

Ed Hromatka/Larry MayoMOS, Center for DisabilityRoom 6701301 Young StreetDallas, TX 75202-5433(214) 767-4281FAX (214) 767-8267E-mail: ed.hromatka@ssa.gov/

B. The SSA contact for policy questions concerning the incentivepayment provision is:

William BrowneOffice of Program Benefits3-A-26 Operations Building6401 Security BoulevardBaltimore, MD 21235-6401(410) 965-7685FAX (410) 597-0146E-mail: bill.browne@ssa.gov

C. For technical questions concerning the computer operationitself, contact:

Anita CohenTeam Leader, Client Identification Branch3-L-16 Operations Building6401 Security BoulevardBaltimore, MD 21235-6401(410) 965-5340FAX (410) 966-4159E-mail: anita.m.cohen@ssa.gov

D. The Reporter contact for the incentive payment provision is:

Phil Scheps411 Elm Street3 rd FloorDallas,Tx 75202(214) 653-6237 Fax (214) 653-6517

90

E. The Reporter contact concerning technical questions regardingthe electronic file process is:

VERTEX11498 Luna RdDallas, Texas 75234(972) 432-0045FAX (972) 432-0694

F. The Reporter contact for questions concerning the incentivepayment accounting information is:

Phil SchepsBudget OfficerDallas County411 Elm StreetDallas, Texas 75202(214) 653-6237FAX (214) 653-6517

Article X, Signature

In witness whereof, the parties execute this agreement,

FOR THE SOCIAL SECURITY ADMINISTRATION

BY

Public Affairs Specialist

FOR THE REPORTER

BY

Dallas County Judge

DATE

DATE

.*~-,

DATE:

TO:

91\. - '.".'

- 'j f

. ~ ,_. r!

DALLAS COUNTY Qt) ~~y 10 P;f 3: 51OFFICE OF BUDGET AND EVALUATION

May 10,2000

Commissioners Court

THROUGH:

FROl\I:

SUBJECT:

Back~round

Philip B. SchepsBudget Officer

Rick VoorhiesGrants Planner

County Clerk Collections: Financial Management Counseling Grant

Late in 1999, Mr. Jim Lehman of the Texas Office of Court Administration (OCA) contacted Mr.Earl Bullock concerning a pilot project OCA wished to pursue with Dallas County's assistance.Funds were requested from the State Justice Institute (SJI) for a project entitled "Improve QualityService for Court Users: Dallas County Financial Management Counseling Pilot Project." Thisproject has been approved for funding by SJT.

The problem to be addressed by the pilot project is the lack ofa compliance option for offenders thatmight be considered the working poor. These offenders earn barely enough income to qualify fora payment plan, putting at high risk for default. Default and subsequent incarceration usuallyjeopardizes their income and results not only in the loss ofthe original assessment but also in arrestand jail expenses for the county.

The basic idea of the program is to improve the collection rate at the County Clerk's Collectionoffice, through a series ofcounseling techniques not currently utilized by county staff. This programhas not been undertaken earlier by the collections department because it was always thought of inthe context of a commercial counseling and collections program.

In a commercial counseling service, the debtor pays a certain amount to the counseling service andthe counseling service disburses the funds to all of the debtor's creditors under a pre-arrangedpayment agreement. Furthermore, if a payment is not made and the house or vehicle of the debtoris repossessed, the counseling service can be sued by the debtor. The County's collectionsdepartment did not want to become a bill payment pass-through unit nor subject the county to thepotential liability. Under the concepts espoused by this pilot program, neither the activity ofcollection and pass-through of funds, nor the potential for litigation will be involved.

411 Elm Street, 3N Floor, Dallas, Texas 75202(214) 653-6237. Fax (214) 653-6517. e-mail: budget@dallascounty.org

92

One of the reasons Dallas County was selected as the site for the pilot project was because thecollection department is well-established and successful. The pilot program includes performancemeasures to determine whether or not these techniques are valuable.

The grant is for a 14 month period and anticipates the hiring and screening of the candidates takingup the first two (2) months and the remaining twelve (12) months to be the actual project activityperiod. The original beginning date was set as May 1, 2000, but because of subsequent changes tothe program, SJI has reset the program beginning date to the date of the final award letter which isexpected in late May.

The purpose of this briefing is to discuss this grant and to make a recommendation regarding itsacceptance.

Operational Impact

The SJI grant provides funding to establish a customer credit/financial management counselingprogram. The program includes the hiring ofa consumer counseling specialist, providing that personwith a desk, computer, telephone, mailing account and supplies.

It is proposed that the Financial Management Counselor (FMC) will work on a daily basis with the12 courts currently served by the collection department in an effort to improve the quality ofserviceto the court user who is having difficulties meeting their financial obligation to the court. The FMCwill work under the direct supervision of Don Roberts, the Collections Manager of the Clerk'sOffice.

Under the supervision of the collections manager, the FMC will be primarily responsible forreviewing requests from court users seeking assistance with personal debt management for thepurpose of paying court-imposed fines and court costs. The primary duties of the FMC will be asfollows:• analyze and evaluate court users' financial status from information provided during the

collection process to verify eligibility for the financial management counseling program anddetermine the probability of the court user successfully completing the program;conduct budget analyses and develop viable financial plans for court users;contact court users creditors and solicit cooperation in implementing financial plans, whichmay include temporarily suspending or reducing paYments so the court user can pay theircourt fees and fines and avoid jail time. The FMC will not pool the court users' debt orreceive payments from the court user to be forwarded to other creditors;

• monitor court users for compliance with their financial plans; and,• prepare and maintain related required reports, files, and records for use within the collections

department and for OCA's program evaluation purposes.

411 Elm Street, 3" Floor, Dallas, Texas 75202(214) 653-6237. Fax (214) 653-6517. e-mail: budget@dallascounty.org

93

The functions ofthe FMC will serve to accomplish the following primary objectives: 1) improve thecourt users' level of satisfaction with court services, by providing valuable financial managementcounseling and assistance, and, when necessary, temporarily suspending or reducing payments; and2) mcrease county and state revenues by improving the collection rate for court users previouslyunable to pay their fees and fines due to problems with their personal finances.

Although the FNIC will be a sworn deputy county clerk, policy, authority, and procedure \villemanate from the three entities working in cooperation on the project. Those entities are the CountyClerk's Office, the Board of Judges, and the Collections Department.

This is a new concept and the minimum eligibility standards for placement with the FNIC arecurrently being established. Through discussions with Don Roberts and Jim Lehman, aBE hasdetermined an initial understanding on eligibility standards and procedures. For a Court user to beeligible for the program, they must: 1) have been originally placed in a payment plan by thecollections department; 2) failed to make a payment and subsequently, after several contacts failedto make a payment; 3) returned to court and not declared indigent or placed in community service;and, 4) volunteered for the program. The Court user will be placed for counseling with the FMC andthe normal county collection procedures will be stopped until the Court user fails to respond to theprogram. If there has been no progress with the Court user after one year, a warrant will be issuedand collection will be turned over to the county's collection agency, MSB.

Because this is a new concept, there is no prior data nor has there been an effort to formulate anumber ofpotential users of the service, but the County Clerk Collection Department estimates thatof those sent by the courts to the collection department that establish a payment plan, 150/0 nevermake a payment once set up with a plan. This represents approximately $1,500,000 per year thatis not collected from Court users.

This project seeks to reduce the number ofnon-payers by approximately 20%. This would providethe County with an estimated $300,000 in presently unrealized revenue. Another potentialexpenditure alleviating by-product ofthe project would be the reduction ofexpenses to process andserve warrants and incarcerate the Court user that fails in the payment program.

The program could be applied to individuals who appear to have potential problems in paying debtbut who have not been subject to the existing payment program. aBE suggested that initially thisgroup not be referred to the program to insure that the success of the program can be "cleanly"measured.

Proeram Evaluation

Measures that been proposed to be used to evaluate the program are as follows: 1) net collections

411 Elm Street, 3" Floor, Dallas, Texas 75202(214) 653-6237. Fax (214) 653-6517. e-mail: budget@dallascounty.org

94

rate for the department (excludes poverty and other cases where the defendant is unable to pay andis ordered back to court to participate in a community service work plan)~ 2) total dollars collectedby the department which are directly attributable to the work of the FMC~ 3) the average amount oftime it takes for court users participating in the financial management counseling program to payoff their fines and court costs compared to a similar group of court users who did not participate inthe program in previous years; and, 4) the percentage of persons referred to the FMC that agree toparticipate in the program.

Measure number 2, "total dollars collected by the department which are directly attributable to thework of the FMC ", appears to be the only measurement whereby the work of the FMC canaccurately and directly be measured. The other three would provide data points but could not easilyor directly be attributable to the FMC and that is who is being measured for this project.

In addition, several quantitatively measurable variables related to the quality of the financialmanagement counseling program, the court users' perceptions of the Dallas County courts and theCollections Department, and the perceptions of court personnel and judges regarding the financialmanagement counseling program and its impact on collections and on the courts will be collectedthrough surveys and interviews with court users, judges, and court personnel (e.g., deputy clerks,court coordinators).

Furthermore, Jim Lehman, OCA Collections Specialist, will be responsible for conductinginterviews with the judges and court staffof the 16 courts served by the Dallas County CollectionsDepartment. This data will be used, in conjunction with the court user survey data, to evaluate thesuccess of the program.

OCA will forward copies of the Final Evaluation Report directly to Commissioners Court, each ofthe 50 state court administrators, SJI-designated libraries nationwide, the Institute for CourtManagement, and the Justice Management Institute. Copies will also be distributed to variouscounty collections programs in Texas and other states. In addition, approximately 100 copies willbe mailed to the National Association for Court Management for redistribution to selected members,and data from the final report will appear in an article in OCA's newsletter to the Texas judiciary,Benchmarks.

Financial Impact

The grant provides funding of $40,000 and designates additional funding of $3,880 from OCA,$5,428 from Dallas County, and in-kind funding from OCA and Dallas County of $33,464 for aproject total of $82,772.

SJI funds will cover the salary and fringe benefits of the financial management counselor, allnecessary printing and photocopying, and a portion of the required postage.

411 Elm Street, 3"' Floor, Dallas, Texas 75202(214) 653-6237. Fax (214) 653-6517. e-mail: budget@dallascounty.org

95

OCA funds will cover the travel for OCA staff to do the evaluations of the program, suppliesnecessary to do the surveys for the evaluations, and the postage for the surveys and evaluationresponse cards.

Dallas County funds will be used to provide equipment including a computer, computer softv,:are,and office furniture for the FMC, office supplies, advertising for the position, and cover thetelephone expenses of the FMC. Of the $5,428 in funding to be provided by Dallas County, $3,028for a computer is from the County Clerk's Records Management Preservation Account, $400 forsupplies will be absorbed by the department budget. This leaves $2,000 in new funding fortelephones and job advertisement to be provided by Dallas County from unallocated reserves duringFY2000 and FY2001.

OCA - DC in-kind contributions are for the salary and benefits of the OCA evaluation staff($28,934) and for Collections Manager Don Roberts' salary and benefits for managing theFMC ($4,530).

Legal Impact

Indirect cost recovery is not allowed.

There is no requirement that the County continue the program upon the end ofSJI or OCA funding,although it is anticipated that if the program can be unambiguously shown to return more moneythan it costs and appears to benefit the citizens of the county, the Commissioners Court may desireto continue the program.

The program may be canceled by the Commissioners Court at any time.

Recommendation

The Office of Budget and Evaluation recommends that the Court accept the grant award from SJIfor the financial management counseling program, pending arrival ofthe award letter, and authorizethe County Judge to sign all related documents. OBE also recommends that only failure to makepayments after being placed in the payment program be used as the primary criteria to determineeligibility for placement with the FMC, and that further performance measurements directly relatedto the performance of the FMC be developed.

ATTACHMENTSSJI Award Notification letter (2 pages)SJI Certification of State ApprovalSJI 14 month project budget

411 Elm Street, 3'" Floor, Dallas, Texas 75202(214) 653-6237. Fax (214) 653-6517. e-mail: budget@dallascounty.org

96

State Justice Institute-------- ---- ----

\. '_! ..; - !" ~... \1 1'- (_ r p

,-"',': Ji."'''llC

) :,,;rr>:('T'\(~ C)1. r: o..Jt ;, .• In t."<.T"·~-, .)u,.j,)\ n.lt ..·:C'

',1 'L I.;\'

''''''w \1.:'(1(" ..... )\J).lfI,;'f'T'~ ('ll.rt

": 4H..l t-c ~-':''''' \~\'I,Il.U

:;;,',:-;J!R,\ ,:. o <':OS'';( i<~ I J~~_'S ,~:tv:"1;1,.

..,I ~,;:;;n~\~r~ Cl,. iJ ,',h

r,.",,(,\ ,'l.,)I.rt.!

r..; ..(tJiJ',~ C'JI,lItll,rtl' ,\:I·JlI!,,"·.~

J ;;RR::t-:("~ t\.,~l),~\,)()(',

<;.;r,j (i( \. II..... - P"c,idl.,'gl

TI,: N.""eal «v.~;fhi<: ,l),."d)

.... C'~ln~( ..n, ClC

R(",RE:<r" a,',t.r.w!"&;.U~ Cnnr' "~iItu::i,"'lr:H('\.f

~',~~,~:~t'~~~;;:~::~'~.'":.(.AJ<;.m R (M~l'\

AJtt)I.' :-.1r"...~j'/~ J\:(f~: ~ :H..:I.)VII•.,!!!.,;, Vjrr;i:~a

S0I'IH,\ ~ ~IAU

"r':"rllll~JJ..t~. Ju~,;!\ik ~Ol~~

(',r,I." C'~un vf em'" C~~t::y

r\,c~').ll.i~o"

TO!·l"'(!' nWELL.i'l'I:,,;~irl! (l1,I<;r\,Pl '. I~UI', hd...-.:,\;r,·'";u.-r!4I.I:.N",,, I\o(u:":u

,\l'l-riCk ..... ~:mV~llJ'i('11:',1 1",~IIe-:

~,,::,r"T'" <.:,... ., <:>( Iv...0.. , l\;1n Pl,',) , IV"'i

K~J fl' V.,·:-J,H'!/\R \~.~:.'l~t."a...-~ ~ ~\S"\:il;..r-.

;'\1 ..,,,,,.1'- (lh",

I'i..OR':,\C!: K. ~{;PM')ll':t\,'\:

~.~r~",( ("",I "rR!'lc-(,1: :.~Ltr.r.

I:r,,, ·J':,I:C. P.1WI.: ,,:~nd

':',\\'!TJ l. I':'/EU:-.ie,~~~ .. ~ vo n r,,·(v'

K..I"~tl'( ,~C'H"\'ARr7.

L,)"I',:lY rl,,,,.cIllr

(Jerry I3<.:;nec:ictAdrni:1islrativc DirectorTexas Ottic..: of Court Adu1iEistrat:onTurn C. Chuk State COl~rts Building20;) \Vest 14t~ Street, Sur te 600Aus~;n, TX 78701

Dear ,Jerry:

The Institute's Board of Dirc<:tors has re"ievv'ed your conceptpapers, Because the a nl.ount of funds rcq uestcd by applican ts greatlyexceeded the amOL:nt of funds <:lvailaLle) t;w Board was con1pelled to bevery selective in Glc;,ki:1g grant awc:rds. The Board sought to supportonly those projects thi.lt werf: cieelned to be 1110St <.:onsist~ntwith theIr:.stitutc'$ rrjssion of supporting high quaLty, ir.novativc projects.

I an), pleased to in:orm you that your cO:1cept paper entitled"Im.prove Quality Service for Court Users: Dallas County Financial)'lanagement Counseling Pilot Proj~ct "(C-OO-134) has been approvedfor av;ard subject to :'esolution of the issues set forth in Attachment 1.

I regret to inform you that yvur concep: paper entitled "Survey ofTexas Jlldgcs Regarding t:'e Implications of Increasing Conlmerce Viath~ Internet for State Courts" (C-OO-154) Vias not. selected for furtherconsideration at th~s br:1e. See Attachment 2 ft:garding the is:>ues andconcerns that -,sere raised during the rcvi~vl process.

Your response to the conln:cnts regarding the approved ~onccpt

paper should be submi~tedwithin 30 days. If )'OU arC? unable tocomplete the changes within this ti:ne or hClV~ oth~r questions, pieasecontact lVIitch Michkowski, As I am certain you understand, thisinvitation and the attached conunents and sugg~stionsdo netconsti:ute a grant award. No funds wlll be obligated until theinfornlation requested has been recelved and an award docunlentof1i.ciallyexecuted.

,,-_._,,---m--,.-165.) King Slrcl.:f, :)..:;te tiC,(l. Alt:tOlt'ldrl:" Viri:iniiA 2:;314

rho"c; 00:;) 68..·6100 Fax: (103) 6~·1·;6lg

\Vcb si:c:: http://www.s::,teju:,tiCC,C1rc.

97

.j (; ;-1'j De necile l

Pa·re T ...·().::>

If YUle have any (~ue~tions con.ccrnlng the application r..:rocc:£~, plea:::e feel freetv C,;(11! me. \VH ap precia te your it: terest ill the Insti tutc '8 progran'l and look fOfV;o:dto n~Cf:i'Y'lng your 8.pplication,

Best reg'ards,,(/---~~-

Dav:d 1. TevelinExecutive Dircdor

Enclo;jUr0S

cc: ,Joseph C. Shields

98(I n5 t rue t i 'J n'i nn Re \ er se SId e)Revised 10 93

STATE JUSTICE INSTITUTE

Certificate of State Appro\'al

The Supreme Court of Texe~

Name of State Supreme COllrt or Designated Agency or Council

has reviewed the application entitled Imp r 0 v e Qua 1 i t Y 0 f Se r vic e for CQ U r t

Users: DallRs County Financial Management Couoselino Pilot Project

prepared by 0 f f ice 0 f Co u r tAd r:1 i n i s t rat ion

Name of Applicant

approves its submission to the State Justice Institute, and

o agrees to receive and administer and be accountable for all funds awarded by theInstitute pursuant to the application.

designates 0 f f ice 0 f C0 u r tAd min i s t rat ion

Name of Designated Trial or Appellate Court or Agency

L¥,[1ULSignature V-

Thomas R. Phillips

Name

Chief Justice, Supreme Court of Texas

Title

STATE JUSTICE INSTITUTEPROJECTBUDGI«~"r - Full 14-:'}onth Cr,'lrl( Totill~

CIABULAR FOR~1AT)

Applicant: Office of Court Administration _•. ." Datla::> County flnanCl.1' Nanar,~ment

ProJectTJUe ITlprove QualIty of SerVlce fOI- Court Users: Counselillf, pilot P_roJt>rt

For Project Activity trom 5/1/00 to 6_1_30_/_0__o _

Total Amount Requested for Project from SJI $ it 0 I 000 C~ u r l -MOT! t h P P- r 1 ()d )

------ -------_.__._---

--_...•_---------------- -_.,.----------

fEDERAL APPLICANT OTHER' t~'N.KINO" TOTALFUNDS FUNDS FUNDS SUPPORT

26,350 ')n,l';O-_..• - _.- _._- -- - -_ .• --,~--

7 I I I 4 I ') , ? I L,

---~- --_.- -'._' .--,,-- \0()\C---r- -

1 ,240 1 , :; !I ()-1-_-- ___________

~

3,02B 3. fUll-------1.. __._--- ----- ---

HI7 400 1 , 7 I.------_._- --

I I ~ 00 l,)(J()---- -- ---

1 ) B23 '} ! 'J .,..... J .4 .. )

--- - --~

J , j(){J----_ .•_--

()

------S()O 'i () I J

0 ],8HO 5 ,428 J J , I, () 4 tl'l , 7 7 ?_.~-- ---'---(l 0 (I 0 0

0 3,880 'j , I; 2 <l 31,1.64 I Po 7. • I Jo

oo

STATEFUNDS

-- --.--t--.---

600

1 ,300

8 J 100

SJIFUNDS

30,000

40,000

40,000

o

----- ---t------··--

ITEM

Personnel

Fringe Benefits--._-----Consultant I Contractual

Total

Supplies

Telephone_..~----_.,

Postage

Printing I Photocopying---

Audit--rJ~---- .---

Other (specify) A<I v (> r t i ~ e me n t

Travel

Equipment

Direct Costs

Indirect Costs

Aetllarks: '* 0 the r fun d::l i rt c lu dC's c a ~ 11 coo t r 1. hut 1. 0 n s to hem II d {' by n d lId ~.' Co un ( y .

.... *" I n - K. i n d .s tI p po r l t i 8 u res rep r e.3 en t c () n t rib uti un s to h f' m<l d (' by {} I f 1. (' I' (J { COli r t :\ "'II 1 II 1.:..1 rId I • I (

~ tat fan d the D3 1 1 C1:> Co u at y C () 1 1 (~ C f i 101I.s IJ (' r.1 r t m~ n t ~2 a n <ll~ cr.

Form C ~ ,lth (/nsll<1ctions un re-..erz,<J [,.ue,

100

DALLAS COUNTYCOMMISSIONERS COURT ADMINISTRATION

Date:

To:

From:

Subject:

\fay 16. 2000

Commissioners Court

Allen Clemson

One Time Payroll Transitional Advance

BACKGROUND OF ISSUE

On February 1, 2000, Commissioners Court was briefed regarding issues surrounding theimplementation of the new payroll system. On March 21, 2000, a Court Order was signed whichestablishes a biweekly "pay after the fact" payroll with a five day standard lag. The implementationof this new system in October will create a five day pay period for the October 13 paycheck. Tooffset the impact of this short pay period, the Court instructed the implementation team to create anoptional transition advance which would provide the equivalent of 5 days pay to each employee whoselects this option. The purpose of this briefing is to present the Request for a One Time PayrollTransitional Advance form (see attachment A) for approval by the Court and to outline thecommunication plan by which employees will be educated about this option.

COMMUNICATION PLAN

The Communication Plan attempts to educate employees by four main sources:• Written information delivered to employees by attachment to paychecks or direct deposit

stubs• Contact persons in each department who attend regular meetings and carry information

back to departments• Question and Answer sessions held countywide to provide employees with a chance to

voice their questions and concerns to Staff and/or Consultants

• Voice Mail line to leave messages

Paycheck Attachments

Staff envisions four communications reaching employees via the paycheck or direct deposit stubattachment. The frrst is a letter which will be delivered with the May 15, 2000 paycheck which wassigned by Commissioners Court on May 2,2000. This letter mentions the shift to biweekly payroll,pay-after-the fact with a 5 day lag and the transition advance.

The second communication will be attached to the May 31, 2000 paycheck. One side of the page willbe an invitation to attend Question and Answer sessions held countywide throughout the month of

101June. :\ppro\.lmately 25 meetinQs will be scheduled at a varIety of Count\, locations me ludmQ the

~ '..-George ..\llen Court Building Central Jury Room, the Crowley Court Central Jury Room. meetingsin each Justice of the Peace Courtroom. North Dallas Government Center, South Dallas GovernmentCenter. each Road and Bridge District Office, the Institute of Forensic Sciences, the JuvenileDepartment. the Health and Human Services Building and each of the jails.

It is the intention of Staff to host a sufficient number of meetings so that every employee who wishesto attend one of these meetings have the opportunity to do so. The success of this approach willdepend on Department Heads allowing employees time away from their post to attend a meeting.Staff intends to provide a sufficient number of meetings that no department will experience aninordinate hardship in allowing a few employees at a time to leave to attend a question and answerseSSiOn.

The second side of this communication will be a copy of the Request for One Time PayrollTransitional Advance. At the bottom of the form is a the following statement: If, for any reason,this form is not returned to Dallas County Auditor's office located in the Records Building,500 Main Street, Suite 407, by July 31, 2000 at 4 p.m., you will NOT receive the transitionaladvance. Staff intends to make every effort to obtain a signed copy of this form from everyemployee. However, should employees not return a form, their October 13th paycheck will only befor 5 days.

The third communication will be similar to second, but delivered with the June 15, 2000 paycheck.A revised schedule of Question and Answer sessions will be determined in response to attendanceat the early June meetings. If necessary, meetings will be held in July as well. The Request form sentwith this paycheck will contain a reminder message about the importance of returning the form tothe Auditor's office in order to receive a transition advance.

The fourth communication will be delivered with the July 15th paycheck. It will contain the requestform and a large reminder block indicating the need to return the form to the Auditor if the employeehas not already done so. If there are meetings schedule for the second half of July, that will appearon this communication.

Contact Persons

Departments have been contacted and asked to fill out and return a communication/departmentassessment form. This fonn asks that a contact person be identified for each department. The contactperson will be the main point of contact for taking and disseminating the information to theiremployees in the manner customary to the department. Training contact meetings are currently beingscheduled for the last two weeks in May to allow these persons to field as many questions fromemployees as possible.

Voice Mail

A telephone line has been devoted to questions about the payroll changes. The recorded message willprovide a means for employees to submit questions. If the volume of calls remains small, thesequestions will be responded to individually. If the volume becomes unmanageable, the recordedmessage will indicate that individual calls will not be answered, but contact persons in thedepartments will be enlisted to provide explanations where needed.

102RECO'I'IE:\DATIO:\

Staff recommends that the attached Request for a One Time Pa)Toll Transitional Advance form beapproved for distribution to employees with the May 31. 2000 paycheck.

Approved by:

Allen Clemson, Administrator

103

REQLEST FOR A ONE TI~1E PA YROLL TR-\NSITIONAL ADVANCE(FOR FLLLTIME EMPLOYEES ONLY)

Beginning, October 1,2000, Dallas County's payroll schedule will change. Under the new schedule you will be paid ever:other Friday. instead of being paid twice a month. This will result in each employee receiving a total of 26 pavchecksduring the year, instead of the current 24. While your annual salary will not change. you will notice that the amount' of yourregular paycheck will decrease slightly. This decrease in your paycheck will be made up because you will recei~e 2additional paychecks during the year.

On Friday, September 29,2000 you will receive your final paycheck under the old payroll schedule. This paycheck will include thehours worked bet\veen September 16 - September 30. Beginning October 1,2000, the new payroll schedule will take effect. \Vhenthis happens, payroll begins paying employees with a five-day lag from the week ending on the Friday before payday.

The first paycheck you receive after we transition to the new schedule will be distributed on October 13 and you willreceive pay for the hours you work from October 1 through October 6, Because this first paycheck on October 13 willinclude only one week's pay, we are offering you the option of receiving a onetime payroll transition advance. The secondpaycheck on October 27 will be for the hours you work during the week ofOctober 7-13, as well as during the week of October 14­20.

If you choose to receive the onetime payroll transition advance, it will be equal to one week of regular pay, and whencombined with your time worked from October I through October 6, your October 13 paycheck will be equal to a regular 2week paycheck. Employees who accept this advance will have this optional payroll transition advance automaticallydeducted from their final paycheck when they leave fulltime County employment. If, for any reason, it is not possible forthe County to deduct this advance from your final paycheck, you will still be required to repay the advance.

If you choose not to receive the onetime payroll transition advance, you will receive only one week's pay on October 13,but you will have no advance to be deducted from your last County paycheck. If you choose not to receive the transitionaladjustment, one week's pay may not be sufficient to cover all of the deductions you have elected such as credit union,deferred comp and health insurance which would cause you to receive a $0.00 check. In these cases the remainingbalance of your deductions will be subtracted from your next check.

Please mark one of the options below to signify your choice for receiving or not receiving the transitional adjustment:

Yes, I would like to receive the one-time transitional advance.(l understand that this advance will be deducted from my final paycheck when I leave fulltime employment withDallas County. If, for any reason, the County does not deduct the advance from my final paycheck, I agree torepay the advance to the County within 10 days of leaving County employment.)

No, I would not like to receive the transitional advance, I understand my paycheck on October 13 will be forone week's pay. And I further understand that full deductions will be taken out of the one-week's pay, whichmay result in a zero check and any remaining balance for my deductions will be taken out of my next check.

Name Signature _

(Please print)

Social Security Number Department _

Date, _

If, for any reason, this form is not returned to Dallas County Auditor's office located in theRecords Building, 500 Main Street, Suite 407, by July 31, 2000 at 4:00 p.m., you will NOTreceive the transitional advance.

104D.-\L:-.-\S COC~TI'

COMMISSIONERS COURT

iVlay 16.2000

To:

From:

Subject:

Commissioners Court

J. Allen Clemson, Administrator

Dallas County Property Tax Collection Process Improvements andConsolidated Tax Collection

BACKGROUND OF ISSUE

Dallas County has been simultaneously addressing process improvements to the County'sProperty Tax Collection operations while planning for consolidation of the collection of theCity of Dallas' and the Dallas Public Schools' property taxes. The tax collection processimprovements were identified in an October 20, 1999 report prepared by Arthur Andersenthat outlined 38 recommendations in areas of Business Process Improvements, Applicationof Technology, Organization and Structure & Management, Staffing & Human Resourcesand a general category ofOther Recommendations.

The merits of consolidated property tax collections have been discussed with the City ofDallas and the Dallas Public Schools over the last several years. This year the leadership ofthe City and School fonnally endorsed the concept and directed their staffs to work with theCounty to consolidate tax collections. The Commissioners Court, in response to the City'sand Schools' endorsement, assigned Judge Jackson and Commissioner Jackson to work withDallas County Tax Assessor/Collector David Childs on the implementation of therecommended process improvements and consolidation of tax collections.

The purpose of this briefmg is for the Tax Collection Committee to update theCommissioners Court on the status of the process improvements recommended by ArthurAndersen for the County's property tax collection operations and the progress that has beenmade towards consolidated property tax collections.

411 Elm Street Dallas, Texas 75202 Phone 653-7327, Fax 653-7057

105

PROJECT STATlfS

The County Tax Collection Conm1ittee has targeted t\vo objectives: 1) in1prove theefficiency of the County Property Tax Collection operation, and 2) provide the citizens ofDallas County a consolidated Property Tax Collection system. To achieve these goals theCommittee has pursued the implementation of the process improvements reconunended byf\rthur Andersen, contracted with AuditForce to simplify and improve the County's propertytax collection operations. Regular meetings are held by the County's Tax CollectionCommittee as \vell as meetings with the City of Dallas and Dallas Public Schools onimplementing a consolidated tax collection system by October of 200 1.

PROPERTY TAX COLLECTION PROCESS IMPROVElVIENTS

Arthur Andersen Status Report and Recommendations

Arthur Andersen was retained to perfonn an operations and staffmg revie\v ofthe County taxcollection process. In their fmal report they made 38 recommendations of \vhich 13 arecompleted, one is on hold until after consolidation is completed and three are scheduled forconsideration in FY 2002. Ofthe remaining 21 recommendations three have been completedbut implementation is on hold pending fmal review by a new Consolidated Property TaxManager and 9 recommendations are underway with acceptable progress being made. Acomplete summary of all 38 recommendations is provided as Attachment 1 (pages 9-11).

Recommendations 33, 34 and 35 of Arthur Andersen's report address improving the taxoffice work areas, provide cubicles for selected employees to reduce distractions, rearrangethe layout and design of the Telephone Answering Unit and improve the appearance of thecustomer service area. Facilities Management has developed a plan that responds to all ofthese items except the reconfiguration of the Telephone Unit. Their plan is attached asAttachment 2 (pages 12-16) and has a cost of $188, 141. The needs of the Telephone Unitwill be addressed after the fmal consolidated tax collection staffmg configuration has beendetermined.

AuditForce Recommendations

AuditForce was retained by Dallas County to review our tax collection process to insure wecould achieve a perfonnance goal ofdepositing all taxes collected the same business day andtransfer funds to taxing units that participate in our consolidated tax collection program thenext business day. Their report was received by the Tax Collection Committee and has beenprovided to you under a separate communication. AuditForce' s fmdings andrecommendations stated that with minor process improvements and no additional resourcesDallas County can achieve our collection objectives. In addition AuditForce demonstrated

2

106

that by utilizing the improved tax collection process, funds will be deposited faster andgenerate $370,000 in additional interest earnings.

Along \vith the implementation of the improved tax system several other recommendations\vere made:

1) increase our utilization of lockbox service from five months to 12months. Based on using the City's lockbox, this can be achieved at an$18,179 annual savings.

CurrentProposedSavings

$93,90775,728

$18,179

2) develop a database application to expedite transfer of funds toparticipating taxing units.

Cost $21,000

With the improved process earnings and lockbox savings, these recommendations shouldprovide a net gain of $367,000 annually.

The Tax Collection Committee requested that AuditForce assist with the implementation oftheir recommended system improvements and specific consolidation issues. The expandedscope of service to be perfonned by AuditForce would be to address the following issues:

1) Negotiate and implement new lockbox contract2) Coordinate July delinquent statements being mailed to the new lockbox3) Implement AuditForce's improved tax collection process4) Coordinate and implement new consolidated tax collection reports for all

taxing units5) Improve current printing and mailing of tax statements6) Monitor LHGBGP&S' tax system conversion7) Monitor LHGBGP&S' live data conversion8) Coordinate the development and implementation of consolidated tax

statements9) Evaluate and make improvements to the tax accounting functions10) Consolidated operations review11) Post consolidation staffmg assessment

3

107

This engagement \vould begin June 1,2000 or sooner and end May 200 1at an estimated costof $154,000.

CitvCountv Interlocal Agreement for Banking and Lockbox Services

To achieve the efficiencies and savings recommended by AuditForce, Dallas County nlustmove to a more efficient lockbox operation. The County has proposed that through aninterlocal agreement, shown in Attachment 3 (pages 17-19), the County would be authorizedto utilize the City of Dallas' lockbox. This service will be available at a reduced fee andoffer seven additional months of service.

PROPERTY TAX COLLECTION CONSOLIDATION

Tax Svstem and Data Conversion Work Plan

Other than the actual contract for tax collection for the City and School, without question themost critical step to consolidation of tax collection is the conversion of the tax systems andlive data.

A tax data conversion work plan has been prepared by LHGBGP&S that addresses the scopeofservices, schedule and cost to merge the County and City automated tax collection systemsand perfonn live tax collection data conversion from the City system to the consolidatedCounty system. Both the County and City utilize the UGSA tax collection system that wasprovided by LHGBGP&S. The Tax Data Conversion Work Plan allows for a start date ofApril 17,2000 and December 29,2000 completion date for merging the County and City taxsystems and a live data conversion of City and School tax infonnation into the County'ssystem on March 31, 2001. This will allow the County to process County, City and SchoolMay 2001 consolidated delinquent tax statements and October 2001 consolidated taxstatements.

The cost ofLHGBGP&S for merger and conversion services is $150,000 (2,000 hours) andis recommended to be paid by utilizing tax system support hours provided to the County andCity as part ofour delinquent tax contracts with LHGBGP&S. The County receives 1,500tax system support hours per year and the City 1,000 hours. If these hours are not utilizedin the calendar year they are available they are not carried forward to the next year. Duringthe conversion LHGBGP&S will be limited to performing activity only related to theconversion project so if the annual support hours are not used for the consolidation project,they will be forfeited. LHGBGP&S has agreed that the support hours the City and Countyreceive under our delinquent tax collection agreement can be used to pay for this project.

4

108

The County has 1,000 hours available in 2000 and the City has 500 hours available in 2000and 500 hours in 200 I to fund the Tax Data Conversion \Vork Plan.

The Tax Data Conversion Work Plan, with an acceptance letter outlining conditions ofapproval and exhibits, is included as Attachment 4 (pages 20-34).

l\lA.INFRAIVIE REQUIREl\1ENTS FOR CONSOLIDATED TAX COLLECTION

To make changes to our tax collection system to accommodate the consolidation, test thesystem and complete live data conversion ofCity and School tax information, Dallas Countywill need to make wo (2) enhancements to our mainframe computer. The fust is to increaseour data storage capacity (DASD) by 80 gb and the second is an increase in our mainframeprocessing capacity from 63 mips* to 89 mips. The cost for these wo enhancements areshown below:

Data Storage CapacityDASD

Purchaseone-time cost

$ 25,627 Increase inAnnualMaintenanceCost

$ 16,672

Increase Process Capacity

Purchaseone-time cost

Total

$508,470*

$534,097

Increase inAnnualMaintenanceCost

$ 0

$ 16,672

* mips - million instructions per second

** This will increase the current lease w/IBM by $22,686 per monthfor the next 24 months or we can extend the lease from 24 to 36months and increase the lease $17,206 per month.

5

109

CONTR.\CT FOR PROPERTY TAX COLLECTION SERvlCE

The City, County and School, at the stafflevel, have reviewed a draft contract that will allo\vthe County to collect the City's and School's property taxes. This contract has not beenrevie\ved by the City's or School's legal departments and is presented to you at this time inAttachment 5 (pages 35-46) for your preliminary review and comment.

Summary of Recommendations

The Tax Collection Committee makes the following recommendations:

A. Receive the summary status report ofArthur Andersen's recommendations andapprove the purchase ofmodular furniture to improve efficiency and workingconditions in the Tax Office at a cost of $188, 141.

B. Implement AuditForce's recommendations:

oooo

Improved tax collection processDevelop a data base application for funds transferUtilize City of Dallas lockbox contract andExtend AuditForce Agreement for additionalProcess and consolidation support

($370,000)$ 21,000

($ 18,179)

$154,000

C. Approve an interlocal agreement with the City of Dallas to utilize theirlockbox at no cost

D. Approve LHGBGP&S' conversion work plan at no additional cost.

E. Purchase 80 gb ofDASD at a cost of$25,627 and increase CPU capacity ata cost of $508,470.

F. Comment on preliminary contract that will allow the County to collect theCity's and School's taxes.

Budget and Financial Impact

The fmancial impact of the Committee's recommendation could be funded over 24 monthsthat would span three fiscal years and is outlined below:

6

110

, I Fy' 2000 I FY 2001 I FY 2002 I FY 2003 IA. Arthur Andersen recommended office

improvements 5106,291 5 81,850 0 °B. Implement AuditForce's

recommendations $ 71,000 S100,000 0 °C. City/County Interlocal Agreement for

Lockbox Services 0 0 0 0

D. Tax conversion 0 0 0 °E. Mainframe upgrade S 90,664 $271,992 S181,328 $ 0

F. City/County Tax ConsolidationContract 0 0 0 0

Total Annual Cost $267,955 5453,842 5181,328 $ 0

Less Savings and Revenue Increase 0 $388,171 $ 388,171 $388,171

Net Cost (Savings) $267,955 $65,671 ($206,843) ($388,171)

Schedule

The following are planned dates for process improvements and consolidation issues:

April 17, 2000

May 23,2000

June 1,2000

July 1,2000

August 1, 2000

August 2, 2000

LHGBGP&S' conversion work planbegins

AuditForce engagement extended

City and County approve LockboxInterlocal Agreement

County begins to use City lockbox

County approves Consolidated TaxCollection Contract

City approves Consolidated TaxCollection ContractAugust 3, 2000

7

December 3 1. 2000

rvfarch 3 1. 2000

f'v1ay L 2000

October 1, 2000

Recommended by:

Attachments

III

School approves Consolidated TaxCollection Contract

LHGBGP&S completes systemconversion activity

County and LHGBGP&S completelive tax data conversion

County mails City, School andCounty consolidated delinquent taxstatements

County mails City, School andCounty consolidated tax statements

8

112

TAX COLLECTION PROCESS IMPROVEMENT AND MERGERINTEGRATION STATUS SUMMARY

Assigned Date On Status and CommentsA. Business Process Improvements To Started Schedule1, 3 and 9 (1) Simplify and automate tax- AuditForce submitted report to County, School andprocessing flows, (3) Acquire and implement David City. Developing an implementation plan forautomated remittance processing I imaging Childs/Allen 1/3/00 yes presentation to Commissioners Court May 9 or 16system, (9) Substations should post tax ClemsonIpayments directly to tax system.2 Select and implement an automated Credit card vendor has been selected. Finaltelephone and credit card tax payment contract being negotiated.system. County

Treasurer

4. Assign one employee in accounting toDavid Childs 12/21/99 no Applications received. Interviews completed. Job

lorocess retumed checks dailv. offer to be made wee - of May 1.6. & 7. (6) Perform an independent Customer Coding completed. To be implemented during weekCall Activity Analysis to identify issues for of May 1. A recommended script of commonlyestablishing policies and procedures for the asked questions has been completed and given toTelephone Information Unit. (7) Identify, Chris

113/00the Tax Office, response is pending.

design and develop the knowledge Thompsonno

requirements for the few call types that makeup the largest portion of the call volume.

8. Provide Telephone Information Unit clerksJohn The assessment of required program changes is

on-line access to customer accounts to makeHennessey

113/00 yes under way. Recommendation should be completeaddress changes. bv the olanned comoletion date.

B. Application of Technology10. Implement personal computers and local

JohnPCs are ready 3/24/00. SCT will order cabling and

area network. Hennessey113100 yes equipment. Cable pulls are being coordinated with

new floor lavout.11. Implement telephone interactive voice

ChrisThis recommendation is dependent on the

response system (TIVRS). Thompson1/3/00 no customer call activity analysis discussed in

recommendation 6.13. Implement Internet website/e-commerce. John Hennessey 10/1/99 yeS No new develooments - oroiect is on schedule

C. Organization &Structure15, 17, & 19 (15) Reorganize the Tax Office to Recommendation is on hold pending review by theclearly fix accountability for line and staff new Consolidated Property Tax Manager.services, (17) Create a new organization unitand Manager responsible for Customer Carlo Pacot 12127/99 on holdservice and Marketing, (19) Establish andTrain "self- directed work teams" in theProcertv Tax Division.22. Establish a research unit by reorganizing Carlo Pacot 12127f99 on hold

Recommendation is on hold pending review by the

current staff within the Prooertv Tax Division. new Consolidated Prooertv Tax Manaaer.

5/5/2000

9

113

Assigned Date On Status and CommentsD. Staffing & Human Resources To Started Schedule24 SignIficantly upgrade the Tax Office Curriculum development to begin May 1commitment and resources to employee DavId Childs 12/15/99

development and training.29. Redefine positions to better meet the skill Recommendation is on hold pending review by thesets required and post all positions for Mattye Mauldin

1/30/00 on hold new Consolidated Property Tax Managerapplication or reapplication for current Tayloremployees.

E. Other Recommendations33, 34, 35 &36. (33) Improve working Layouts and budget completed. Was presented toconditions and surroundings within the Tax the Tax Collection Committee May 2,2000. Will beOffice, (34) Provide cubicles for selected presented to the Commissioners Court on May 9 oremployees to end distractions such as idle 16.conversation with other employees, officedistraction, and coworker's phone Dan Savage 1/3/00 yesconversations, (35) Rearrange layout &design of the Telephone Information Unitcubicles, (36) Improve and modernize theappearance of the Customer Service Section,such as map and plat.

F. Merger Integration39. Continue to align the County and City Tax A final draft has been prepared and submitted to theCollection computer systems so once

David Childs 12/15/99 noCity and School for final approval.

complete the County can accept the City taxdata with no delav.41. Develop a County 1City 1School District Final draft has been prepared for City and SchoolInterlocal Agreement that will allow the County

Allen Clemson 2/1/00 yesfor final review by City and School Legal

to collect the City's and School's taxes. Departments.

Assigned Date On Status and CommentsG. New Recommendations To Started Schedule42. Develop an agreement with LHGBGP&S County Data Services has determined the impactto convert and reconcile City and School tax the collection of City and DISD taxes will have oncollection data to the County tax collection the County systems. The cost is $500,000,system. Allen Clemson 1/14100 no

$400,000 of which could be funded over the next 3years. LHGBGP&S has provided a final work planwhich County, City and School are reviewing forfinal approval. This task is behind schedule and ifnot started soon could affect the project schedule.

5/5/2000

10

114

Assigned Date On Status and CommentH. Completed or Rescheduled To Started Schedule5 Separate sorting and posting uSing Completeexperienced specialized sorters dunng busyseason12 implement workflow software. Consideration of this recommendation scheduled

for FY 2002.14 Implement public access kiosks. Consideration of this recommendation scheduled

for FY 2002.16. Delegate authOrity and accountability for Completemanagement of key business andadministrative processes to DivisionManagers18. Develop a Strategic Marketing Plan to This recommEmdation Is to be conSidered after Citydrive the consolidation of property tax School and County consolidation.collection within Dallas County.20. Establish a team lead position in the CompleteTelephone Information Unit to provide "on-the Carlo Pacot 12120/99

floor" backup to the TIU Supervisor.21. Hire a trained accountant in the role of

Carlo Pacot 12115/99 CompleteAccountinQ Suoervisor.23. Develop and use performance measures Completeand standards for monitoring Tax Office Phil Schepsservice levels, efficiency and effectiveness.25. Hold the Personnel Manager directlyaccountable for the design and management

Completeof the Tax Office's training and employeedevelopment program.26. Establish a Telephone Unit staffing Completeschedule to achieve service level goals (80120 David Childs 1/1/00

or 80160).27. Create one policy regarding tardiness and Completeattendance, which should be enforced David Childs 111/00

equitably.28. Investigate reasons for turnover and plan Mattye Mauldin

113100 completecorrective action accordingly. Taylor30. Establish a program of special recognition Completefor employees tied to achievement of specificTax Office targets. Recognition may be non-monetary and could be casual dress day, freeparking, a hosted lunch, coffee break, etc.

31. Eliminate or reassign two secretarial Complete.positions currently allocated to the Tax Office Carlo Pacot 12/27/99

administration.

32. Eliminate or reassign Beer, Wine &UquorComplete.

Carlo Pacot 12/27/99position assigned to Property Tax Division.

37. Evaluate the feasibility of consolidating the Consideration of this recommendation scheduledTelephone Information Unit with other call

Allen Clemsonfor FY 2002.

centers to create a full-service Dallas Countycall center.38. Request a formal review of the internal Complete.controls environment from the County Auditor. Virginia Porter 113100 yes

40. Develop a history of City tax collection Complete.performance for future comparison of County David Childscollection performance.43. Develop an agreement with the City for Allen Clemson

Task deleted.1127/00 no

Prooerty Tax Management services.

5/5/2000

11

115

Dallas CountyEngineering & Project Management

May 2,2000

To: Dan Savage, Assistant Administrator for Operations

From: Ed Bailey, Facility/Space Planner .:s::: ;:;:es::Subject: Tax Office Modular Furniture Project

Dan, below is information regarding an estimates related to the Tax Office Project. This estimate includesfurniture, renovations, carpet, telephone, signage and asbestos abatement. The estimate for modularfurniture is based on current staffing. Attached however, are floor plans "A" (existing staffmg layouts) andfloor plans "B" (staff expansion layouts).

Modular FurnitureRenovationsCarpetTelephonesAmp ElectricalAsbestos AbatementSignagePlat Book Shelves Repair

GRAND TOTAL:

Estimated Cost per sq.ft.

PROPERTY TAX(30 Workstations)

(4,492 sq.ft.)

$ 82,4964,2009,3451,8756,0001,200

525650**

$ 106,291

($23.66)

ADMINISTRATION(21 Workstations)

(6,158 sq.ft.)

$ 59,4305,100

10,795*1,5004,000

500525

Q

$ 81,850

($13.29)

TOTALS

$ 141,9269,300

20,1403,37510,0001,7001,050

650/

$ 188,141

* (Carpet may be eliminated based on final decision by the Tax Assessor)

**(Plat Book shelving is currently under review for replacement cost)

Please advise should you require additional infonnation.

George L. Allen Sr. Courts Building Dallas, Texas 75202

12214/653-6728 Fax 214/653-6729

116

" .... Ifr.

/

/

MANAGERSOF-}lCEEXISTI:\"(i ?A......-as

MAP AND PLAIT AREA

-f

19

D

Existing Staffing

: !PT5: a~ 8 .

DALLA~ COUNTY

PROPERTY: TAX OFFICE )=_.,; ~""l'-=· k~~i7t/' --. .~ "r ;t--:-

[

. l -- -; l '- .... -' JROOM 9-9A i .__"'_ =--..:-......-.:.~_ .~:_ .._~_II •

1 ....-:~. --..----.-.. "-\.=''1'_...J.;••.••.. ., -~,%.<lO =--=-====-...:::--/ .. ~

~_.. --_ .. _-

..

214-349-9999Office Supolv & Fumitllr~

117

"B"PRJPERIT T.Zl.X

. La"out-~;:: J:"'xpanslon y _StaLL -..J

MAP AND PLAn AREA

MANAGERSOR-ICE~1l2'Gf'A.~

~L--_l-==,=",==--==,11

r-~dm8;1

i~I~

JJ \~-..:,

adm4 :

"

";' .......

.·--·1'--···, !L'---~;,: ; 'i

l~

rI I;/1\ , I'i.-:=::a;.., ." ..!j 1..-;

sdrn 2 i: adm~ :;7=:'chief deputy I;personnel mgrl::--

;1., !:LI J

j:h

II

~:

tr:1 ~x.....Ul fJ~. '7'

t1rrr-rT~:1Cl~'lrWJ5 §

"1 H--. .-.....

(f) (j)~

6i 1-3~t"1)~rt)

~..... H~.all " ::J

~lQ 00

~

DALLAS COUNTY TAX OFFICEDAVID CHILDS

I·-- 1.-,-'--

. .: I

I ;/

r~ .. ·

adm l'tax assessor

iF--i

:.jl;:

i.'.1I

,.II

Q

21I·

I1I

~'I:1

...I-,....., ,/: . \ t. - =--==__. 1._-

"I Jl

,i

" ~'--=====:r===;===~==r::=~===j!-._';- '--ir----- ";'Ri adm8 1.:

1

:j"" , ~ ;1 ;1' adm4 l ;'I , t-",i':. i _ .. : 'I :j

;1 • l' :I~i II ;1;1 ': _I ! :II' ',_, 0'I: 1: adm2 ' adm3 i~1 !! ;".adm 1 ......- .; f .

' tax assessor chief deputy :,Personnel mgrl:-::-I 1!, i _

I, I: I ......

/D

!!r,..%~!WL:i! l,..._~ ~Ar3Q.

~i: f-.3Ii en ;v

~I II 6r xt-tl

~;1 t-tl

~I... ....-.

t'1 ~l' 1 ~

H1 (I)

"'""":1 II

....-3... (f)

~,......

....,. \0I /I 0 I-J

:, :J HP t~. ~ ':

~I: E:1 ,t fj 1St ~14..... I~au:..m: L....t_~u .r_l_~l -=.1111-- :. ~ ~~\:t". 1 !:" IL'!I _ , .. ," I ~

'I 0 =11 != OJI. rt

fhDALLAS COUNTY TAX OFFICEDAVID CHILDS

, '

~ ~,I

:1 21.'-,

ii :"'--'1 :., I

:L:;.. /.; : ifIf'''b== '--.:::-..--...::':'::".~=- ::

'""..--'

0-,

120

ST.-\TE 0 F TEXAS

COUNTY OF DALLAS

CITY/COUNTY AGREEMENTBETWEEN DALLAS COUNTY A.1VD CITY OF DALLAS

FOR COlJNTY USE OF CITY BAJ.'\TKING AND LOCKBOX CONTRACT

WHEREAS, the City of Dallas, hereinafter called "City" has entered into a competitive bid for acquisition ofbankmg andlockbox services; and

WHEREAS, the County of Dallas, hereinafter called "County", has requested that the City allow County to directly acqurrebanking and lockbox services; and

WHEREAS, County and City desire to enter into an agreement to permit the County to utilize the City of Dallas' Contractfor Banking and Lockbox Services, City Bid No. with BankOne; and

WHEREAS, Section 791.025 of the Texas Government Code permits agreements between local governments for thepurchase of goods and services and satisfies the requirement of local governments to seek competitive bids for thepurchase of such goods and services.

NOW, THEREFORE, THIS AGREEl\1ENT is hereby made and entered into by City and County upon and for the mutualconsideration stated herein:

WITNESSETH

County Use of City Contract

1.

County and City contract and agree that County may utilize the City's Banking and Lockbox Contract obtained by Cityobtained by City Bid with BankOne, for the procurement of lockbox services.

II.

County agrees that City has furnished to County a copy of the City's Annual Contract for Banking and Lockbox Servicesunder Bid No. with BankOne, which is incorporated herein as if fully reproduced; that County has read andunderstands the terms and conditions of said contract and hereby agrees to fulfill each and every requirement containedtherein as if County was the original procuring agency.

ITI.

County agrees, at its sole cost and expense, to independently administer the contract and to pay vendor directly, payingfor such goods and services from current revenues, in accordance with the terms and conditions of the contract and bidspecifications under Bid No. , which has been provided to the County.

Dallas County 05/05/00

121

rv.

Term of thIs Contract shall commence on the date of executIOn by the last party to sIgn. TermmatlOn of thIs agreementshall be concurrent with the termination of City's Annual Contract for Banking and Lockbox Services under BId No.______, but no later than the fmal extension option of the contract on City, reserves the nghtto temllnate the Contract prior to its expiratIOn date under the terms and conditions of Bid No. and C~tv

procurement poltcy. '

V.

County and City agree that in the event of a dispute between City's vendor and County, or claim filed by vendor, resultmgfrom goods or services furnished to County by vendor that County will notify City of such event. County agrees toresolve such dispute by negotiations, if possible. County further agrees that in the event of any mediation, arbitration,litigatIOn or other action resulting from the County's procurement of banking and lockbox services from vendor thatCounty will to the extent allowed by law, at its sole cost and expense, enter and defend such action, including the mterestof City, and shall pay all cost and expense, including attorneys fees, claims, demands or judgments arising out of theutIliZatIOn of the Contract by County. County agrees that County will pay to City all direct and mdirect costs, includingattorneys fees, associated with City actions required for resolution of such event.

VI.

County and City agree and acknowledge that each entity is not an agent of the other entity and that each entity isresponsible for its own acts, forbearance, negligence and deeds, and for those of its agents or employees in conjunctionwith the utilization of City's Annual Contract Banking and Lockbox Services obtained by Bid No. except ashereinafter provided.

VII.

BINDING AGREEMENT: AUTHORITY: PARTIES BOUND This Agreement has been duly executed and deliveredby both parties and constitutes a legal, valid and binding obligation of the parties. That each person executing thisagreement on behalf of each party represents and warrants that they have full right and authority to enter into thisagreement.

AMENDMENT This Agreement may not be amended except in a written instrument specifically referring to thisAgreement and signed by the parties hereto.

APPLICABLE LAW This agreement shall be expressly subject to City and County's Sovereign Immunity, Title 5 of theTEXAS CIVIL PRACTICES AND REMEDIES CODE and all applicable federal and state law. This agreement shall begoverned by and construed in accordance with the laws of the State of Texas and venue of any legal action filed by eitherCity or County shall be in Dallas County, Texas.

SEVERABILITY In the event that one or more of the provisions contained in the Agreement shall for any reason be heldto be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability of the Agreement shallbe construed as if such invalid, illegal or unenforceable provision has never been contained herein, but shall not affect theremaining provisions of this Agreement, which shall remain in force and effect.The is authorized to enter into this Agreement for the City of Dallas.

The County of Dallas, Texas, has executed this agreement pursuant to Commissioners Court Order No. _passed on the day of , 2000.

Dallas County . 05/05/00

18

COl0iTY OF DALLAS

By: _

Lee F. JacksonCounty Judge

APPROVED AS TO FO~\1:

Dallas County DIstrict AttorneyCivil Section

122

CIty of Dallas

APPROVED AS TO FORi\1:

Dallas County 05/05/00

19

\!8~ ~O~~~~i~N~~S(~~~~

ivlay 8, 2000

123Control Copy 5-3-00

NIr. Richard PachecanoChief Infonnation OfficerLinebarger Heard Goggan Blair Graham Pena & Sampson, LLPUnivision Center2323 Bryan - Suite 1720Dallas, Texas 75201

Dear Rich:

Dallas County has received your proposed tax conversion work plan dated May 6, 2000,included as Attachment A, and have found it to be acceptable with the following exceptionsand conditions:

1. The County shall be responsible for the cost of the implementation ofLHGBGP&S' work plan up to a maximum of2,000 hours. Any timenecessary to complete this project above the 2,000 hours is theresponsibility ofLHGBGP&S.

2. Dallas County will utilize 1,000 hours ofour annual allocation ofnewdevelopment provided under our delinquent tax collection contractwithLHGBGP&S to cover LHGBGP&S' compensation for servicesrendered under the conversion plan. The City of Dallas, at no cost toDallas County, will allow Dallas County to utilize 500 hours of theirYear 2000 and 500 hours from their Year 2001 annual allocation ofnew development provided in the City's contract with LHGBGP&S tocover the remaining compensation for LHGBGP&S' services renderedunder the conversion plan.

3. The County, City and School District have agreed that your work planshall include a close of business March 31, 2001 live data conversionwith all infonnation and systems available for Dallas County to run theCity of Dallas, Dallas Public School and Dallas County's May 2001delinquent tax statements and the October 2001 consolidated taxstatements.

Acknowledgment!ApprovalLHGBGP&S Tax Conversion Work Plan

411 Elm Street Dallas, Texas 75202 Phone 653-7327, Fax 653-705720

124

-+. Rich Pachecano of LHGBGP&S is responsible for the successfulcompletion of the tasks described in the attached conversion pIan andlive data consolidation. This includes notifying myself and JenifferVarley in writing in the e'vent the City or County fail to properly assistyour efforts in this project, i.e., off schedule or if the project is at riskof not being successfully completed.

5. Rich Pachecano will meet at a minimum of monthly with theCity/County Tax Consolidation Committee and as needed with the Cityof Dallas Finance Committee, the Dallas Independent School DistrictFinance Committee and Dallas County's Tax Collection Committee forCommissioners Court.

6. All outstanding maintenance issues as defmed in Attachment B will beprioritized and resolved so as not to put at risk the ongoing operationsfor the City or County or delay the consolidation project. At theconclusion of the consolidation project all other maintenance itemswill be addressed in a reasonable period of time.

7. County system enhancement during the period covered byLHGBGP&S' conversion plan will be limited to 500 hours and itemsthat 'will not delay the tax consolidation project.

Based on your successful completion of this project Dallas County, the City of Dallas andthe Dallas Public Schools will be positioned to complete our consolidation oftax collectionsfor the October, 2001 tax collection period. Ifyou fmd the above conditions and exceptionsacceptable, please have this document signed by the proper authority and return it to m yoffice at the earliest possible date.

Sincerely,

J. Allen ClemsonAdministrator

Attachments

Acknowledgment!ApprovalLHGBGP&S Tax. Conversion Work Plan

21

APPROVED B'{:

Jeniffer VarleyAssistant City ~1anager

City of Dallas

David ChildsTax Assessor/CollectorCounty of Dallas

DeMetris A. SampsonPartnerLinebarger Heard Goggan BlairGraham PeIia & Sampson, LLP

Acknowledgment!ApprovalLHGBGP&S Tax Conversion Work Plan

125

Darlene G. WilliamsDISD TreasurerDallas Public Schools

Lee F. JacksonCounty JudgeCounty of Dallas

Richard PachecanoChief Information OfficerLinebarger Heard Goggan BlairGraham Pefia & Sampson, LLP

22

BACKGROC~D

126T.-\...X D-\ fA CO ...... \"ERSIO:\ \VORKPL-\. ......

-\ TT..\CH\lE\'T ..\

Dallas County (County) desires to collect Ad Valorem property taxes for the City of Dallas (City). The Citypresently operates a tax office in which taxes are collected for the City of Dallas and the Dallas Independent SchoolDIstrict (School). Both the City and County are currently using the UGSA Tax Collection System software (theSystem) for tax bIlling and collection purposes. An agreement to consolidate tax collection operations at the CountylS antiCIpated for the tax year beginning October, 200 I with a projected "go live" date of April I, 2001. .

The County deSIres to undertake the file conversion of the City tax files on the County's computer systems so as todemonstrate the following:

• The adequacy of the County's computer system to process the combined City, School and County tax records In

a timely and effective manner;• The County's ability to integrate the City's data files with the County's and to reconcile outstanding receivable

balances, property values, exemption values, frozen levies and other pertinent totals using system generatedreports as agreed upon by the City and County;

• The documentation of a step by step conversion plan, including timing, duration and testing of individualprocesses throughout the plan;

• The ability to perform controlled tests in the newly created (post conversion) environment for the purpose ofvalidating the integrity of the new system processes and procedures.

ASSUMPTIONS

This proposal contemplates that the County will have adequate computer processing facilities in place to load andtest a complete duplicate database along with all programs and libraries necessary to run a full duplicate of theUGSA System. This also contemplates that the City will provide timely access to their data and that County andCity personnel are available to participate in a project planning, oversight, reconciliation and decision makingcapaCIty. The County will purchase as soon as possible approximately 80gb of additional DASD for the testingphase of this conversion. Until the new DASD is available the County will reallocate existing DASD necessary forthe testing phase to be carried out as scheduled. Dallas County on or about December 2000 will increase thecapacity of its CPU to insure that adequate processing capacity is available for this conversion project.

CONVERSION ISSUES

Reconciliation

The primary form of data validation of the newly converted files will be a reconciliation of record counts and dollaramounts. Since both the City and County use the System, this can be achieved primarily by using system-generatedreports. These reports will be run at various times before, during and after the conversion process. Any additionalreporting requirements will be identified during the analysis phase of this project, and may require additional hours.

Reassignment of Sequential Record Keys

The System uses a hybrid sequential numbering system as an internal record key or cross-reference key in 21 of the37 internal system files. A record key is a unique record identifier that is assigned to each record within the System.This unique identifier is what makes it possible for the System to locate a single record among the millions ofrecords within the database. Since the City and County are using the System on different computers, these keys willnot remain unique when the two files are combined. Therefore, the values of the sequential keys on the City's filesmust be reassigned to unique numbers before being loaded to the County's System. Most of the programming andtesting necessary to convert the City'S files to the County will be for the purpose of resolving these keys andbuilding cross references to related records in the other files.

Rich PachecanoRevised: May 6, 2000Page I of 4

127\I.1ppmg of (I)des from City to County

The CIty Jnd the County use different codes to Idennfy speclal condltlOnS on an account such as returned mad. holdcodes, reason codes, mortgage company IdentlficatlOn, etc. These codes wIll need to be Identified, and chan£ed tocodes that are consIstent with the County's coding structure. -

Agreement on Process Differences

Twenty-three instances of processing differences have been identified between the City and the County. Thedifferences mclude calculation of exemptions, lockbox procedures and address standardization, among other issues.These differences must be resolved and approved at the appropriate level prior to the beginning of the converSlOnprocess.

SCOPE OF WORK

Defining and Creating Test Environment• Work with County computer personnel to define file space requirements.• Work with County computer personnel to create test on-line environment.• Determine volume of transactions to be loaded into new system.

Determine Data Requirements• Define the scope of the conversion - Work with County and City representatives to determine how much

history, what level of detail, and what kind of data to convert.• Identify and detennine resolution for duplicate key fields.• Identify potentially outdated or inactive records and detennine method for archival should the decision be made

not to convert to the data to the new database.• Determine special data requirements that may not be contained in the existing County database and determine

modifications necessary to accommodate those requirements.

Analyze Data• Identify records and fields that will be subject to review and modification prior to conversion. Examples of this

include parcels that may not contain the same property or exemption values on the City and County computersystems. This will involve both manual and automated analysis of the data.

• Review data for incomplete or missing information.• Review data for duplicate information.• Analyze data based on relationships to other data in the system to insure cross-reference integrity is maintained.

Data Modification / Correction• Obtain consensus on data to be corrected and system where modification will take place (source or target).• Defme and implement controls for data correction process.• Clean up inconsistent data on source and target systems.• Validate integrity of modified data.

Data Conversion• Defme conversion strategy.• Identify and document conversion sequence.• Identify and document criteria for acceptance of converted data.• Design and implement data conversion controls and reconciliation reports.• Develop and test programs necessary to process conversion of data and reassign keys.• Design data conversion validation process.• Run conversion process.

Post Conversion Follow-up• Verify data loads.• Modify/correct converted data as required.• Reconcile reports between systems.• Follow-up on any differences.

Rich PachecanoRevised: May 6, 2000Page 2 of 4

24

128:\inety-Day Operational Review

• Follo\v-up on outst.1ndmg problems Identified dunng the tirst 90 days of consolIdated operatIons.

TI~IE ESTI~L-\TES .-\.'iD PROJECTED DATES

It IS estimated that thIS process wIll require approximately 2,000 hours of UGSA personnel tlme 1,800 of thesehours wIll be expended m the year 2000 with the remammg 200 hours being expended in 2001 for operatIOnaltesting. It IS acknowledged that there Will be additional tune required from County and City personnel m the areasof meetings, coordination, data modification, data correction, testing and tile reconciliation. This estimate does notmclude County and City personnel time.

Assuming an Apnl 17, 2000 start date, we project completion of the file conversion and reconciliatIon process usmga full set of test data by December 31, 2000. This plan envisions that all conversion and reconCIliation work wIll bedone in the 2000 calendar year using test data, WIth the live conversion being accomplished in late March of 200 I,in tIme for an Apnl 1, 2001 cut-over of tax collections from the City to the County.'

The estimated hours contained in the table below are a good faith estimate of the time required to perform thesetasks. These times may be adjusted and hours may be reallocated withm categories at the sole discretion of theUGSA Project Manager as long as they stay within the project range.

ESTIMATED PROJECTED PROJECTEDACTIVITY HOURS START FINISH

Defming/Creating Test Environment 40 April 17,2000 May 12,2000

Determine Data Requirements 40 April 17, 2000 June 1,2000

Analyze Data 80 May 15,2000 June 23, 2000

Management Resolution of Data Anomalies 40 May 15,2000 June 23, 2000

Data Modification I Correction 120 May 15,2000 June 23,2000

Programming 600 June 26, 2000 December 29, 2000

Data Migration 200 June 26, 2000 December 29,2000

Testing and Data Reconciliation 520 June 26, 2000 December 29, 2000

Operational Testing 200 September 1, 2000 March 31,2001

Project Management 160 April 17,2000 March 31, 2001

TOTAL 2,000 April 17, 2000 March 31, 2001

RATES

Pursuant to the Linebarger, Heard law fum's delinquent tax collection contract with Dallas County (paragraph XXI),uaSA is required to provide at no cost 1,500 hours of new development for enhancements and improvements to theTax Collection System. UGSA is also required to perform enhancements above 1,500 hours at a cost recovery rateof $75 per hour.

The Dallas County Tax Office presently has a requested and defmed 12 outstanding enhancement requirements thatthe County may choose to implement as part of the 1,500 hours provided at no charge. The County also has theoption of delaying some or all of the enhancement requests and apply the 1,500 hours of non-billable time to thisproposal. Should the County choose to do so, uaSA would bill the County only for those hours incurred above1,500, which we estimate at 500 hours for a total of $37,500.

Rich PachecanoRevised: May 6, 2000Page 3 of 4

25

129'.~ ~;-ll)'hC: to tmpkmc:nt ~omc: L'r lil ·.~1c: other ~XIStlng ~nhJ.n-.:emen[ ~eques[s lnJ :.l[jli.::~ 'he .5!)0

hours. [hen LGS.-\ would btll the County for the hours JedlC:ltt?d to conversIon work. ThIs effort 15 esnmated at2.000 hours for thIs project for a total of $150,000.

fn either case, UGSA wIll provide the County with a monthly statement detailing UGSA personnel tIme expendedon thIS, and other County projects that would be billable agamst the 1,500 hours provided for U1 the contract. TheCounty can then use this as a gauge for detennining the scope of enhancements to be implemented so 3S to stayWIthIn the budget allotted for this project.

EXCLUSIONS

The hours contained in this work plan are to be allocated at the sole discretion of the UGSA Project Manager to thetasks descnbed ill the paragraph entitled SCOPE OF WORK contained elsewhere within this document. Thevrelate specifically to UGSA's efforts to convert, reconcile and consolidate the City of Dallas and Dallas ISD ta~ rollinto the Dallas County UGSA Tax Collection System. Any task not specifically contained within the SCOPE OFWORK described in this document has not been considered in this document and cannot be considered a part of thISplan.

As a part of this document and included as exhibit 1, is an agreement titled PROPERTY TAX CONSOLIDATIONTAX COLLECTION SYSTEM CONFIGURAnON ISSUES that identifies 19 tax collection processes that havebeen agreed to by the County, City and School. Any change to this agreement shown as exhibit 1 may cause theUGSA Project Manager to revise the hours required to complete this project and such additional hours will be theresponsibility of the County.

CONCLUSION

UGSA recognizes the unique relationship we enjoy with Dallas County. We welcome the opportunity to assist inthis consolidation project. Please feel free to contact me if there are any questions concerning this proposal.

Rich PachecanoRevised: May 6,2000Page 4 of 4

2

130

EXHIBIT 1

PROPERTY TAX CONSOLIDATION

I AX COLLECTION SYSTEM CONFIGURAIION ISSUES

MAY 9,2000

1. In the calculation of taxes (SP0002/SPOOO 1), attorney fees do not apply to accounts prior to 1982at the City. This does not present a problem for consolidation as the County's tax collection systemallows each entity to apply attorney fees or not by year.

2. In the calculation of taxes, attorney fees on accounts that become delinquent after June I will behandled consistent with Section 33.08 ofthe Property Tax Code. The 15% for attorney fees are onlyapplied after a delinquent notice is issued.

3. In the calculation oftaxes the City gives the percent ofState mandated exemptions for low minimumsplits if it is greater than the percent of exemption calculation based on market values. The Countyutilizes the same exemption calculation as the City so the taxpayer will receive the same benefitswith City, County and School consolidated tax collections.

4. Funds for current tax year received by the lockbox are applied to current year first with any excessfunds being applied to prior years before being applied to overpayment (993 Jurisdiction Code).Funds received for delinquent taxes by the lockbox are applied to the oldest year first. Any excessfunds after all current and delinquent accounts are paid are applied as overpayments (993Jurisdiction Code).

5. The City applies monies associated with an incorrect account number to a suspense account andresearches the account number the next day. The County will adopt this method of applying fundsreceived by the County's lock box.

6. The City and County have the same scan lines on their tax statements. No additional action isrequired on this issue.

7. City uses a lock box year-round while the County uses a lock box October through February. TheCounty is developing a new tax collection system with the objective ofdepositing funds on the sameday they are received and transferring collected fundsto participating entities the next business day. The County will utilize a year-round lock box if itwill assist in achieving our performance objective.

)7_I

131

8. CIty and County wIll develop an address standardIzatIOn protocol.

9. County will maintain mformation 10 the tax collectIOn system (iegallme 5) to facIlItate geographIcalsearches as long as the mformatIOn is proVIded by the Dallas Central AppraIsal DIstrICt.

10. The County wIll utIlize Reason Codes 9, A and K on omItted property and apply a I% penalty asspecified in the Property Tax Code.

II. The City maintains special files in their tax collection system to hold census tract, census block andCouncil District. The County will maintain such data if it is provided by the Dallas CentralAppraisal DIStriCt.

12. The special files relating to census tract, census block and Council District support various ad hocreports. The County \ViII maintain the data if it is provided by the Dallas Central Appraisal DIstrictand provide the City on a monthly basis an updated tape from the County's consolidated taxcollection system for the City to use to run their ad hoc reports.

13. The County is determining if there is a capacity limit on the number of terminals that the City andSchool can physically connect to the County computer system to view tax information. The Cityand School will be responsible for the cost of the terminals and connection to the County computersystem. The County will not charge an access fee.

14. The City has requested that they be allowed to connect up to 10 terminals and the School I terminal.The County is evaluating the operation and financial impact of these connectivity issues.

15. The City maintains its historical tax data offline. This data will remain offline until afterconsolidation.

16. Public Improvement District's (PID's) account numbers and information will be provided to theCounty by the City and/or School. All levies for a PID will be calculated using a tax rate appliedto the appraised value.

17. The City will retain the overpayment funds that are recorded in their 993 Jurisdiction Account.When the consolidation ofdata is complete the City's overpayments will be recorded as JurisdictionCode 994 and the County's will be recorded as Jurisdiction Code 993, in the consolidated taxsystem.

18. The County, City and School will utilize the following procedure to reconcile value differences.

• All entities will compare their values to Appraisal District values. In the case where theentity's values do not match the District's value, they will be adjusted to the AppraisalDistrict value.

• If for any reasons the Appraisal District's' s values cannot be utilized due to a di fference ina taxing entity's exemption policy the exemption policy utilized by the County will be used.

• Any residual balance will be transactionalized and taken to zero.

28

132

19. The property tax consolidatIon wIll not Include or have anything to do with the City'S Auto Roll.

Approved Dallas County

Date

Approved Dallas Public Schools

Date

Approved City of Dallas

Date

29

CONSOLIDATED TAX MAINTENANCE LOG

MARCH 07, 2000

Attachment B

wo

ENTITY PROGRAM PROBLEM DESCRIPTION lJGSAI~OG

01 DC FD4000 Having problems creating tape; having to take out condition codes manually. 1177Law Suit Extract

02 DC SP0720 Multiple owner changed to single owner has the Limited (capped) Value doubled 1192Current Statement

03 DA SP0720 Capped Value is displaying same as market value 1155Current Statement

04 DA SP0730 Can not print delinquent statements for various accounts; must select delinquentDelinquent Statement option (problem in Jan) #00000457585000000

05 DC SP0725 Multiple owner changed to single owner has the Limited (capped) Value doubled 1193

06 DA TBCR005 Incorrectly calculating Veteran's Exemption Amount on DA with Split Juris %(seeSUPPLEMENT CORR 00000796519600100 for 1999)

07 DA TBCR005 Statement calculation & IOTL differ from certified load 93% split wNeUOv65 (seeSUPPLEMENT CaRR example 00000796519600100)

Prorated Totally Exempt - statement does not reflect amount due. (defaults to zero)see example: 00000139624000000

08 BOTH TBCR050 Multiple owner accounts going back to 100% ownership should have exemption and 1166SUPPLEMENT CORR taxable values updated to 0 for second and third owners 1167

09 BOTH TBCR050 Multiple owner accounts changing ownship percentages are not handled correctly,SUPPLEMENT CaRR ie ownship going from 3 to 2 owners is showing 3 owners at 50% each for af 150%

total ownership.

10 DC TBE0210 Message "TAXES REMAIN DUE" is only printing if there are prior year taxes due, 1194RECEIPTS - EOD should also print if a partial pymt was posted and a balance remains due on current

year.

~

t;.ItH

CONSOLIDATED TAX MAINTENANCE LOG

MARCH 07,2000

Attachment B

VJ

ENTITY PROGRAM PROBLEM DESCRIPTION UGSALO(;

11 DA TBED090 Program will generate receipts regardless of control card 'N'. Printed several boxesRECEIPTS - EOD of Mrtg Receipts.

12 DA TBSPC010 Posting Quarter Pays on multi owner accounts will quarter pay the all the owner 1169General Cashier parts when only 1 owner is over-65.

13 DC TBSPC010 System locks up when posting account #, year and ownership part on multiple 1163General Cashier owner accounts

14 DC TBSPC010 System locks up when posting account #, year and ownership part, quarter # on 1164General Cashier multiple owner quarter pay accounts

15 DA TBST Multi Owner/Quarter Pay problem with market value doubling or quarteringCurrent Batch depending on number of receivables see 0000024244600000 on 12/21 tapeStatement

16 BOTH TSPC030 From the edited payment s screen when you back date the Effective Date the levy 1195ARB Cashier goes away. You have to back date the Effective date on the teller verification

screen

17 DC TSPC030 Every time you hit enter the "Total Due" amount changes 1179ARB Cashier

18 DC TSPC030 Can not bring up receivables by owner part to pay 1178ARB Cashier

19 DC TSPI001 ASRA abend on #282286000100200000 1030Transaction History

20 DA TSPI002 When searching by Geographic Block 8450 and paging forward to Block 1099Search 8472, message: "Missing Account Call for help now."

21 DC TSPI002 When searching by part of the owner name the account is comIng up twice 1014Search

--

~

~oJ.;.

CONSOLIDATED TAX MAINTENANCE LOG

MARCH 07, 2000

Attachment B

wN

ENTITY PROGRAM PROBLEM DESCRIPTION lJGSALOG

22 DC TSPIOO2 Unable to find certain accounts by address. Can find by name and account number 826Search

23 DC TSPIOO4 "H" flag is suppose to say "Hold** See comments *** & the "P" is suppose to say 1198General Inquiry "Installment Payment"

24 DC TSPI004 On a multiple owner account that changed back to 100% ownership the capped 1197General Inquiry value is showing double

25 DC TSPI004 A lot of the f1ag-2 codes from thfbad are not showing in the upper right corner of the 1196General Inquiry screen

26 DC TSPI004 Deferral start date not showing up in some cases 1174General Inquiry

27 DC TSPI007 When you use f17 to go to history value screen, message" no value history 1199Value/Exemption records" displays" - if you press f7 system abendsSummary

28 DA TSPI007 Screen defaults to 1901Value/ExemptionSummary

29 BOTH TSPI008 Screen defaults to 1901 1200Trans Hist Summary

30 DC TSPI600 "No collect Item for this Account detail" message displays when collect items are 930Advanced What IF present

31 DC TSPI600 System locks up with follOWing sequence of keystrokes. F16 from Inquiry, enter 920Advanced What IF Acct#, press f5 to Account Detail Screen, Press F9 for menu; go back to inqUiry

menu press F16 and press enter; press F5

32 DC TSPI800llF DefaUlting to year 2000 instead of current year 1202

""'-Wtit

CONSOLIDATED TAX MAINTENANCE LOG

MARCH 07, 2000

Attachment B

ww

ENTITY PROGI~M PROBLEM DESCRIPTION lJGSALOG

33 DC TSPI800/lF System abends when trying to change AG accounts 1201

34 DA TSPI921 Can not scroll forward or backward; code in production causes XPROGTax Pay Display

35 DA TSPI921 Get "Account Number not found on accts that are present see acctTax Pay Display 00000475855000000 (noticed account had ownership id change)

36 DA TSPM100 Attorneys fees are not being calculated correctly on PIDS - one month offDelinquent Statement

37 BOTH TSPM110 Regularly getting message "Account has no owner" message 1203Current Statement

38 BOTH TSPT010 Transfers not crediting amount to penalty and interest when transferring enough to 1205cover balance and P&I

39 DA TSPT010 P&I will be transferred to 993 see 00000345457000000,99000000216863600

40 BOTH TSPU004 Can not page backwards on multiple owner accounts. 860Value/Detail Update

41 DA TSPU004 When creating multiple owners generating a rounding problem leaving a smallValue/Detail Update balance due (penny). (Logged as documented incident)

42 DA TSPU004 Still getting offsetting transactions when increasing/decreasing value on acct WithValue/Detail Update freeze. (Logged it as documented incident)

43 DA TSPU004 Default year is 2800Value/Detail Update

44 DC TSPV004 When more than one check is on a receipt and the receipt is NSF'd, the system willNSF Update only back out 3 of the 4 jurisdictions on some accounts

45 DA File Fixits Uninitialized data fields in various files.

~

(,;j0"\

CONSOLIDATED TAX MAINTENANCE LOG

MARCH 07,2000

Attachment B

w+::..

ENTITY PROGRAM PROBLEM DESCRIPTION U(;SAlJ){;

46 BOTH TBAZ Alternate Payor and Tax Pay Records are not being restored correctly consistentlyRestores

~

W--.I

138 Final DRAFT j-l 0-2000

CITY OF DALLAS

CONTRACT FOR PROPERTY TAX ASSESSMENT AND COLLECTION SERVICES

THE STATE OF TEXAS §

COUNTY OF DALLAS §

On this the day of ,2000, Dallas County, Texas, hereinafter called "County,"

and the City of Dallas, hereinafter called "Taxing Unit," enter into the following Agreement:

WITNESSETH

WHEREAS, the parties to this Agreement wish to consolidate the assessment and collection of

property taxes into one agency, Le., the Tax Assessor-Collector of the County of Dallas;

and

WHEREAS, the parties enter into this Agreement in order to eliminate duplication of the costs of

collection of taxes and to promote governmental efficiency; and

WHEREAS, the parties enter into this Agreement pursuant to the authority granted by Sections 6.23,

6.24, and 6.30, Texas Property Tax Code (Vernon's 1981), and Texas Government Code,

Section 79.001 et. seq., known as the Interlocal Cooperation Act;

NOW THEREFORE, in consideration of the premises and of the terms, provisions, and mutual promises

herein contained, it is mutually agreed as follows:

139

SECTION I: PURPOSE

The purpose of this Agreement is to secure the services of the County to assess, bill and collect

ad valorem property taxes for Taxing Unit and to perform related governmental and administrative

functions and services.

SECTION II: TERM

This Agreement shall continue in full force and effect from year to year until such time as either

party hereto, by written notice to the other, may terminate the same; such termination to be effective

only if such written notice is provided to the other party on or before April 1 of the year in which the

party intends for the Agreement to terminate. Such termination shall be effective September 30

following such notice.

SECTION III: DESCRIPTION OF SERVICES

The Taxing Unit hereby authorizes and designates the Dallas County Tax Assessor-Collector as

the Tax Assessor and Collector for the Taxing Unit.

The Taxing Unit hereby specifically authorizes and designates Dallas County, Texas, its

employees, officials and agents to perform any and all acts which the County, its employees, officials

and agents determine necessary and proper in the best interest of the Taxing Unit in order to

accomplish the services hereby agreed to be performed by the County. iAchu:JiAg resale et @repeR)'

liAser sectieA 14.95, Ta* Cese.

The County, through the Dallas County Tax Assessor-Collector, hereby agrees to provide the

following ad valorem tax related services:

A. Prior to July 31 of each tax year compute the effective tax rate in accordance with theState Property Tax Code;

36

1-40B. Establish the tax roll based on property values and exemptions certified bv the Dallas

Central Appraisal District; and, based on the tax rate, exemptions, and discountsauthorized by the Taxing Unit;

C. Prepare and mail all statutorily required current and delinquent tax statements, deedsand supplements for all Taxing Unit tax accounts and in addition prepare and mail aJanuary mortgage company clean-up and a February delinquent tax statements; Augustand September supplements from DeAD will be processed prior to mailing real propert\,statements;

D. Receive and deposit payment of taxes on behalf of the Taxing Unit;

E. Disburse received tax monies to the Taxing Unit daily based on collectea aeaositeaavailable collected fttAEi.s balances;

F. Approve and refund overpayment or erroneous payment of taxes for the Taxing Unit'sgoverning body pursuant to Texas Tax Code Annotated, Section 31.11 Vernon's 1982),from available current tax collections or from funds appropriated by the Taxing Unit formaking refunds;

G. Approve aRa refHRa frOM waiver of penalty and interest for each Taxing Unit's taxcollection errOReOHS fleRalt·1 aRa,lor iRterest f)a)'MeRts that shoHla ROt have aeeR flaiattAEIef. in accordance with Texas Tax Code, Section 33.011;

H. Prepare and issue Certified Tax Certificates in accordance with Texas Tax CodeAnnotated, Section 31.08;

I. Prepare and submit reports as required, pursuant to Texas Tax Code Annotated, Section31.10, to the Taxing Unit, accounting for all taxes collected. The County further agreesto prepare and/or provide information and reports for state agencies, auditors and otherinterested parties regarding the assessment, collection, and disbursement of ad valoremtaxes;

J. Services requested by Taxing Unit (other than those listed). Such additional services mayresult in additional costs to be paid by Taxing Unit to County;

K. To the extent available in Dallas County's system, other duties associated with collectionof ad valorem taxes as shown in Attachment A, Proposed Services; and

l. If ag,ee8 to a"l aMeA8MeAt to the Ag,eeMeAt a'r the TaJEiRg URit, Select a law firm tocollect the Taxing Unit's delinquent taxes. The taxing Unit will be notified of theexpiration of this agreement prior to beginning the renewal process as well as anycontemplated change in the collection firm.

141;\1. Provide a monthly report on the following performance measures:

• Monthly collection percentage• February mailing cut-off percentage• July cut-off (turnover to law firm)• Funds deposited/transferred• Penalty and interest waived• Telephone unit activity• Extract data file - monthly• Top 100 taxpayers• Property files for LBR• Daily list of refunds

SECTION IV: EXCLUSIONS

The following duties and responsibilities of the Taxing Unit are specifically excluded

from this Agreement:

A. Any obligation of the Dallas Central Appraisal District;

B. Adoption of the tax rate by the Taxing Unit and related publications;

C. Any other obligation imposed by law or other authority upon the Taxing Unit not

specifically stated in this Agreement.

SECTION V: LIMITATION OF LIABILITY

County and Taxing Unit agree and acknowledge that in no event will County's liability to the

Taxing Unit for any reason whatsoever relating to the subject matter of this Agreement exceed the cost

of mailing the Taxing Unit's tax statements, which includes the cost of statements, processing and

mailing. The County and Taxing Unit agree and acknowledge that County will not be liable for any

other direct, special, incidental, or consequential damages and that the aforesaid costs of mailing

constitute liquidated damages under this Agreement.

38

142SECTION VI: COOPERATION

The Taxing Unit agrees to transfer to the possession and control of the County, without charge,

copies of all records necessary for the performance of the duties and responsibilities of the County

pursuant to this Agreement. Taxing Unit agrees to inform County of tax rates, exemptions, governing

body orders, ere. and any other decision of the Taxing Unit that will impact ad valorem tax collection

policy and/or procedures no later than SeflleM13er 19 the last Fridav VleaAeSaa)' of September of each

year.

The parties hereto agree to grant the other free and open aco~ss, at reasonable times and

without charge, to whatever information is needed for the mutual performance of the terms of this

Agreement.

All notices provided to be given under this Agreement shall be given in writing and delivered by

fegl:daf Mail Of certified mail addressed to the proper party, at the following address:

IF TO COUNTY:

WITH COPIES TO:

IF TO TAXING UNIT:

Dallas County JudgeCounty Administration Building411 Elm S1.Dallas, Texas 75202

Dallas County Tax Assessor-CollectorRecords Building - 1st FloorDallas, Texas 75202

Attn.: _

3S

143

SECTION VII: PAYMENT

The Taxing Unit hereby agrees to pay, and the County hereby agrees to accept for the services it

renders pursuant to this Agreement the SUAl af $1.1; fler flarcel ar $1.1; fler ~aJ( accauAt eilleet. WReA

tRe GauAt)' callec~s far a SCRaal Distric~ it '."iII callec~ far ~ke GauA~)' ~sucatiaA District far aA

assitiaAal $.39 fler flarcel ar ~aJ( accaUA~ Billes, If a TaJ(iAg UAi~ Ras ~aJE accauAts ~Ra~ lie au~sise of

Dallas GauAt'", BU~ ~ aflflraises B'" ~ke Dallas GeA~ral Aflflraisal District, tke TaJEiAg UAi~ '..iill f3a),

$2.99 fler flarcel ar taJE accauAt Billes. Far taJE accauAts, PID's aAs S@ecial Distric~s ~kat are autsise of

Dallas GauA~'l, aAs are Aat aflflraises By tke Dallas CeAtral Alflflraisal District aAs tke taJE Ie'll)' is eases

aA saAletkiAg atker tkaA tke t'l@ical taJE calculatiaA, ar far TIF's, PID's ar atker sflecial etist,icts, tke

TaJEiAg UAit ·...iill fla'" tke g,eater af $l.90 fler fla,cel a, taJE accauAt Billes ar aA aAlauAt tkat is eElual ~a

~ke caAlpeAsa~iaA pais ~a tke TaJEiAg UAit UAser aA eJEistiAg caliectiaA agreeAleAt. Far ~aJ( accauA~s,

PID's aAs special Dis~ricts tkat are autsise af Dallas, Aatappraises By tke Dallas CeA~ral Appraisal

District aAs tke ~aJE Ie..,,, is Bases aA a staAsars ~aJE calculatiaA a TaJEiAg UAit will pay ~ke grea~er of

$2.99 ser accauAt ar aA aAlauAt tkat is egual ta tke caAlpeAsatiaA pais ta tke TaJE UAit uAser aA

eJEistiAg caliectiaA agreeAleAt. following:

A. The sum of $1.15 per parcel ar tax account billed in Dallas County and in the city of

Dallas that is appraised and/or certified by the Dallas Central Appraisal District (DCAD).

B. The sum of $2.00 per parcel ar tax account billed outside of Dallas County and in the

City of Dallas that is appraised and/or certified by the DCAD.

C, The sum of $3.00 per Barcel ar tax account billed outside of Dallas County and in the

City of Dallas that is not appraised and or certified by the DCAD.

4C

1-14D. The sum of $2.00 per parcel or tax account billed for PID's or Special Districts Cn3[

are in the Citv of Dallas and appraised and or certified by the DCAD.

E. The Sum of $3.00 per parcel or tax account billed outside of Dallas Count" for PI Dis

or Special Districts in the City of Dallas that are not appraised and or certified by the DCAD.

Accounts added and billed on behalf of the Taxing Unit on supplemental tax rolls shall be similarly

payable when billed by the County.

Excluding the cost of the activities and responsibilities carried out in accordance with the Tax

Data Conversion Workplan and the Acknowledgement letter signed by aU parties and attached to this

agreement as exhibit 1 the Taxing Unit agrees to pay the per parcel cost of the one-time conversion of

all the entity's records into the consolidated tax system. The eRlil)' R=la)' Bis olil the fJFoject; or The

County will contract for fJerforR=l the system and live data conversion al a cosl of service rate; with ~

the County's delinquent tax law firm ',/iII fJerfoFR=I the CORYeFSioR al RO cosl sholils the eRtit), cOAlracl

"/ilh the firR=l for seliREJlieRt ta)( services. The cost to the contracting taxing unit shall be determined

by the number of parcels or tax accounts to be billed, divided into the one time cost and system and

data conversion cost charged by the County's delinquent collection firm.

To pay for the cost of conversion, assessing and collecting taxes for the Taxing Unit, the County

shall wilhhols 2% froR=l relflit:taRces for bill the Taxing Unit on March 1, 2001 and each March 1

thereafter the cost per tax account set forth above above. This shall include but not limited to all

accounts added to the tax collection system from the certified Tax Roll received from DCAD in the prior

Julv and accounts added through supplements through February. for 199% One hundred percent of all

cost billed Ie is he due April 1 of each year. liRtil the aR=lOliRl of tta'/R=leRl R=leRlioRes iR the fJaragraf3hs

aBoye has BeeR receiYes htl lhe COliRtYo_Payment not received by April 1 shall be subject to any late

payment penalty allowed_under Texas lawo

The cost per account, agreed to above, will be annually reviewed by the County ''\lisilor. When

collection fees exceed or are less than the aggregate collection cost incurred by the County for its

fiscal year ending immediately prior to the current tax year, the COlfllflissioRers~ County will

41

1~5

reevaluate the per parcel collection fee. Each Taxing Unit shall be provided written notice of any

change in fee prior to April 1 of Marchl of any year.

If for any reason the Taxing Unit is unable to provide the County with necessary tax rate

account or related information prior to the last V/eaResaay Friday of September +G of each year, the

Taxing Unit agrees to assume the entire cost for such additional statement, processing and mailing. It

is understood, however, that the Taxing Unit will be charged only a e~l::Jall"l prorated amount if another

Taxing Unit is included on such billing.

If the Taxing Unit requires the County to obtain an additional surety bond for the Tax Assessor­

Collector, the Taxing Unit agrees to pay the premium for such bond.

In the case that the Taxing Unit's tax rate is rolled back or otherwise changed after the County

begins collections for the Taxing Unit in any given year, the County will continue to act for the Taxing

Unit in providing refunds to taxpayers or sending corrected billings only if the Taxing Unit, by written

agreement, assumes the actual cost. This cost shall be the actual cost of providing those extra services

required by the rollback or change in the tax rate and such cost shall be paid in the same manner as

hereinabove established ..

The County will also provide, at cost-of-service, any special requests from Taxing Units or

requirements, such as locally legislatioA mandated changes that apply only to ~ e#ies, city or schools,

or special districts; response to natural disasters; requests for special computer reports,-et€.

SECTION VIII: GENERAL PROVISIONS

Terminology shall be defined as interpreted by the Texas Property Tax Code.

This Agreement shall be construed under and in accordance with the laws of the State of Texas,

and exclusive venue for any legal actions between the parties arising from this Agreement shall be in

Dallas County, Texas.

In case anyone or more of the provisions contained in this Agreement shall for any reason be

held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or

4~

1-46uneniorceabilitv shall not affect any other provision thereof and this Agreement shall be construed as

if such invalid, illegal, or unenforceable provision had never been contained herein.

This Agreement constitutes the sole and only Agreement of the parties hereto and supersedes

any prior understandings or written or oral agreements between the parties respecting the within

subject matter.

SECTION IX: AMENDMENTS

Any amendments, alterations, deletions or waiver of the provisions of this Agreement shall be

valid only when expressed in writing and agreed to by both parties, and will be binding only if they do

not adversely affect the prompt fulfillment of contract obligations.

Dallas County Judge

Dallas County Tax Assessor-Collector

APPROVED AS TO FORM:

District Attorney

Taxing Unit

43

147

PROPOSED SERVICES

-\ttachment ~

Dallas County will offer to the extent available in Dallas County's system a high quality ofcomprehensive assessment and collection services. Because we strive to maximize the tax revenuegenerated, we are continually expanding and improving upon our services. In summation, thefollowing are services that Dallas County will provide:

Assessment:

*

*

*

Assessment of each entity's taxable values, calculating their particular exemptions.

Calculating each entity's effective tax rate.

Tax roll maintenance, including updating mortgage company accounts, D.C.A.D.changes, corrections and updates.

Collections:

*

*

*

*

*

*

Calculation, preparation, printing and mailing of consolidated tax statements as requiredby the Texas Property Tax Code.

Lock box depositing of tax payments.

Volume processing for mortgage companies, tax agents and multi-property taxpayers,utilizing tape-to-tape, disc or listing exchanges.

Calculation, preparation, printing and mailing of February and May, Section 33.07(d),Notice; and Section 33.04(b), 5-Year Delinquent Notice.

Calculation, preparation, printing and mailing of supplemental statements.

Notification, calculation and posting of over-65 quarterly payments.

Disbursal and Accounting

*

*

Online calculation of account balance.

Acceptance, posting, accounting, and re-calculating balances for partial payments.

44

148

Disburse funds on a daily basis to a jurisdiction based on collected funds.

*

*

*

*

*

Wire transferring of collected funds to the Taxing Unit's accounts.

Teller balancing and double-entry ledger balancing daily.

Accounting for adjustments, reconciliation, refunds, partial payments, multiple accounts,etc.

Approving and refunding overpayment or erroneous payment of taxes, penalties andinterest.

Oversight of all fiscal records by Dallas County Auditor.

Reports

*

*

*

Standard daily, monthly, annual, to-date reports.

Annual listing of all delinquent accounts, both current and prior years.

Reports per account, per jurisdiction, per fund within jurisdiction, and/or per tax year.

Other Services

*

*

*

*

*

*

*

*

Online 1-D and 1-D-1 calculating and updating.

Online tax receipts and certificates.

Rollback calculating and account updating.

Certified copies of all public records.

Handling of bankruptcy and government foreclosure accounts.

Constant research and updating of records.

Full legislative updates and modifications.

Fi Ie back up with off-site storage of all records.

4:

149\lulti-line telephone and in-person customer .,ervice department to handle all Inquiries.

* Dial up capabilit), of 1£, iAfluiries at OAe tiffie, which will be iAcrease~ wheA, fefluire~ toiAsure reasoAable availability. The CouAt)' ffiay establisR reasoAable access cOAtrols,iAclu~iAg affiOl::lAt of use. The Taxing Unit at their expense may connect up to teninformational terminals to the County's consolidated tax collection system. _

FILE CONVERSION AND TRANSITION

It is iffiportaAt to our ffil:ltt:Jal ta~l3a'/e,s that a traRsitioR iRtO the Dallas GOl::lRt)' tax ol3eratioA Be ....'ellI3laRReeaRe orgaRizee to ffiiRiffiize CORfl:lsiOR aRe eis,l:Il3tiOR,

It isrecoffiffieReee that, iA aeeitioR to 10aeiRg the Cl:I,reRt )'ear roll f,offi DGAD, resieual balaAces foroutstaAeiRg eeliAflueRt aCCOl::lRts Be COAyeFtee aRe loaeee. ACCOl::lRtiRg support frOffi )'our uRit 'h'ill Berefluiree to iAsure that all cOA'tertee eata is BalaAcee aAe recoRcilee to )'our eOlEistiRg recor~s.

COffiplete traAsitioAal histor)' will Be create~ aAe ffiaiAtaiAee for the Cl::IrreAt }'ear aA~ future rolls. Fo,outstaReiRg eeliAfll::leRcies, l3a)'ffieAt traRsactioRs will Be ffiaiRtaiAee aRe a fl::lll traAsactioA histor)' willbe Bl:Iilt l:Il3 oRliRe 'IVheR DGAD acthit.." OR a l3aFticl:llar aCCOl::lRt yta,raRts. MaRl:Ial ,eco,es OR l3al3e, 0'

ffiic,afiche will Be l::Isee to Sl:ll3l3ort ,eco,es bl:lile l:Il3 aRe thl:lsl3Fol3e, haReliRg of a DeAD aejl::lstffieRt.Each IaKiRg l::IRit will be ,eEtl:li,ee to l3a'l its file cOR'te,sioR aRe set l:Il3 cost as a ORe tiffie fee. The costwill Be ee'"elol3ee aRe .13,eseRtee to the TaOlEiRg URit B'I the GOYRt,! aRe al3l3,ovee as l3art of the Ser,iceAg,eeMeRt. All ,eco,es to Be CORfJeAee '/lill he I3FofJieee h'l the Ta~iRg URit bl'l Jl:Il'l 1.

46

150

May 16,2000

MISCELLANEOUS

I) DALLAS COUNTY HOSPITAL DISTRICT - requests permission to renew thelease agreements at Bank One, 6300 Harry Hines Boulevard (Suites 102, 300, 400,and 500) and Suite B-250 in the Exchange Park complex due to expire on June 30,2000.

(PLEASE REFER TO INFORMATION ITEM #3)

2) JUSTICE OF THE PEACE 3-1 (SEIDER) - requests reimbursement of $10 for ashortage that occurred on March 21, 2000 in accordance with County Self-InsurancePolicy, Section E-13.00. Funds are available from countywide self-insurance.Reviewed by County Auditor.

(PLEASE REFER TO INFORMATION ITEM #4)

3) SHERIFF's DEPARTMENT-Inmate Program - requests permission to extend acontract employment agreement for Substance Abuse Counselor Martine Navarro foran additional 60 days at the current rate of $23 per hour. Of the four LCDCcredentialed counselor positions, three are now filled and one individual is in thefinal hiring process. As a result, this contract is expected to be canceled prior to theend ofthe 60 day extension. Within budget, recommended by the Office ofBudgetand Evaluation.

4) TAX ASSESSOR/COLLECTOR - requests authorization to double-fill the TaxAccounting Manager position for six weeks of benefit runoff following theretirement ofthe incumbent on May 31, 2000. It is imperative that a replacement ishired during the runoff period to ensure the County has a trained AccountingManager in place for the formulation of the tax rates at the critical period of theFY2001 budget process. In accordance with Dallas County Policy, the first twoweeks ofthe benefit runoffwill be absorbed by the Tax Office. The maximum costof the remaining four weeks (including benefits) is $5,520. Recommended by theOffice ofBudget and Evaluation.

151

5) DISTRICT ATTORNEY-Kids In Court Program - requests pennission to accept adonation of $3jOO from The Greater Dallas Chapter of the National Council ofJewish Women. Funds would be placed in the Imprest Fund with records maintainedas usual based on consultation with the County Auditor's Office.

TRAVEL REQUESTS

6) PUBLIC WORKS - Donald Holzwarth - Annual Dallas-Ft. Worth Area Partners InMobility North Texas Delegation Meeting - Austin, TX - May 24-25,2000: $235.04from General Fund, Public Works Department, Business Travel Account, FY2000Budget, (00 120.2010.040 10.2000).

7) CONSTABLE. PCT. 3 (RICHARDSON) - 4 officers - Corpus Christi Civil ProcessTraining - May 23-26, 2000 in County vehicle with gas credit cards and no otherexpense to Dallas County.

8) HEALTH & HUMAN SERVICES - (revised request) Cleda Mathews and JaneseJackson (instead of Cleda Mathews and Fred Hall) - National TB ControllersWorkshop - Atlanta, GA - August 30-September 1, 2000: $1,460 from Grant Fund,TB Refugee Department, Conference Training Account, FY2000 Budget,(00466.8702.02460.2000).

9) ELECTIONS - Bruce Sherbet, Toni Pippins-Poole, and Danny Clayton - 29th AnnualConference ofthe International Association ofClerks, Recorders, Election Officials,and Treasurers - Cleveland, OH - June 10-15, 2000: $5,473.09 as follows - $750(which will be reimbursed fully by the State) from General Fund, ElectionsDepartment, Training Fees Account, FY2000 Budget, (00120.1210.02460.2000) and$4,723.09 from General Fund, Elections Department, Business Travel Account,FY2000 Budget, (00120.1210.04010.2000).

152

10) CONSTABLE, PCT. 6 - Deputies - Civil Process SchooI- Corpus Christi. TX - May23-26, 2000 in County vehicles with gas credit cards and no other expense toDallas County.

11) DISTRICT ATTORNEY - Jeannette LaFontaine-Mack - National Coalition AgainstDomestic Violence Conference "Envisioning Our Future Peace with Justice" ­Portland, OR - July 16-19, 2000: $1,301 as follows - $706 from Grant Fund,Protective Order Case Manager Department, Training Fees Account, FY99-2000Budget, (00466.6002.02460.1999/2000) and $595 from Grant Fund, Protective OrderCase Manager Department, Training Fees Account, FY2000 Budget,(00466.6002.02460.2000).

EXCEPTION TO TRAVEL REOUESTSUNLESS SPECIFICALLY OBJECT TO, ALL ITEMS PRESENTED

AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

12) PURCHASING DEPARTMENT - John Cantwell - Texas County PurchasingAssociation Annual Workshop - Austin, TX - May 16-18,2000: $400 from DDAaccount.

MISCELLANEOUS EQUIPMENT

1) DEPARTMENT: 2010ITEMS:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

Public Works1 - storage cabinet with locks$171Public Works Department, Fees and Dues (withinbudget)00120.2010.08610.2000 (General Fund, Public Works,Special Equipment. FY2000)

PROPOSED ACTION:

2) DEPARTMENT: 2010ITEMS:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

PROPOSED ACTION:

3) DEPARTMENT: 2010ITEMS:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

4) DEPARTMENT: 2520ITEMS:ESTIMATED COST:

FUNDING SOURCE:

153

Public Works requests approval to purchase one steelstorage cabinet with locks. Public Works has acquireda significant amount of Geographic Information Systemsoftware and support documentation. A secure locationis needed to store the items. Recommended byCommunications and Central Services.

Public Works1 - high resolution video camera$2,000Public Works Department, Fees and Dues (withinbudget)00120.2010.08610.2000 (General Fund. Public Works.Special EQuipment. FY2000)Public Works requests approval to purchase one high­resolution video camera to replace an existing personalvideo camera in the Property Division. The PropertyDivision currently uses the personal video camera oftheAssistant Director to tape sites approximately once perweek. That camera is now broken and is not repairable.Recommended by the Office of Budget and Evaluation.

Public Works2 - cell phones, lighter adapters, and rate plans$290 (4 months)Reserves & Contingency, Furniture and Equipment00120.3311.07213.2000 (General Fund. Public Works.Cellular Phones. FY2000)The Public Works Department requests two cellularphones for the Assistant Directors ofTransportationIPlanning Division and Property Division.These two positions spend a great deal of time in thefield (meetings, seminars, workshops, etc.). Cellularphones are requested to improve their availability andaccess. Recommended by Central Communications andCentral Services.

Road and Bridge District #21 - Network Compatible Printer$1,600Road and Bridge District #2, New Program Contingency(within budget)

EXPE"N'DITURE SOURCE:

PROPOSED ACTION:

154

00105.2520.08630.2000 (Road and Bridge Fund, Roadand Bridge #2, Computer Hard\vare, FY2000)Road and Bridge District #2 requests approval topurchase one net\vork compatible printer. This printerwill be used by the Superintendent to monitor dailyoperations and interface with the County's accountingsystem. Recommended by the MIS Director.

TELECOMMUNICATIONS REQUESTS

Health & Human Services - requests:M-0005003 - to install a single-line for a fax in the Human Resources area Room 649.Installation: $63.00; no monthly service increase. Recommended.

M-0005005 - to install three additional lines for the summer heat hotline to provide bettersupport. Installation: $42.00; no monthly service increase. Recommended.

Juvenile M-0005004 - requests to install a single-line phone in room set up for BrownSchool. Installation: $52.50; no monthly service increase. Recommended.

Auditor M-0005009, M-0005008, M-0005007, M-0005006 - requests to re-route severalphone locations from the floor to wall drops to remove hazard. Installation: $577.05; nomonthly service increase. Recommended.

County Clerk M-0005010 - requests to install three single-lines in the cashieringworkstation. One each in the Civil, Probate, and Recording Departments and one for amodem. Installation: $84.00; no monthly service increase. Recommended.

Funding for the above request is available from countywide Department 800, line item 432,Telephone Contingency.

Pagers

CSCD 0002044 - requests to provide five digital pagers with v-mail notification. Monthlyservice increase: $3.88. Recommended.

Pagers are funded by the requesting department unless otherwise indicated.

••••••••••••