attachment - a committee... · 2020. 3. 20. · account code account title ytd budget $ ytd actual...

ATTACHMENT - A

ATTACHMENT - B

ATTACHMENT - C

ATTACHMENT - D

CVCOG

Summary Budget Comparison - DIR-Grant 701, Head Start 16-17

From 6/1/2016 Through 8/31/2017

Account Code Account Title YTD Budget $ YTD Actual Current Period Actual YTD Budget $ Variance

Percent Total

Budget Used

701 Head Start FY16-17 06CH7116-03-00

004 Revenue

4134 HHS-ACF Head Start 16-17 CFDA 93.600 5,849,657.00 5,849,657.00 193,812.11 0.00 100.00%

4411 IK Contributions 562,632.00 632,531.33 0.00 69,899.33 112.42%

4414 Delegate InKind 899,783.00 1,335,821.91 (54,814.94) 436,038.91 148.46%

4522 SAISD Program Income 0.00 1,154.50 0.00 1,154.50 100.00%

4523 SAISD General Fund Revenue 0.00 4,270.27 4,270.27 4,270.27 100.00%

Total 004 Revenue 7,312,072.00 7,823,435.01 143,267.44 511,363.01 106.99%

400 Head Start Rural

5110 Salaries/Wages 991,429.25 991,429.25 0.00 0.00 100.00%

5113 Sick Leave 12,670.95 12,670.95 0.00 0.00 100.00%

5118 General Overtime Hours 453.25 453.25 0.00 0.00 100.00%

5119 General Double Time 200.00 200.00 0.00 0.00 100.00%

5120 Holiday Leave 75,175.02 75,175.02 0.00 0.00 100.00%

5121 Bereavement Leave 161.56 161.56 0.00 0.00 100.00%

5122 Head Start Paid Time Off 23,598.44 23,598.44 0.00 0.00 100.00%

5150 Vacation Time Allocation 82,013.47 82,013.47 0.00 0.00 100.00%

5151 Medicare Tax 15,233.90 15,233.90 0.00 0.00 100.00%

5152 OASDI 159.75 159.75 0.00 0.00 100.00%

5172 Worker's Comp Insurance 7,250.41 7,250.41 0.00 0.00 100.00%

5173 SUTA 1,629.72 1,629.72 0.00 0.00 100.00%

5174 Health Insurance Benefit 276,788.80 276,788.80 0.00 0.00 100.00%

5175 Dental Insurance Benefit 11,640.31 11,640.31 0.00 0.00 100.00%

5176 Life Insurance Benefit 11,740.10 11,740.10 0.00 0.00 100.00%

5181 Retirement 142,642.80 142,642.80 0.00 0.00 100.00%

5199 Indirect Costs 266,223.23 266,223.23 0.00 0.00 100.00%

5291 Contract Services 19,619.68 19,619.68 0.00 0.00 100.00%

5294 HS Policy Council 3,825.61 3,825.61 0.00 0.00 100.00%

5296 HS Parent Service 7,651.53 7,651.53 0.00 0.00 100.00%

5308 Head Start T & T A 28,352.00 28,804.46 0.00 (452.46) 101.59%

5309 Travel-In Region 4,180.71 4,180.71 0.00 0.00 100.00%

5310 Travel-Out of Region 1,179.93 1,179.93 0.00 0.00 100.00%

5410 Other Facility Rental 966.10 966.10 0.00 0.00 100.00%

5411 Rent 23,847.20 23,847.20 0.00 0.00 100.00%

5413 HS Site Rent 26,400.00 26,400.00 0.00 0.00 100.00%

5431 Utilities 2,896.37 2,896.37 0.00 0.00 100.00%

5433 HS Site Center Utilities 25,388.68 25,388.68 0.00 0.00 100.00%

5451 Bldg Maintenance 3,815.52 3,815.52 0.00 0.00 100.00%

5453 HS Site Center Bldg Maint 65,783.63 65,008.96 7,990.00 774.67 98.82%

Date: 9/20/2017, 12:04 PM Page: 1

ATTACHMENT - E

CVCOG


From 6/1/2016 Through 8/31/2017


Percent Total

Budget Used

701 Head Start FY16-17 06CH7116-03-00

5510 Supplies 27,314.72 27,314.72 0.00 0.00 100.00%

5512 HS Class Room Supplies 57,152.42 57,152.42 0.00 0.00 100.00%

5514 HS Medical Supplies 415.32 415.32 0.00 0.00 100.00%

5515 HS Disability Supplies 225.86 225.86 0.00 0.00 100.00%

5632 Copier 7,196.48 7,196.48 0.00 0.00 100.00%

5711 Insurance 3,398.55 3,398.55 0.00 0.00 100.00%

5721 Printing 1,715.08 1,715.08 0.00 0.00 100.00%

5722 Ads & Promotions 3,092.65 3,092.65 0.00 0.00 100.00%

5751 Training 452.46 0.00 0.00 452.46 0.00%

5753 Dues and fees 1,769.97 1,769.97 0.00 0.00 100.00%

5760 HS Site Center Communications 8,941.48 8,941.48 0.00 0.00 100.00%

5761 Communications 1,197.26 1,197.26 0.00 0.00 100.00%

5762 Postage/freight 1,976.17 1,976.17 0.00 0.00 100.00%

Total 400 Head Start Rural 2,247,766.34 2,246,991.67 7,990.00 774.67 99.97%

407 Head Start Rural Nutrition

5110 Salaries/Wages 2.32 2.32 0.00 0.00 100.00%

5151 Medicare Tax 0.03 0.03 0.00 0.00 100.00%

5172 Worker's Comp Insurance 0.06 0.06 0.00 0.00 100.00%

5174 Health Insurance Benefit 0.93 0.93 0.00 0.00 100.00%

5175 Dental Insurance Benefit 0.04 0.04 0.00 0.00 100.00%

5181 Retirement 0.26 0.26 0.00 0.00 100.00%

5199 Indirect Costs 0.58 0.58 0.00 0.00 100.00%

5295 HS Nutrition Service 2,754.44 2,754.44 0.00 0.00 100.00%

Total 407 Head Start Rural Nutrition 2,758.66 2,758.66 0.00 0.00 100.00%

409 Head Start Rural InKind

6791 InKind Other 562,632.00 632,531.33 0.00 (69,899.33) 112.42%

Total 409 Head Start Rural InKind 562,632.00 632,531.33 0.00 (69,899.33) 112.42%

422 HS SAISD Delegate Agency-Head Start

5116 Delegate Salaries 1,684,754.13 1,682,449.23 74,926.32 2,304.90 99.86%

5153 Delegate Fringe Benefits 402,532.80 409,383.51 20,195.91 (6,850.71) 101.70%

5290 HS Delegate Contract Services 5,154.45 5,154.45 0.00 0.00 100.00%

5297 HS Delegate Health & Disb 13,985.53 13,985.53 0.00 0.00 100.00%

5299 HS Delegate Parent Svc 2,043.26 2,043.26 0.00 0.00 100.00%

5306 HS Delegate T & TA 31,935.00 31,935.00 0.00 0.00 100.00%

5316 HS Delegate Travel 3,536.33 3,536.33 0.00 0.00 100.00%

5364 HS Delegate Vehicle Maint 419.37 419.37 0.00 0.00 100.00%

Date: 9/20/2017, 12:04 PM Page: 2

CVCOG


From 6/1/2016 Through 8/31/2017


Percent Total

Budget Used

701 Head Start FY16-17 06CH7116-03-00

5432 HS Delegate Utilities/Phone 86,702.69 86,702.69 0.00 0.00 100.00%

5455 HS Delegate Bldg Maint 138,152.47 138,152.47 91,467.00 0.00 100.00%

5507 HS Delegate Disability Supplies 1,328.37 1,328.37 0.00 0.00 100.00%

5508 HS Delegate Class Room Supplies 64,303.00 64,303.00 0.00 0.00 100.00%

5509 HS Delegate Supplies 34,754.11 34,754.11 0.00 0.00 100.00%

5517 HS Delegate Technology/Imaging 17,744.25 17,744.25 0.00 0.00 100.00%

5710 HS Delegate Insurance 2,103.30 2,103.30 0.00 0.00 100.00%

5720 HS Delegate Printing 1,332.63 1,332.63 0.00 0.00 100.00%

5750 HS Delegate Training 28,377.07 28,377.07 0.00 0.00 100.00%

5752 HS Delegate Dues & Fees 7,054.24 7,054.24 0.00 0.00 100.00%

Total 422 HS SAISD Delegate Agency-Head Start 2,526,213.00 2,530,758.81 186,589.23 (4,545.81) 100.18%

423 HS SAISD Delegate Agency-Early

5116 Delegate Salaries 764,225.65 765,564.36 2,912.92 (1,338.71) 100.17%

5153 Delegate Fringe Benefits 188,810.63 189,188.85 653.53 (378.22) 100.20%

5290 HS Delegate Contract Services 669.10 669.10 0.00 0.00 100.00%

5297 HS Delegate Health & Disb 1,591.57 1,591.57 0.00 0.00 100.00%

5298 HS Delegate Nutrition Svc 7,964.10 7,964.10 0.00 0.00 100.00%

5299 HS Delegate Parent Svc 557.47 557.47 0.00 0.00 100.00%

5306 HS Delegate T & TA 25,395.00 25,395.00 0.00 0.00 100.00%

5432 HS Delegate Utilities/Phone 16,972.60 16,972.60 0.00 0.00 100.00%

5455 HS Delegate Bldg Maint 6,732.86 6,732.86 0.00 0.00 100.00%

5507 HS Delegate Disability Supplies 2,568.12 2,568.12 0.00 0.00 100.00%

5508 HS Delegate Class Room Supplies 27,604.06 27,604.06 0.00 0.00 100.00%

5509 HS Delegate Supplies 15,302.17 15,238.87 (63.30) 63.30 99.58%

5517 HS Delegate Technology/Imaging 1,704.59 1,704.59 0.00 0.00 100.00%

5710 HS Delegate Insurance 461.70 461.70 0.00 0.00 100.00%

5720 HS Delegate Printing 4,537.70 4,537.70 0.00 0.00 100.00%

5750 HS Delegate Training 6,970.04 6,970.04 0.00 0.00 100.00%

5752 HS Delegate Dues & Fees 851.64 851.64 0.00 0.00 100.00%

Total 423 HS SAISD Delegate Agency-Early 1,072,919.00 1,074,572.63 3,503.15 (1,653.63) 100.15%

429 Head Start SAISD InKind

6298 InKind Head Start Delegate Agency 631,553.00 854,785.44 (3,761.83) (223,232.44) 135.34%

Total 429 Head Start SAISD InKind 631,553.00 854,785.44 (3,761.83) (223,232.44) 135.35%

Date: 9/20/2017, 12:04 PM Page: 3

CVCOG


From 6/1/2016 Through 8/31/2017


Percent Total

Budget Used

701 Head Start FY16-17 06CH7116-03-00

430 Early Head Start SAISD InKind

6299 InKind EarlyHead Start Delegate 268,230.00 481,036.47 (51,053.11) (212,806.47) 179.33%

Total 430 Early Head Start SAISD InKind 268,230.00 481,036.47 (51,053.11) (212,806.47) 179.34%

Total Expenditures 7,312,072.00 7,823,435.01 143,267.44 (511,363.01) 106.99%

Total Revenue over Expenditures 0.00 0.00 0.00 0.00 0.00%

Rural Head Start 2,250,525.00 2,249,750.33 7,990.00 774.67 99.97%

SAISD Head Start 2,526,213.00 2,529,604.31 186,589.23 (3,391.31) 100.13%

SAISD Early Head Start 1,072,919.00 1,074,572.63 3,503.15 (1,653.63) 100.15%

Total Federal 5,849,657.00 5,853,927.27 198,082.38 (4,270.27) 100.07%

Total Program Income - 1,154.50 - (1,154.50) 100.00%

Total Non-Federal 1,462,415.00 1,968,353.24 (54,814.94) (505,938.24) 134.60%

Grand Total HHS Head Start Expenditures 7,312,072.00 7,823,435.01 143,267.44 (511,363.01) 106.99%

CVCOG Rural Admin 130,915.30

CVCOG Indirect 266,223.81

SAISD Admin 520,676.93

SAISD Early Admin 60,272.34

Total Non-Federal Admin 0.00

Total Administrative 978,088.38

Head Start Budget 7,312,072.00

Administrative Percentage of Approved Budget 13.38% 14.12% 12.91%

Note: Administrative Maximum Percentage is 15% CVCOG SAISD

Percentage of Non-Federal to Total Required 20.00% 25.16% Current Non-Federal %

Date: 9/20/2017, 12:04 PM Page: 4

CVCOG


From 6/1/2017 Through 8/31/2017

Account Code Account Title YTD Budget $ YTD Actual

Current Period

Actual YTD Budget $ Variance

Percent Total Budget

Used

728 Head Start FY 17-18 06CH7116-04-00

004 Revenue

4140 HHS-ACF Head Start 17-18 CFDA 93.600 5,907,297.00 959,910.33 353,278.62 (4,947,386.67) 16.24%

4411 IK Contributions 567,372.00 1,650.00 1,650.00 (565,722.00) 0.29%

4414 Delegate InKind 909,453.00 98,132.18 98,132.18 (811,320.82) 10.79%

Total 004 Revenue 7,384,122.00 1,059,692.51 453,060.80 (6,324,429.49) 14.35%

400 Head Start Rural

5110 Salaries/Wages 1,074,024.00 248,449.95 89,251.57 825,574.05 23.13%

5113 Sick Leave 13,500.00 3,430.56 1,430.63 10,069.44 25.41%

5115 Jury Duty 0.00 852.72 387.60 (852.72) 100.00%

5118 General Overtime Hours 500.00 46.72 41.00 453.28 9.34%

5119 General Double Time 200.00 0.00 0.00 200.00 0.00%

5120 Holiday Leave 67,000.00 4,027.43 0.00 62,972.57 6.01%

5121 Bereavement Leave 150.00 0.00 0.00 150.00 0.00%

5122 Head Start Paid Time Off 21,000.00 3,027.57 2,578.33 17,972.43 14.41%

5150 Vacation Time Allocation 19,259.00 3,544.89 1,232.54 15,714.11 18.40%

5151 Medicare Tax 17,356.00 3,609.08 1,305.71 13,746.92 20.79%

5152 OASDI 100.00 0.00 0.00 100.00 0.00%

5172 Worker's Comp Insurance 8,853.00 1,809.37 634.95 7,043.63 20.43%

5173 SUTA 417.00 26.57 15.49 390.43 6.37%

5174 Health Insurance Benefit 360,729.00 62,487.56 18,861.00 298,241.44 17.32%

5175 Dental Insurance Benefit 13,293.00 2,686.12 799.30 10,606.88 20.20%

5176 Life Insurance Benefit 11,455.00 2,792.45 855.88 8,662.55 24.37%

5181 Retirement 148,127.00 39,020.27 14,053.38 109,106.73 26.34%

5199 Indirect Costs 289,180.00 60,591.75 21,176.21 228,588.25 20.95%

5291 Contract Services 28,000.00 104.00 0.00 27,896.00 0.37%

5293 HS Health & Disab Svc 500.00 0.00 0.00 500.00 0.00%

5294 HS Policy Council 4,000.00 341.80 269.38 3,658.20 8.54%

5296 HS Parent Service 700.00 154.15 154.15 545.85 22.02%

5308 Head Start T & T A 28,352.00 4,835.18 2,925.11 23,516.82 17.05%

5309 Travel-In Region 4,000.00 932.06 474.39 3,067.94 23.30%

5310 Travel-Out of Region 2,000.00 0.00 0.00 2,000.00 0.00%

5410 Other Facility Rental 800.00 228.00 76.00 572.00 28.50%

5411 Rent 21,735.00 5,460.00 1,820.00 16,275.00 25.12%

5413 HS Site Rent 26,400.00 6,900.00 2,300.00 19,500.00 26.13%

5431 Utilities 4,000.00 246.16 16.94 3,753.84 6.15%

5433 HS Site Center Utilities 23,000.00 4,010.72 1,634.65 18,989.28 17.43%

5451 Bldg Maintenance 3,795.00 873.60 291.20 2,921.40 23.01%

5453 HS Site Center Bldg Maint 25,000.00 8,830.85 4,188.70 16,169.15 35.32%

Date: 9/20/2017, 12:27 PM Page: 1

ATTACHMENT - F

CVCOG


From 6/1/2017 Through 8/31/2017


Current Period



Used

728 Head Start FY 17-18 06CH7116-04-00

5510 Supplies 10,000.00 1,429.92 422.28 8,570.08 14.29%

5512 HS Class Room Supplies 12,822.00 4,510.89 4,055.50 8,311.11 35.18%

5514 HS Medical Supplies 1,200.00 207.65 207.65 992.35 17.30%

5515 HS Disability Supplies 400.00 0.00 0.00 400.00 0.00%

5622 Internal Computer/Software 2,000.00 0.00 0.00 2,000.00 0.00%

5632 Copier 4,500.00 2,421.25 514.99 2,078.75 53.80%

5711 Insurance 2,000.00 398.25 0.00 1,601.75 19.91%

5721 Printing 1,000.00 646.96 0.00 353.04 64.69%

5722 Ads & Promotions 2,000.00 471.95 42.50 1,528.05 23.59%

5753 Dues and fees 4,500.00 1,322.20 1,004.27 3,177.80 29.38%

5760 HS Site Center Communications 8,139.00 2,085.65 993.13 6,053.35 25.62%

5761 Communications 1,500.00 31.00 0.00 1,469.00 2.06%

5762 Postage/freight 2,000.00 417.97 200.84 1,582.03 20.89%

Total 400 Head Start Rural 2,269,486.00 483,263.22 174,215.27 1,786,222.78 21.29%

409 Head Start Rural InKind

6791 InKind Other 567,372.00 1,650.00 1,650.00 565,722.00 0.29%

Total 409 Head Start Rural InKind 567,372.00 1,650.00 1,650.00 565,722.00 0.29%

422 HS SAISD Delegate Agency-Head Start

5116 Delegate Salaries 1,762,334.00 148,668.01 46,714.07 1,613,665.99 8.43%

5153 Delegate Fringe Benefits 524,963.00 30,275.31 11,039.11 494,687.69 5.76%

5232 HS Delegate Audit 3,750.00 0.00 0.00 3,750.00 0.00%

5290 HS Delegate Contract Services 5,000.00 779.10 0.00 4,220.90 15.58%

5297 HS Delegate Health & Disb 10,000.00 0.00 0.00 10,000.00 0.00%

5299 HS Delegate Parent Svc 1,400.00 133.13 68.60 1,266.87 9.50%

5306 HS Delegate T & TA 31,935.00 12,141.22 8,941.29 19,793.78 38.01%

5316 HS Delegate Travel 6,000.00 461.74 461.74 5,538.26 7.69%

5364 HS Delegate Vehicle Maint 1,500.00 249.92 0.00 1,250.08 16.66%

5432 HS Delegate Utilities/Phone 100,067.00 9,912.19 8,541.08 90,154.81 9.90%

5455 HS Delegate Bldg Maint 30,000.00 0.00 0.00 30,000.00 0.00%

5507 HS Delegate Disability Supplies 7,051.00 0.00 0.00 7,051.00 0.00%

5508 HS Delegate Class Room Supplies 28,045.00 12,276.47 11,163.83 15,768.53 43.77%

5509 HS Delegate Supplies 26,887.00 5,367.48 4,127.13 21,519.52 19.96%

5517 HS Delegate Technology/Imaging 1,000.00 2,244.88 1,254.88 (1,244.88) 224.48%

5710 HS Delegate Insurance 1,620.00 2,103.30 2,103.30 (483.30) 129.83%

5720 HS Delegate Printing 2,065.00 1,152.63 1,152.63 912.37 55.81%

5750 HS Delegate Training 1,400.00 0.00 0.00 1,400.00 0.00%

5752 HS Delegate Dues & Fees 9,400.00 3,604.02 0.00 5,795.98 38.34%

Date: 9/20/2017, 12:27 PM Page: 2

CVCOG


From 6/1/2017 Through 8/31/2017


Current Period



Used

728 Head Start FY 17-18 06CH7116-04-00

Total 422 HS SAISD Delegate Agency-Head Start 2,554,417.00 229,369.40 95,567.66 2,325,047.60 8.98%

423 HS SAISD Delegate Agency-Early

5116 Delegate Salaries 778,467.00 191,906.39 61,336.38 586,560.61 24.65%

5153 Delegate Fringe Benefits 215,105.00 46,352.30 16,051.71 168,752.70 21.54%

5232 HS Delegate Audit 600.00 0.00 0.00 600.00 0.00%

5290 HS Delegate Contract Services 650.00 0.00 0.00 650.00 0.00%

5297 HS Delegate Health & Disb 1,000.00 0.00 0.00 1,000.00 0.00%

5298 HS Delegate Nutrition Svc 10,000.00 5.76 0.00 9,994.24 0.05%

5299 HS Delegate Parent Svc 600.00 0.00 0.00 600.00 0.00%

5306 HS Delegate T & TA 25,395.00 2,167.56 1,398.40 23,227.44 8.53%

5432 HS Delegate Utilities/Phone 15,000.00 1,894.91 1,672.00 13,105.09 12.63%

5455 HS Delegate Bldg Maint 5,130.00 0.00 0.00 5,130.00 0.00%

5507 HS Delegate Disability Supplies 3,127.00 0.00 0.00 3,127.00 0.00%

5508 HS Delegate Class Room Supplies 10,039.00 2,354.49 1,181.87 7,684.51 23.45%

5509 HS Delegate Supplies 11,271.00 332.59 332.59 10,938.41 2.95%

5517 HS Delegate Technology/Imaging 0.00 538.84 538.84 (538.84) 100.00%

5710 HS Delegate Insurance 450.00 461.70 461.70 (11.70) 102.60%

5720 HS Delegate Printing 500.00 253.02 253.02 246.98 50.60%

5750 HS Delegate Training 500.00 0.00 0.00 500.00 0.00%

5752 HS Delegate Dues & Fees 5,560.00 1,010.15 269.18 4,549.85 18.16%

Total 423 HS SAISD Delegate Agency-Early 1,083,394.00 247,277.71 83,495.69 836,116.29 22.82%

429 Head Start SAISD InKind

6298 InKind Head Start Delegate Agency 638,604.00 7,523.66 7,523.66 631,080.34 1.17%

Total 429 Head Start SAISD InKind 638,604.00 7,523.66 7,523.66 631,080.34 1.18%

430 Early Head Start SAISD InKind

6299 InKind EarlyHead Start Delegate 270,849.00 90,608.52 90,608.52 180,240.48 33.45%

Total 430 Early Head Start SAISD InKind 270,849.00 90,608.52 90,608.52 180,240.48 33.45%

Total Expenditures 7,384,122.00 1,059,692.51 453,060.80 6,324,429.49 14.35%

Total Revenue over Expenditures 0.00 0.00 0.00 0.00 0.00%

Date: 9/20/2017, 12:27 PM Page: 3

CVCOG


From 6/1/2017 Through 8/31/2017


Current Period



Used

728 Head Start FY 17-18 06CH7116-04-00

Rural Head Start 2,269,486.00 483,263.22 174,215.27 1,786,222.78 21.29%

SAISD Head Start 2,554,417.00 229,369.40 95,567.66 2,325,047.60 8.98%

SAISD Early Head Start 1,083,394.00 247,277.71 83,495.69 836,116.29 22.82%

Total Federal 5,907,297.00 959,910.33 353,278.62 4,947,386.67 16.25%

Total Non-Federal 1,476,825.00 99,782.18 99,782.18 1,377,042.82 6.76%

Grand Total HHS Head Start Expenditures 7,384,122.00 1,059,692.51 453,060.80 6,324,429.49 14.35%

CVCOG Rural Admin 25,670.08

CVCOG Indirect 60,591.75

SAISD Admin 125,925.24

SAISD Early Admin 12,160.91

Total Non-Federal Admin 0.00

Total Administrative 224,347.98

Head Start Budget 7,384,122.00

Administrative Percentage of Approved Budget 3.04% 3.04% 3.04%

Note: Administrative Maximum Percentage is 15% CVCOG SAISD

Percentage of Non-Federal to Total Required 20.00% 9.42% Current Non-Federal %

Date: 9/20/2017, 12:27 PM Page: 4

ATTACHMENT - G

ATTACHMENT - H

Changes made to Bylaws:

- Texas Natural Resource Conservation Committee changed to Texas

Commission on Environmental Quality

- Addition of paragraph “The Committee may make decisions in the time

between regular meetings via conference calls or by email, provided all

persons entitled to participate receive proper notice of the meeting or are

included on all email communication” under Article IV, Meetings of the

Committee, Section 2. Special Meetings.

ATTACHMENT - K

BYLAWS

CONCHO VALLEY COUNCIL OF GOVERNMENTS

SOLID WASTE ADVISORY COMMITTEE ARTICLE I

NAME AND PURPOSE

SECTION 1. Name Concho Valley Council of Governments, Solid Waste Advisory

Committee (Committee)

SECTION 2. Purpose The purpose of the Committee is:

(a) to promote solid waste reduction and recycling in the Concho Valley

Planning Region of Texas;

(b) to increase assist landfill operators in obtaining information to aid in the

operation and maintenance of landfills of the region.

(c) to assist and coordinate solid waste planning efforts of local governments

and operators of landfills in the region;

(d) to assist local governments in obtaining funding for solid waste, composting,

and recycling projects to reduce the amount of waste disposed in landfills.

(e) to provide training opportunities for local governments leading to profes

sional management of landfills and waste reduction.

(f) to develop and maintain a regional solid waste management plan for the

region;

(g) to conduct other activities supporting the region's solid waste goals and

objectives; and

(h) all other rights and powers granted to the Committee pursuant to the

directives of the Executive Committee of the Concho Valley Council of

Governments and the Texas Commission on Environmental Quality.

SECTION 3. Service Area The committee shall serve member counties and cities within

the counties of: Coke, Concho, Crockett, Irion, Kimble, McCulloch, Mason, Menard,

Reagan, Schleicher, Sterling, Sutton, and Tom Green.

1

ARTICLE II

Committee Members

SECTION 1. General Powers and Qualifications The planning and programs of the

Committee shall be approved by the Executive Committee of the Concho Valley Council

of Governments. The committee shall be composed of representatives of each local

government and/or landfill operator in the region. Other members shall represent private

solid waste operators in the region and members of environmental groups. Other

members may be added as required to comply with TNRCC requirements.

SECTION 2. Representation and Method of Appointment

(a} Each member city or county shall have one (1} representative.

(b) Each operating landfill shall have one (1} representative if not already

represented under Section 2(a}.

(c) Each private firm offering collection, landfill, or processing service in the

area shall have one (1) representative.

(d) Each group concerned with environmental issues in the area shall have one

(1} representative.

(e) The Texas Commission on Environmental Quality shall be represented by

one (1} member.

(f) The U.S. Soil Conservation Service shall be represented by one (1} member.

(g) Goodfellow AFB shall be represented by one (1) member.

(h) Each committee member shall be appointed by the Executive Committee of

the Concho Valley Council of Governments.

SECTION 3. Tenure All representatives shall serve at the will of the Executive

Committee. A person shall automatically be removed from the committee when he/she no

longer meets qualifications for the position.

SECTION 4. Vacancies Vacancies on the committee may be filled in the same manner

as that in which they are initially filled.

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SECTION 5. Resignation Each member shall have the right to resign at any time upon

written notice thereof to the Executive Committee of the Concho Valley Council of

Governments. Unless otherwise specified in the notice, the resignation shall take effect

when a successor has been duly appointed as specified in Section 4 of Article II.

ARTICLE Ill

Duties of the Committee

SECTION 1. General The committee shall review solid waste, composting, used oil, and

recycling programs of the Concho Valley Council of Governments The committee shall

recommend programs, or changes to existing programs, to the Executive Committee.

SECTION 2. Subcommittees The Committee may establish such subcommittees as it

determines are needed to meet the needs of the members.

SECTION 3. Regional Solid Waste Management Plan The committee shall be

responsible for reviewing, updating, and adopting a Regional Solid Waste Management

Plan and recommending adoption by the Executive Committee of the CVCOG and also by

the Texas Commission on Environmental Quality.

SECTION 4. Technical Assistance The Committee shall review the technical assistance

services provided by the Concho Valley Council of Governments staff, and provide input

for changes or additions to better serve the region.

SECTION 5. Coordination and Implementation The committee shall coordinate the

activities of local governments and private operators to assure compliance with the

adopted Regional Solid Waste Management Plan.

SECTION 6. Public Participation The Committee will provide admittance to meetings

in compliance with applicable Texas open meeting laws.

ARTICLE IV

Meetings of the Committee

SECTION 1. Regular Meetings Regular meetings of the Committee shall be held at least

quarterly during each fiscal year.

SECTION 2. Special Meetings Special meetings may be called by the Committee

Chairman, Executive Director of the Concho Valley Council of Governments, or upon

3

request of at least five members of the Committee. All requirements for notice, quorum,

and other rules governing regular meetings shall apply to special meetings.

The Committee may make decisions in the time between regular meetings via

conference calls or by email, provided all persons entitled to participate receive proper

notice of the meeting or are included on all email communication.

SECTION 3. Notice All meetings of the Committee shall be called by written notice

deposited in the United States mail, first class postage prepaid, at least three (3) days prior

to the meeting. Such notice shall state the date, hour, and place of the meeting. A waiver

of notice, in writing and signed by the person entitled to such notice, whether before or

after the time notice is required, shall be equivalent to the giving of such notice.

Attendance of a member at a meeting shall constitute a waiver of such notice of such

meeting, except where the member attends a meeting for the express purpose of objecting

to the transaction of any business on the ground that the meeting is not lawfully called or

convened.

SECTION 4. Quorum At any meeting of the Board, a 51% majority of the members being

present in person and entitled to vote at such meeting shall constitute a quorum for all

purposes, except where it is otherwise provided by law or these By-Laws.

SECTION 5. Organization The Chairman of the Committee, or in his or her absence, the

Vice-Chairman shall preside at each meeting of the Committee, as prescribed in Article V.

Sections 3 and 4 of these By-Laws.

SECTION 6. Manner of Acting The affirmative vote of a majority of the members present

at a meeting at which a quorum is present shall be the action of the committee except for

Article VI, Section 1 herein. Any action required to be taken by a meeting of the

Committee may be taken without a meeting if a consent in writing setting forth the action

to be taken, shall be signed by a majority of members of the committee. Such consent

shall have the same force and effect as a unanimous vote.

SECTION 7. Proxies All voting by the committee members shall be done in person at a

meeting called pursuant to these bylaws. Proxies may be provided by written notice of

assignment of an alternate representative.

SECTION 8. Attendance and Removal of Members Any member failing to attend three

consecutive regular meetings may be removed at the discretion of the Executive

Committee of the Concho Valley Council of Governments.

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--

ARTICLEV

Officers

SECTION 1. Officers The Officers of the Committee shall consist of a Chairman and a

Vice-Chairman, each of whom shall be elected by the Committee. The Committee may

from time to time grant certain officers the right to act on behalf of the Committee.

SECTION 2. Tenure of Office and Removal The tenure of office of each officer of the

Committee shall be one year. Any officer may succeed himself or herself. Any officer may

be removed at any time prior to the expiration of his or her term by affirmative vote of two

thirds of the members present, at a meeting duly called and held where a quorum is

present.

SECTION 3. The Chairman The Chairman shall preside at all meetings of the Committee

at which he or she is present. He or she shall see that all recommendations, approvals,

and other actions of the committee are presented to the Executive Committee.

SECTION 4. Vice-Chairman The Vice-Chairman shall, during the absence of the

President, or in the case of his or her inability to act, be vested with the powers and shall

perform the duties of the Chairman. The Vice-Chairman shall also perform such other

duties and exercise such other powers as may from time to time be imposed upon or

vested in him or her by resolution of the Committee.

SECTION 5. Vacancies in Office If an office of the Committee becomes vacant by

reason of death, resignation, retirement, disqualification, or removal from office or inability

to act, the Committee may, in every such case, choose a successor for such officer who

shall hold office for such term as may be prescribed by the Committee but no longer than

the unexpired portion of the term of the officer or agent whose place is vacant, and until

his or her successor shall have been duly elected and qualified.

ARTICLE VI

Miscellaneous Provisions

SECTION 1. Amendments The Committee may recommend amendment or repeal of

these bylaws or adoption of new bylaws, upon an affirmative vote of two-thirds of the

members. Proposed amendments for initial consideration must be forwarded to each

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member at least ten days in advance of a regular committee meeting.

SECTION 2. Dissolution The Solid waste Advisory Committee may be dissolved by the

Executive Committee of the Concho Valley Council of Governments. The Committee may

be dissolved and another committee may be started at the direction of the Executive

Committee or to comply with new requirements of the TNRCC.

SECTION 3. Records The Concho Valley Council of Governments staff shall keep

minutes of the proceedings of the Solid Waste Advisory Committee and its subcommittees.

SECTION 4. Political Activities Prohibited The Committee shall not carry on

propaganda or otherwise attempt to influence legislation, nor shall it participate or

intervene in any political campaign on behalf of any candidate for public office.

ARTICLE VII

Effective Date

These bylaws shall be effective from and after their adoption until amended or repealed

in accordance with the provisions set forth herein.

DATE OF ADOPTION: June 14, 1995

Gary Broz, President Bobby Pilkington, Secretary

Solid Waste Advisory Committee Solid Waste Advisory Committee

Concho Valley Council of Governments Concho Valley Council of Governments

Approved by Concho Valley Council of Governments, Executive Committee.

DATE OF APPROVAL: June 14, 1995

Johnny Griffin, Chairman Max E. Hooten, Secretary/Treasurer

Concho Valley Council of Governments Concho Valley Council of Governments

6

ATTACHMENT - N

CONTRACT DOCUMENTS LIST Cooperative Reimbursement Contract

for State Agencies and Local Governments

This Contract between TCEQ and Performing Party consists of the Contract Documents listed on this page and marked by an “X.” Documents on this list include all amendments. In the event of a conflict of terms, the Contract Documents as amended control in the descending order of the list, subject to provisions in the Special Terms and Conditions, if any. All Contract provisions, however, are subject to control by the latest amendment, or update as allowed by the Contract, and most specific provision and by the applicable state and federal laws, rules and regulations.

Contract Signature Page

Contract Documents List (this page)

Special Terms and Conditions

Scope of Work

General Terms and Conditions

Cost Budget (See Attachment 1 – Application documents Form 5 incorporated by reference)

Notices, Project Representatives and Records Locations

TCEQ - Regional Solid Waste Program Administrative Procedures (included by reference)

Attachment 1 – TCEQ-approved Regional Council of Governments Application (separate Excel document incorporated by reference)

Attachment 2 – TCEQ-approved Funding Plan (separate Excel document incorporated by reference)

Contract Name: Regional Solid Waste Grant TCEQ Contract Number: 582-18-80534

Page 2 of 24

SPECIAL TERMS AND CONDITIONS These Special Terms and Conditions add to, or in the case of conflicts, supersede and take

precedence over all other Contract Documents.

1. Statutory Authority. Fiscal Year (FY) 2018-2019 Appropriations Bill (85th Legislature Regular Session) and Texas Health and Safety Code § 361.014(b).

2. Availability of Funds. The source of the funds provided by the TCEQ is the Solid Waste Disposal and Transportation Fees, as stated in Texas Health and Safety Code § 361.013 and the Municipal Solid Waste Disposal Account, as listed in Texas Health and Safety Code § 361.014(d). The parties agree that TCEQ’s obligations under this Contract are contingent upon the continued availability of sufficient funds in the Municipal Solid Waste Disposal Account. TCEQ may terminate this contract if funds become unavailable due to lack of fees collected, legislative changes, or demands upon the funds described above that are necessary to protect the health and safety of the public. The Performing Party shall place this notice in all subgrants and contracts.

3. Performing Party agrees to perform activities described in this Contract, which may be a modification of the proposal submitted to TCEQ.

4. Local and regional political subdivisions that are subject to the payment of state solid waste disposal fees and whose fee payments are in arrears, as determined by the TCEQ, are not eligible to receive subgrant or contract funding from the Performing Party. The Performing Party shall allow a potential subgrant or contract applicant that is listed as being in arrears in its fee payments the opportunity to provide documentation of payment of the fees owed the state. If the potential applicant provides the Performing Party with documentation of payment of the fees, such as a canceled check or receipt from the state, the Performing Party may consider that applicant to be eligible to receive subgrant or contract funding under this Contract.

5. The Performing Party is responsible for ensuring that subrecipients and contractors have all necessary permits, meet all other legal requirements to perform the activities, are qualified to perform the activities, and are not in arrears on any penalties owed to TCEQ.

6. Local and regional political subdivisions that are barred from participating in state contracts by the Texas Comptroller of Public Accounts (CPA) under the provisions of § 2155.077, Texas Government Code, and Title 34 Texas Administrative Code (TAC) § 20.585, CPA Regulations, are not eligible to receive subgrants or contracts from the Performing Party.

7. The activities funded under this Contract, both projects conducted by the Performing Party or as a part of a subgrant, shall be in accordance with all provisions of this Contract, all applicable federal, state and local laws, rules, regulations, and guidelines. The main governing requirements include, but are not limited to, the following standards.

7.1 Chapters 361, 363, and 364 of the Texas Health and Safety Code.

7.2 Title 30 TAC Chapter 330, Subchapter O, TCEQ Rules.

7.3 Title 30 TAC Chapter 14, TCEQ Rules.


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7.4 The Uniform Grant and Contract Management Act, Texas Government Code, §§783.001 et seq., the Uniform Grant and Contract Standards, 34 TAC §§20.456 - 20.467, and the Uniform Grant Management Standards issued by CPA and formerly by the Texas Office of the Governor (UGMS).

7.5 General Appropriations Act, 85th Legislature Regular Session, including Article IX, Part 4.

7.6 Chapter 391 of the Local Government Code and related rules.

8. Administrative Procedures. The Performing Party agrees to follow those administrative procedures identified in this Contract, including the Regional Solid Waste Grants Program (RSWGP) Administrative Procedures, in performance of the deliverables identified within this Contract.

9. Electronic Signature. Electronic signatures may be used on the Performing Party’s Grant Application, Funding Plan, budget amendments, reports, and correspondence provided that the owner of the electronic signature approves the use of their signature for that purpose.

10. Distribution of Funds. The TCEQ shall disburse payments to the Performing Party throughout the biennium. Distribution amounts shall be apportioned among the twenty-four (24) Councils of Governments (COGs) in accordance with the allocation formula established by the TCEQ, and shall not exceed the total budget for each fiscal year. The Application and Funding Plan must be submitted by January 31st of the first year of the biennium. Except for the potential pre-payment, TCEQ will not release funding to the Performing Party until the Application and Funding Plan are approved by TCEQ. If after approval of the Application and Funding Plan, the Performing Party does not work in good faith, including in a timely manner, TCEQ may suspend payments.

10.1 Pre-payment Option. Upon execution of this Contract, TCEQ may make a one-time pre-payment of funds up to twelve and a half percent (12.5%) of the Maximum Authorized Reimbursement amount for the first year of the Contract (total annual budget).

10.2 Costs Prior to TCEQ Approval of Application and Funding Plan. The Performing Party may incur costs for preparing the Application and Funding Plan prior to TCEQ providing the Performing Party a Notice to Commence – General. The actual costs of preparing the Application and Funding Plan may not exceed 12.5% of the Maximum Authorized Reimbursement amount for the first year of the Contract (total annual budget). Prior to TCEQ Approval of the Application and Funding Plan, the Performing Party must obtain prior, written approval from TCEQ to incur costs for activities other than the development of the Application and Funding Plan.

10.3 Reimbursement Payment Method. TCEQ, at its discretion and at any time during the term of this Contract, may convert to a reimbursement-only payment method for this Contract, in accordance with the General Terms and Conditions of this Contract.

11. Federally-insured, Interest-bearing Account, Specific Local Government Investment Pools, and Earned Interest. All funds received by the Performing Party, including interest earned, shall be placed in a federally-insured, interest-bearing account or TexPool or TexPool Prime, as authorized under Texas Government Code Chapter 2256. Interest earned by the Performing Party under this Contract may be


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utilized in any other budget category including implementation projects. The Performing Party must report earned interest expenses in the worksheet of the Financial Status Reports (FSRs). Performing Party must notify TCEQ when moving earned interest into the next biennium. Expenditures must be tracked as a separate budget from the regular approved budget.

12. End of Biennium Unexpended Funds. The Performing Party must submit a plan to the TCEQ to seek direction on expense of any remaining funds. Such plan shall consist of a letter of request which clearly delineates intended use of all remaining funds. The letter must be submitted by the earlier of close out of the contract, or December 31 occurring after the end of the biennium, along with or before the final FSR and Release of Claims.

13. Application and Funding Plan.

13.1 General. The Application and Funding Plan provide information to the TCEQ on how funds will be spent over the term of this Contract. The Application is compared to the submitted FSRs to ensure funds are spent in accordance with the approved Application.

13.2 Submission. The Performing Party must complete and submit the Application and Funding Plan simultaneously in electronic format using templates provided by TCEQ. The documents shall be signed by an authorized signatory of the Performing Party and must be submitted no later than January 31, 2018. If the documents are not submitted by the required due date, the Performing Party must submit a letter, by January 31, 2018, from the Performing Party’s Executive Director addressed to the TCEQ Grant Manager requesting a delay, providing a reason for the delay, and proposing an extended due date. TCEQ may approve the extended due date or request additional information by email.

If the Contract is extended by amendment for an additional biennium, the Application and Funding Plan shall be submitted no later January 31st of the first year of the added biennium. If these documents are not submitted by the required due date, a letter must be submitted as required above for the first biennium of the Contract. The Performing Party is encouraged to provide the documents earlier than the due date(s).

Even if an extended due date for the Application and Funding Plan is approved, TCEQ may suspend payments of funding under the Contract until the Application and Funding Plan are submitted. Failure to provide the Application and Funding Plan is considered nonconforming performance and the remedies applicable to nonconforming performance included in the article of the General Conditions titled, Disputes, Claims and Remedies, may be applied by TCEQ.

13.3 Initial Review of the Application and Funding Plan and Implementation Projects.

13.3.1 Application and Funding Plan. TCEQ will review the Application and Funding Plan. Upon TCEQ approval of the Application and Funding Plan, TCEQ shall provide the Performing Party a Notice to Commence – General, with the activities in the Application except implementation projects. The Application and Funding Plan become Attachments 1 and 2, respectively, to this Contract.

13.3.2 Implementation Projects. To request approval of each implementation project, the Performing Party must provide the information required in the


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RSWGP Administrative Procedures to TCEQ. TCEQ will review each project and provide a Notice to Commence with the Implementation Projects.

14. Budget and Budget Adjustments.

14.1. The budget for this Contract is contained in the approved version of the Performing Party’s Application (Attachment 1). The Performing Party will not be reimbursed for activities that are not included in the Performing Party’s approved Application. The Performing Party will not be reimbursed for expenses in excess of the budget category amounts shown in each fiscal year’s budget column, unless changes are made to the budget categories in accordance with the requirements in this Contract.

14.2. Budget Adjustments.

14.2.1 Cumulative transfer of funds equal to or less than ten percent (10%) of the Total Annual Budget. Performing Party may transfer amounts between the approved direct cost budget categories that do not cumulatively exceed 10% of the total annual budget, with the exception of the Implementation Project category in the Budget. Budget adjustments are submitted in the FSR and can be submitted prior to the deadline for submission of the FSR. The Performing Party does not have to wait for approval for these budget revisions prior to incurring costs with the exception of items that have not been pre-approved in the Application. The 10% limit does not reset with the acceptance of each FSR. It resets when TCEQ provides prior approval for a cumulative change greater than 10% of the annual budget.

14.2.2 Cumulative transfer of funds greater than 10% of the Total Annual Budget. The Performing Party must request prior, written approval from TCEQ for all budget revisions that result in the cumulative transfer of greater than 10% of the total annual budget between direct cost budget categories. The Performing Party must submit a written justification and show the budget adjustments in the FSR.

14.2.3 Transfers Funds from Implementation Project Budget. Performing Party must seek written, prior approval from TCEQ prior to transferring funds out of the Implementation Project category in the Budget. The Performing Party must submit a written justification and show the budget adjustments using the FSR form.

14.2.4 Performing Party may not transfer funds to budget categories containing zero dollars without TCEQ pre-approval in writing.

14.3. All negative budget categories shall be adjusted prior to submitting the quarterly FSRs.

15. Budget Category Expense Records and Documentation. The Performing Party shall maintain expenditure documentation to show the work was performed and that the expense was incurred and paid. Expense documentation shall be in accordance with this Contract and the UGMS, including supporting reasonable expenditures necessary to this Contract, and shall be maintained at the COG and not provided with each FSR unless directed by the TCEQ to do so. Expense record documentation shall be conducted per the


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UGMS. Budget category expenses not addressed in the following will be administered per the Contract requirements, including the Special Terms and Conditions.

15.1 Personnel/Salary. The Performing Party’s employee positions covered in this Contract are set forth in Attachment 1.

15.1.1 The Performing Party shall maintain time sheets that have been signed by the employee and approved by the supervisory official having firsthand knowledge of the work performed by the employee.

15.2 Travel. Travel expenses are allowed as set forth in Attachment 1.

15.2.1. Additional non-routine travel expenses may be authorized as follows:

15.2.1.1 Any travel outside of the State of Texas by employees of the Performing Party to be reimbursed under this Contract must be authorized, in writing, by the TCEQ and listed in Attachment 1, prior to the travel expenses being incurred.

15.2.1.2 Any travel expenses for an employee not included in the Authorized Personnel list in Attachment 1 or for persons not employed by the Performing Party, except in the case of a Solid Waste Advisory Committee (SWAC) member’s travel to attend SWAC meetings, must be authorized, in writing, by the TCEQ, prior to the travel expenses being incurred.

15.2.2. Performing Party shall maintain travel documentation, onsite, which, at a minimum, is consistent with UGMS and this Contract and identifies the purpose of the travel, supported with actual receipts for hotel accommodations, public transportation, airfare, and other travel expenses. Such travel documentation shall be submitted to TCEQ upon request.

15.3 Supplies. Expenses included under the Supplies expense category of the budget set forth in Attachment 1 shall be for non-construction related costs for goods and materials having a unit acquisition cost of less than $1,000, excluding shipping, handling, freight, tax, and similar costs. Such expenditures shall generally relate to the routine purchase of office supplies (paper, pencils, and staplers) or other goods which are consumed by the Performing Party in a relatively short period of time, in the regular performance of the activities funded under this Contract.

15.3.1 Supplies expenditure documentation to be maintained by the Performing Party includes receipts, purchase orders (if issued) or invoices marked paid, and canceled checks.

15.4 Equipment. Expenses included under the Equipment expense category of the budget set forth in Attachment 1 shall be for non-construction related, tangible, personal property having a unit acquisition cost of $5,000, or more with an estimated useful life of over one year.

15.4.1 Performing Party must seek TCEQ prior approval for purchase of additional equipment, and such equipment must be placed on the Authorized Equipment Expenses list in Attachment 1.

15.4.2 Equipment expenditure documentation to be maintained by the Performing Party includes receipts, purchase orders (if issued) or invoices marked paid, and canceled checks. Vehicles and equipment purchased through this


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Contract shall be used exclusively for the activities authorized by this Contract or a subsequent, similar grant from TCEQ for the life of the equipment and vehicles purchased. If TCEQ discontinues providing similar grants, the Performing Party shall follow the use and disposition requirements in this Contract and the UGMS, unless TCEQ provides different instructions.

15.5 Contractual. Expenses included under the Contractual expense category of the budget set forth in Attachment 1 shall be for costs for services or tasks provided by a firm or individual who is not employed by the Performing Party.

15.5.1 No expenses included under the Contractual expense category of the budget set forth in Attachment 1 shall be allowed under this Contract unless the contractor, contract amount, and scope of work are approved ahead-of-time by the TCEQ, in writing, and included on the list of authorized Contractual expenses in Attachment 1.

15.5.2 The Performing Party shall maintain evidence that the contract price is reasonable, necessary, and allocable to this Contract. The evidence of reasonability may take the form of bid tab sheets or other form of evaluation of competitive price offers or competitive proposals, and/or a cost analysis or price analysis under the UGMS, which must be in compliance with applicable state law and regulations for the activity or service for which the Performing Party is contracting. Expenditure documentation to be maintained by the Performing Party includes receipts, purchase orders (if issued) or invoices marked paid, and canceled checks.

15.5.3 Any amendment to a Performing Party contract authorized for reimbursement under this Contract, which will result in or require substantive changes to any of the tasks required to be performed under this Contract, must be approved in writing by the TCEQ prior to the Performing Party incurring costs.

15.5.4 All applicable laws and regulations concerning competitive bidding, competitive proposals, and contracting for services shall be followed.

15.6 Implementation Projects. Expenses included under the Implementation Project expense categories of the budget set forth in Attachment 1, shall be for approved subgrant and COG-Managed projects, as authorized under this Contract.

15.6.1 The Performing Party shall maintain documentation of subrecipients’ expenses, copies of all risk assessment documents, monitoring plans, monitoring desk reviews, and site visit reports prepared under the Performing Party’s fiscal monitoring program, to document oversight and review of the subrecipients’ expenses.

15.6.2 For each authorized implementation project, the Performing Party shall indicate on the appropriate FSR the TCEQ assigned project number, the authorized funding for that project, the outlays for the report period, the cumulative (total to date) outlays for that project, and the remaining balance for each project. In addition, for each subgrant for which an outlay is listed for the reporting period, the Performing Party shall maintain, for each reimbursable cost listed on the supplemental form, legible documentation that (1) clearly identifies the subrecipient, and (2) confirms the reimbursable amount shown on the form. This documentation shall be


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a signed request for reimbursement form from the subrecipient marked “paid”, or a similar document used by the Performing Party to receive and process reimbursement requests from subgrant recipients. The requirements in this Subarticle do not change the requirements in the UGMS regarding the Performing Party and subrecipients’ review and retention of backup documentation for project costs.

15.7 Other Expenses. All expenses under the “Other” expense categories of the budget set forth in Attachment 1 shall be in connection with the tasks and activities to be performed under this Contract. Expenses not falling under the main expense categories may be included under the “Other” expense category if appropriate for the proposed project as set forth in this Article.

15.7.1. To ensure that expenditures charged under the “Other” budget category are allowable, all expenses must be itemized in Attachment 1.

15.8 Indirect Cost Rate. Indirect and Fringe Benefit Cost Rates will be described in the Approved Application documents and shall be calculated per the UGMS. Performing Party will provide the TCEQ a copy of the Federal Cognizant Agency or State Coordinating Agency letter identifying the approved fringe benefit and indirect cost rates upon receipt of the letter.

15.9 Additional Expense Records. If requested by the TCEQ, the Performing Party agrees to provide to the TCEQ the additional expense records and documentation materials, appropriate for the expense, for the time period requested by the TCEQ. The TCEQ will provide reasonable time for the Performing Party to comply with a request for additional records. The TCEQ will allow the Performing Party reasonable time to respond to any findings of noncompliance or other problems identified by the records review.

16. Subarticle 1.2 Amendments of the General Terms and Conditions is modified to include the following exception for minor changes:

1.2.1. Minor Changes. TCEQ authority for making interpretations and agreeing to minor changes:

1.2.1.1. The TCEQ Grant Manager and/or the TCEQ Project Manager has the authority, without a formal Amendment, to make written Contract interpretations and agree in writing to minor, non-material changes to requirements in the Scope of Work, Application (Attachment 1), Funding Plan (Attachment 2), or implementation projects, including:

1.2.1.1.1. Changes to the schedule in the Scope of Work, Application (Attachment 1),Funding Plan (Attachment 2) or implementation projects, including an extension of a deliverable due date, not to exceed the expiration date of the Contract;

1.2.1.1.2. Changes to the individual tasks in the Application (Attachment 1), Funding Plan (Attachment 2), or implementation projects that do not substantially change the obligations of the Parties relative to those Tasks; and

1.2.1.1.3 Transfers between the authorized amounts of expenditures in the Budget Categories if the cumulative changes are equal to or less than 10% of the yearly budget.


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1.2.1.2. To be effective, the Contract changes agreed to by TCEQ must be in writing and must also be agreed to by an authorized Representative of the Performing Party. A copy of the agreed change must be retained in the appropriate file of both the Performing Party and TCEQ.

1.2.1.3 It is the responsibility of the Performing Party to request extensions to the deliverable schedule and other changes.

1.2.1.4 A formal amendment to the Contract signed by authorized officials of both Parties is required for changes to the substantive obligations of the Performing Party and/or TCEQ, including the following:

1.2.1.4.1 Changes in the total amount of funds in the Budget or the Contract;

1.2.1.4.2 Transfers between the authorized amounts of expenditures in the Budget Categories if the cumulative changes are greater than 10% of the yearly budget;

1.2.1.4.3 Changes to the Contract’s Expiration Date;

1.2.1.4.4 Changes to the Scope of Work that affect TCEQ obligations in this Contract or TCEQ obligations to another state or federal agency or the Texas Legislature; or

1.2.1.4.5 Changes that affect the material obligations of the Performing Party in this Contract.

17. Subarticle 4.4 of the General Terms and Conditions is replaced with the following:

Release of Claims. As a condition to final payment and/or settlement, and all tasks and deliverables have been fulfilled, the Performing Party shall execute and deliver to the TCEQ a release of all claims against the TCEQ for payment under this Contract with its final FSR for FY18/19 funding. The Release of Claims Form is found in the FSR workbook. If the Contract is extended by amendment for an additional biennium, the Performing Party shall execute and deliver to the TCEQ a release of all claims against the TCEQ for payment under this Contract with its final FSR for the added biennium.

18. Performing Party shall comply with Texas Government Code § 556.0055.

19. If the Performing Party is required by the UGMS to obtain a Single Audit or program-specific audit and the audit is not posted on the Federal Audit Clearinghouse website, the Performing Party shall provide the audit to TCEQ immediately upon the completion of the audit and provide the Performing Party’s management decisions.

20. TCEQ materially relies on all certifications provided by the Performing Party.


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SCOPE OF WORK

I. INTRODUCTION AND DESCRIPTION OF ACTIVITIES

The purpose of this grant is for the Performing Party to implement the activities specified in Texas Health and Safety Code § 361.014(b). This Scope of Work is a general description of Performing Party grant activities for implementation of the Regional Solid Waste Management Plan (RSWMP) goals and objectives, including updating and maintaining the RSWMP. The obligations identified within this document apply to each subrecipient (also known as a subgrantee) as well as the Performing Party.

II. ELIGIBILITY

Only those local and regional political subdivisions located within the State of Texas, as set forth in this Article, are eligible to receive funding from the Performing Party for an implementation project. Federal entities are not eligible to receive funds under this Contract. Eligible entities include the following:

1. Cities;

2. Counties;

3. Public schools and school districts (does not include Universities or post- secondary educational institutions);

4. Other general and special law districts created in accordance with statelaw, and with the authority and responsibility for water quality protectionor municipal solid waste management, to include river authorities; and,

5. Regional Planning Commissions, Regional Councils of Governments,Regional Area Councils, Regional Development Councils, or RegionalAssociations of Governments.

III. FINANCIAL ADMINISTRATION OF SUBGRANTS

1. The Performing Party agrees to establish and administer a financialmanagement program to make reimbursements to subrecipients for authorizedexpenditures and to ensure that the expenditures by the subrecipients wereincurred, reasonable, necessary, and allocable to the project. In administering afinancial management system, the Performing Party shall adhere to the specificstandards and requirements set forth in this Contract, the Uniform GrantManagement Standards (UGMS), and all applicable laws and regulations. ThePerforming Party may institute more stringent standards and requirements thanare set forth in this Article unless more stringent standards or requirements aredisallowed by law or regulation.

1.1. The Performing Party shall include the applicable minimum financialstandards and controls as set forth in this Contract in all agreements with subrecipients.


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1.2. Payments by the Performing Party to subrecipients shall be solely for reimbursement of actual allowable costs, with no payments in advance. No subgrant may be made on a fixed-amount of cost reimbursement unless this method is specifically approved by the TCEQ based on supporting evidence of the proposed subrecipient’s actual costs.

1.3. The Performing Party may allow a subrecipient to account for expenses incurred and request reimbursement of outlays under either a cash or accrual basis, as defined and authorized under the UGMS. To be eligible for reimbursement by the Performing Party, a cost must have been incurred and either paid by the subrecipient prior to claiming reimbursement from the Performing Party or incurred by the last day of the time period indicated on the subrecipient’s request for reimbursement form and paid no later than 30 (thirty) days after the end of that time period. If any requirement in law, regulation, or UGMS contains other requirements regarding reimbursement or payment, the subrecipient must reimburse or pay in accordance with the applicable requirement.

1.4. The Performing Party shall also require the subrecipients to submit a request for reimbursement that itemizes expenditures by budget category. The forms shall be submitted by subrecipients at least quarterly or with each request for reimbursement, if reimbursement is requested more frequently than quarterly.

1.5. The Performing Party shall assess the financial risks associated with each subgrant, and shall require a subrecipient to submit expense documentation records and, as necessary, shall conduct on-site monitoring to address those risks.

1.6. The Performing Party shall review all materials accompanying a subrecipient’s request for reimbursement and shall not make a reimbursement payment unless all necessary documentation has been provided, is accurate, and complies with the UGMS.

1.7. The Performing Party shall reimburse or otherwise make payment to a subrecipient only for expenses incurred during the term of the subgrant agreement between the Performing Party and the subrecipient, which term may not be outside of the term of this Contract.

1.8. The Performing Party shall not reimburse or otherwise make payment to a subrecipient for an expenditure that is not authorized under this Contract. If it is determined, by either the Performing Party or the TCEQ that an expenditure that was reimbursed is not an authorized expense, the Performing Party shall request return and reimbursement of those funds from the subrecipient or allow the subrecipient to move the funds within the budget. Performing Party shall not provide additional reimbursements to the subrecipient until the funds have either been returned or applied towards other authorized expenses.


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1.9. The subgrant agreements shall include a budget, broken down into individual categories consistent with the budget categories used in this Contract.

IV. ACTIVITIES AND DELIVERABLES

1. The activities identified herein is subject to the guidelines as set forth in the RSWGP Administrative Procedures, and these guidelines may be updated and or amended throughout the term of this Contract as deemed necessary by the TCEQ.

2. A project or service funded under this program must promote cooperation between public and private entities and may not be otherwise readily available or create a competitive advantage over a private industry that provides recycling or solid waste services. The Performing Party agrees to perform the following administrative activities and those outlined elsewhere in the Contract, including the RSWGP Administrative Procedures, and other activities listed below as approved in the Application (Attachment 1) and Funding Plan (Attachment 2):

2.1. Maintain and facilitate the RSWMP. Volume I contains the general description of the region’s solid waste management goals and Volume II contains the details of the plans and the Closed Landfill Inventory (CLI);

2.2. Prepare and submit Application and Funding Plan within requested time frames and respond to any requests by the TCEQ for changes or amendments to the information provided in the Application or Funding Plan;

2.3. Establish and maintain a Solid Waste Advisory Committee (SWAC);

2.4. Conduct regional outreach, education, technical assistance, informational programs, and training activities and serve as central point of contact for regional solid waste management planning within the region of responsibility;

2.5. Maintain and promote a regional Municipal Solid Waste (MSW) information resource center of education and prepare and/or distribute outreach materials;

2.6. Conduct Municipal Solid Waste Facility Registration and/or Permit Application conformance reviews, as appropriate;

2.7. Conduct Municipal Solid Waste Facility Pre-application conformance reviews, as appropriate;

2.8. Conduct data collection, data analysis, and data maintenance and upkeep, as appropriate;


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2.9. Conduct the implementation project selection process, including providing each implementation project to TCEQ for review and approval;

2.10. Conduct and administer the subgrant award and administration process;

2.11. Maintain program records and conduct program reporting on forms provided by the TCEQ;

2 12. Maintain program budget and conduct financial reporting on forms provided by the TCEQ;

2.13. Conduct additional requirements as requested by the TCEQ; and

2.14. Cost Allocation Documentation. Performing Party will provide the TCEQ a copy of the most recent Federal Cognizant Agency or State Coordinating Agency letter identifying the approved fringe benefit and indirect cost rates upon receipt by the Performing Party and provide new letters when received.

V. REPORTING

1. Progress Reports. For any changes to the reporting due dates, the Performing Party must obtain written prior approval for an extension from TCEQ.

1.1. Semi-Annual Report. Using the format for Semi-Annual Reports identified in RSWGP Administrative Procedures, the Performing Party shall provide a minimum of four reports. The Semi-Annual Report shall document the Performing Party’s performance under this Contract, including the accomplishments and slippage of any task and activities compared to the outcomes specified for the period.

The Semi-Annual Report to the TCEQ shall be due on March 30, 2018; September 30, 2018; March 30, 2019; and December 31, 2019.

Upon written notification to the Performing Party, the TCEQ may require that Semi-Annual Reports be provided on a more frequent basis, but no more frequently than quarterly.

1.2. Results Report and Follow-Up Results Report. Using the format for Results Reports identified in the RSWGP Administrative Procedures, the Performing Party shall report on data compiled from the individual implementation projects funded during the Contract. The biennial reports required under this Article shall include a report on the progress of the local municipal solid waste management program and recycling activities.

The Results Report to the TCEQ shall be due on December 31, 2017, for results from the FY 16/17 biennium.

The Follow-Up Results Report shall be due on October 15, 2018, for results from the FY 16/17 biennium.


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1.3. Financial Status Reports (FSRs). The Performing Party shall submit to the TCEQ a completed FSR workbook, as specified by the TCEQ, containing as its "reporting period" the latest State Fiscal Year (FY) quarter within 30 (thirty) days following the end of the first seven FY quarters contained within the biennium. Such reports shall be required even if no expenses or encumbrances have been incurred during the report period. A Final FSR workbook, indicating in the appropriate box that it is the final report, shall be submitted by the Performing Party not later than December 31st following the expiration date of this Contract.

1.4. All Reports listed above shall be submitted in electronic format and signed by an authorized signatory of the Performing Party, as identified in the Application (Attachment 1) to this Contract, and shall be addressed to the Performing Party’s TCEQ Grant Manager.


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GENERAL TERMS AND CONDITIONS Cooperative Reimbursement Contract

for State Agencies and Local Governments 1. CONTRACT PERIOD

1.1. Contract Period. The Contract begins on the Effective Date and ends on the Expiration Date as provided on the Contract Signature Page. If no Effective Date is provided, the Effective Date of the Contract is the date of last signature. If no Expiration Date is provided, the Expiration Date is August 31 of the same Fiscal Year in which the Contract is signed.

1.2. Amendments. This Contract is not subject to competitive selection requirements and may be amended by mutual agreement. Except as specifically allowed by the Contract, all changes to the Contract require a written amendment and agreement by both parties.

1.3. Extensions. TCEQ may by unilateral written amendment extend the Expiration Date for a period of up to 90 days. Unless otherwise indicated in the applicable contract amendment, an extension does not extend any other deadlines or due dates other than the expiration of the Contract Period.

2. FUNDS

2.1 Availability of Funds. This Contract and all claims, suits or obligations arising under or related to this Contract are subject to the receipt and availability of funds appropriated by the Texas Legislature for the purposes of this Contract or the respective claim, suit or obligation, as applicable. Performing Party will ensure that this article is included in any subcontract it awards.

2.2 Maximum Authorized Reimbursement. The total amount of funds provided by TCEQ for the Contract will not exceed the amount of the Maximum Authorized Reimbursement as shown on the Contract Signature Page.

2.3 Fiscal Year Restrictions. In order to be reimbursed under this Contract, costs must be incurred during the Contract Period and within the time limits applicable to the funds from which the Contract is being paid. TCEQ is under no obligation to offer deadline extensions which extend to the maximum availability of the contract funding source.

2.4 Grants. If this Contract was entered under the TCEQ’s authority to award grants, TCEQ is providing financial assistance to the recipient to undertake its own project.

2.5 No Debt against the State. This Contract is contingent on the continuing appropriation of funds. This Contract shall not be construed to create debt against the State of Texas.

3. ALLOWABLE COSTS

3.1 Conforming Activities. TCEQ will reimburse the Performing Party for necessary and reasonable Allowable Costs that are incurred and paid by the Performing Party in performance of the Scope of Work as authorized by this Contract in the Cost Budget or Fixed Payment Amounts.

3.2 UGMS. Allowable Costs are restricted to costs that comply with the Texas Uniform Grant Management Standards (UGMS) and applicable state and federal rules and law. The parties agree that all the requirements of the UGMS apply to this Contract, including the criteria for Allowable Costs. Additional federal requirements apply if this Contract is funded, in whole or in part, with federal funds.

4. REIMBURSEMENT

4.1. Reimbursement Requests. Performing Party shall invoice TCEQ to request reimbursement for its Allowable Costs for performing the Scope of Work. Performing Party’s invoice shall conform to all reimbursement requirements specified by TCEQ.

4.2. Conditional Payments. Reimbursements are conditioned on the Scope of Work being performed in compliance with the Contract. Performing Party shall return payment to TCEQ for either overpayment or activities undertaken that are not compliant with the Scope of Work. This does not limit or waive any other TCEQ remedy.


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4.3. No Interest for Delayed Payment. Because the Performing Party is not a vendor of goods and services within the meaning of Texas Government Code Chapter 2251, no interest is applicable in the case of late payments.

4.4. Release of Claims. As a condition to final payment or settlement, or both, the Performing Party shall execute and deliver to the TCEQ a release of all claims against the TCEQ for payment under this Contract.

4.5. State agencies/Institutions of Higher education. If the Contractor is a State agency or institution of higher education payments must be made via interagency transaction voucher (ITV), please provide a Recurring Transaction Index (RTI) number on the face of the invoice OR if payments are to be deposited into a local bank account, the following statement must be placed on the face of the invoice: “Funds to be deposited into local bank account.” For additional information, please refer to the Texas Comptroller’s Accounting Policy Statement (APS) 014.

5. FINANCIAL RECORDS, ACCESS AND AUDITS

5.1 Audit of Funds. The Performing Party understands that acceptance of funds under this Contract acts as acceptance of the authority of the State Auditor’s Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Performing Party further agrees to fully cooperate with the State Auditor’s Office or its successor in the conduct of the audit or investigation, including providing all records requested. Performing Party shall ensure that this clause concerning the audit of funds accepted under this Contract is included in any subcontract it awards.

5.2 Financial Records. Performing Party shall establish and maintain financial records including records of costs of the Scope of Work in accordance with generally accepted accounting practices. Upon request Performing Party shall submit records in support of reimbursement requests. Performing Party shall allow access during business hours to its financial records by TCEQ and other state agencies for the purpose of inspection and audit. Financial records regarding this contract shall be retained for a period of three (3) years after date of submission of the final reimbursement request.

6. PERFORMING PARTY’S RESPONSIBILITIES

6.1 Performing Party’s Responsibility for the Scope of Work. Performing Party undertakes performance of the Scope of Work as its own project and does not act in any capacity on behalf of the TCEQ nor as a TCEQ agent or employee. Performing Party agrees that the Scope of Work is furnished and performed at Performing Party’s sole risk as to the means, methods, design, processes, procedures and performance.

6.2 Independent Contractor. The parties agree that the Performing Party is an independent contractor. Nothing in this Contract shall create an employee-employer relationship between Performing Party and TCEQ. Nothing in this Contract shall create a joint venture between TCEQ and the Performing Party.

6.3 Performing Party’s Responsibilities for Subcontractors. All acts and omissions of subcontractors, suppliers and other persons and organizations performing or furnishing any of the Scope of Work under a direct or indirect contract with Performing Party shall be considered to be the acts and omissions of Performing Party.

6.4 No Third Party Beneficiary. TCEQ does not assume any duty to exercise any of its rights and powers under the Contract for the benefit of third parties. Nothing in this Contract shall create a contractual relationship between TCEQ and any of the Performing Party’s subcontractors, suppliers or other persons or organizations with a contractual relationship with the Performing Party.

7. TIME

7.1 Time is of the Essence. Performing Party’s timely performance is a material term of this Contract.

7.2 Delays. Where Performing Party’s performance is delayed, except by Force Majeure or act of the TCEQ, TCEQ may withhold or suspend reimbursement, terminate the Contract for cause, or


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enforce any of its other rights (termination for convenience may be effected even in case of Force Majeure or act of TCEQ).

8. CONFLICT OF INTEREST

Performing Party shall have a policy governing disclosure of actual and potential conflicts of interests. Specifically, for work performed under this Contract by Performing Party or any related entity or individual, Performing Party shall promptly disclose in writing to TCEQ any actual, apparent, or potential conflicts of interest, including but not limited to disclosure of:

i. Any consulting fees or other compensation paid to employees, officers, agents of Performing Party, or members of their immediate families, or paid by subcontractor or subrecipients; or

ii. Any organizational conflicts of interest between Performing Party and its subcontractors or subrecipients under a subaward.

No entity or individual with any actual, apparent, or potential conflict of interest will take part in the performance of any portion of the Scope of Work, nor have access to information regarding any portion of the Scope of Work, without TCEQ’s written consent in the form of a unilateral amendment. Performing Party agrees that TCEQ has sole discretion to determine whether a conflict exists, and that a conflict of interest is grounds for termination of this Contract.

9. DATA AND QUALITY

9.1 Quality and Acceptance. All work performed under this Contract must be complete and satisfactory in the reasonable judgment of the TCEQ. All materials and equipment shall be handled in accordance with instructions of the applicable supplier, except as otherwise provided in the Contract.

9.2 Quality Assurance. All work performed under this Contract that involves the acquisition of environmental data will be performed in accordance with a TCEQ-approved Quality Assurance Project Plan (QAPP) meeting all applicable TCEQ and EPA requirements. Environmental data includes any measurements or information that describe environmental processes, location, conditions, ecological or health effects and consequences. Environmental data includes information collected directly from measurements, produced from models, and compiled from other sources such as databases or literature. No data collection or other work covered by this requirement will be implemented prior to Performing Party’s receipt of the QAPP signed by TCEQ and, if necessary, the EPA. Without prejudice to any other remedies available to TCEQ, TCEQ may refuse reimbursement for any environmental data acquisition performed prior to approval of a QAPP by TCEQ and, if necessary, the EPA. Also, without prejudice to any other remedies available to TCEQ, Performing Party’s failure to meet the terms of the QAPP may result in TCEQ’s suspension of associated activities and non-reimbursement of expenses related to the associated activities.

9.3 Laboratory Accreditation. Any laboratory data or analyses provided under this Contract must be prepared by a laboratory that is accredited by TCEQ according to 30 Texas Administrative Code Chapter 25, subchapters A and B, unless TCEQ agrees in writing to allow one of the regulatory exceptions specified in 30 Texas Administrative Code Section 25.6.

10. INTELLECTUAL PROPERTY

10.1. Third Party Intellectual Property. Unless specifically modified in an amendment or waived in a unilateral amendment, Performing Party must obtain all intellectual property licenses expressly required in the Scope of Work, or incident to the use or possession of any deliverable under the Contract. Performing Party shall obtain and furnish to TCEQ: documentation on the use of such intellectual property, and a perpetual, irrevocable, enterprise-wide license to reproduce, publish, otherwise use, or modify such intellectual property and associated user documentation, and to authorize others to reproduce, publish, otherwise use, or modify such intellectual property for TCEQ non-commercial purposes, and other purposes of the State of Texas.


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10.2. Grant of License. Performing Party grants to TCEQ a nonexclusive, perpetual, irrevocable, enterprise-wide license to reproduce, publish, modify or otherwise use for any non-commercial TCEQ purpose any preexisting intellectual property belonging to the Performing Party that is incorporated into any new works created as part of the Scope of Work, intellectual property created under this Contract, and associated user documentation.

11. INSURANCE AND INDEMNIFICATION

11.1 Insurance. Unless prohibited by law, the Performing Party shall require its contractors to obtain and maintain during the Contract Period adequate insurance coverage sufficient to protect the Performing Party and the TCEQ from all claims and liability for injury to persons and for damage to property arising from the Contract. Unless specifically waived by the TCEQ, sufficient coverage shall include Workers Compensation and Employer’s Liability Insurance, Commercial Automobile Liability Insurance, and Commercial General Liability Insurance.

11.2 Indemnification. TO THE EXTENT AUTHORIZED BY LAW, THE PERFORMING PARTY SHALL REQUIRE ALL CONTRACTORS PERFORMING CONTRACT ACTIVITIES ON BEHALF OF PERFORMING PARTY TO INDEMNIFY, DEFEND, AND HOLD HARMLESS THE TCEQ AND PERFORMING PARTY AND THEIR OFFICERS, AND EMPLOYEES, FROM AND AGAINST ALL LOSSES, LIABILITIES, DAMAGES, AND OTHER CLAIMS OF ANY TYPE ARISING FROM THE PERFORMANCE OF CONTRACT ACTIVITIES BY THE CONTRACTOR OR ITS SUBCONTRACTORS, SUPPLIERS AND AGENTS, INCLUDING THOSE ARISING FROM DEFECT IN DESIGN, WORKMANSHIP, MATERIALS, OR FROM INFRINGEMENT OF ANY PATENT, TRADEMARK OR COPYRIGHT; OR FROM A BREACH OF APPLICABLE LAWS, REGULATIONS, SAFETY STANDARDS OR DIRECTIVES. THE DEFENSE OF TCEQ SHALL BE SUBJECT TO THE AUTHORITY OF THE OFFICE OF THE ATTORNEY GENERAL OF TEXAS TO REPRESENT TCEQ. THIS CONVENANT SURVIVES THE TERMINATION OF THE CONTRACT.

12. TERMINATION

12.1 Termination for Cause. TCEQ may, upon providing 10 days’ written notice and the opportunity to cure to the Performing Party, terminate this Contract for cause if Performing Party materially fails to comply with the Contract including any one or more of the following acts or omissions: nonconforming work, or existence of a conflict of interest. Termination for cause does not prejudice TCEQ’s other remedies authorized by this Contract or by law.

12.2 Termination for Convenience. TCEQ may, upon providing 10 days’ written notice to the Performing Party, terminate this Contract for convenience. Termination shall not prejudice any other right or remedy of TCEQ or the Performing Party. Performing Party may request reimbursement for: conforming work and timely, reasonable costs directly attributable to termination. Performing Party shall not be paid for: work not performed, loss of anticipated profits or revenue, consequential damages or other economic loss arising out of or resulting from the termination.

12.3 If, after termination for cause by TCEQ, it is determined that the Performing Party had not materially failed to comply with the Contract, the termination shall be deemed to have been for the convenience of TCEQ.

13. DISPUTES, CLAIMS AND REMEDIES

13.1 Payment as a Release. Neither payment by TCEQ nor any other act or omission other than an explicit written release, in the form of a unilateral amendment, constitutes a release of Performing Party from liability under this Contract.

13.2 Schedule of Remedies available to the TCEQ. In accordance with Texas Government Code Chapter 2261 the following Schedule of Remedies applies to this Contract. In the event of Performing Party’s nonconformance, TCEQ may do one or more of the following:

13.2.1. Issue notice of nonconforming performance;

13.2.2. Reject nonconforming performance and request corrections without charge to the TCEQ;


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13.2.3. Reject a reimbursement request or suspend further payments, or both, pending accepted revision of the nonconformity;

13.2.4. Suspend all or part of the Contract Activities or payments, or both, pending accepted revision of the nonconformity;

13.2.5. Demand restitution and recover previous payments where performance is subsequently determined nonconforming;

13.2.6. Terminate the contract without further obligation for pending or further payment by the TCEQ and receive restitution of previous payments.

13.3 Opportunity to Cure. The Performing Party will have a reasonable opportunity to cure its nonconforming performance, if possible under the circumstances.

13.4 Cumulative Remedies. Remedies are cumulative; the exercise of any remedy under this Contract or applicable law does not preclude or limit the exercise of any other remedy available under this Contract or applicable law.

14. SOVEREIGN IMMUNITY

The parties agree that this Contract does not waive any sovereign immunity to which either party is entitled by law.

15. SURVIVAL OF OBLIGATIONS.

Except where a different period is specified in this Contract or applicable law, all representations, indemnifications, and warranties made in, required by or given in accordance with the Contract, as well as all continuing obligations indicated in the Contract, survive for four (4) years beyond the termination or completion of the Contract, or until four (4) years after the end of a related proceeding. A related proceeding includes any litigation, legal proceeding, permit application, or State Office of Administrative Hearings proceeding, which is brought in relation to the Contract or which in TCEQ’s opinion is related to the subject matter of the Contract. Either party shall notify the other of any related proceeding if notice of the proceeding has not been provided directly to that other party.

16. CONTRACT INTERPRETATION

16.1 Definitions. The word “include” and all forms such as “including” mean “including but not limited to” in the Contract and in documents issued in accordance with the Contract, such as Work Orders or Proposals for Grant Activities (PGAs).

16.2 Headings. The headings of the sections contained in this Contract are for convenience only and do not control or affect the meaning or construction of any provision of this Contract.

16.3 Delivery of Notice. Notices are deemed to be delivered three (3) working days after postmarked if sent by U.S. Postal Service certified or registered mail, return receipt requested. Notices delivered by other means are deemed delivered upon receipt by the addressee. Routine communications may be made by first class mail, facsimile transmission, email, or other commercially accepted means.

16.4 Interpretation of Time. All days are calendar days unless stated otherwise. Days are counted to exclude the first and include the last day of a period. If the last day of the period is a Saturday or Sunday or a state or federal holiday, it is omitted from the computation.

16.5 State, Federal Law. This Contract is governed by, and interpreted under the laws of the State of Texas, as well as applicable federal law.

16.6 Severability. If any provision of this Contract is found by any court, tribunal or administrative body of competent jurisdiction to be wholly or partly illegal, invalid, void or unenforceable, it shall be deemed severable (to the extent of such illegality, invalidity or unenforceability) and the remaining part of the provision and the rest of the provisions of this Contract shall continue in full force and effect. If possible, the severed provision shall be deemed to have been replaced by a valid provision having as near an effect to that intended by the severed provision as will be legal and enforceable.

16.7 Assignment. No delegation of the obligations, rights, or interests in the Contract, and no assignment of payments by Performing Party will be binding on TCEQ without its written consent,


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except as restricted by law. No assignment will release or discharge the Performing Party from any duty or responsibility under the Contract.

16.8 Venue. Performing Party agrees that the Contract is being performed in Travis County, Texas, because this Contract has been performed or administered, or both, in Travis County, Texas. The Performing Party agrees that any cause of action involving this Contract arises solely in Travis County, Texas.

16.9 Publication. Performing Party agrees to notify TCEQ five (5) days prior to the publication or advertisement of information related to this Contract. Performing Party agrees not to use the TCEQ logo or the TCEQ graphic as an advertisement or endorsement without written permission signed by the appropriate TCEQ authority.

16.10 Waiver. With the exception of an express, written waiver in the form of a unilateral amendment signed by TCEQ, no act or omission will constitute a waiver or release of Performing Party’s obligation to perform conforming Contract Activities. No waiver on one occasion, whether expressed or implied, shall be construed as a waiver on any other occasion.

16.11 Compliance with Laws. TCEQ relies on Performing Party to perform all Contract Activities in conformity with all applicable laws, regulations, and rules and obtain all necessary permits and licenses.

16.12 Counterparts. This Contract may be signed in any number of copies. Each copy when signed is deemed an original and each copy constitutes one and the same Contract.

16.13 Accessibility. All electronic content and documents created as deliverables under this Contract must meet the accessibility standards prescribed in 1 Texas Administrative Code sections 206.50 and 213 for state agency web pages, web content, software, and hardware, unless TCEQ agrees that exceptions or exemptions apply.


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NOTICES AND PROJECT REPRESENTATIVES

CONTRACT NO. 582-18-80534 PROJECT TITLE: Regional Solid Waste Grant

1. Representatives. The individual(s) named below are the representatives of TCEQ. The Performing Party’srepresentatives are listed on Form 4 of the approved Application. The TCEQ and Performing Partyrepresentatives are authorized to give and receive communications and directions on behalf of the TCEQ andthe Performing Party for contractual and technical matters. All communications including official contractnotices must be addressed to the appropriate representative or his or her designee.

2. Changes in Representatives. TCEQ may change its representative by notice to the Performing Party’sFinancial Representative. The Performing Party may change its representative by providing an updated Form4 from the Application to the TCEQ Grant Manager.

3. TCEQ Representatives

TCEQ GRANT MANAGER (for Contractual Matters)

Santos OlivarezTeam LeaderBusiness & Program Services SectionTexas Commission on Environmental Quality P.O. Box 13087 MC- 126Austin, Texas 78711-3087Telephone No. (512) 239-4718Email Address: Santos.Olivarez.tceq.texas.gov

TCEQ PROJECT MANAGER (for Technical Matters)

Cheryl UntermeyerGrant ManagerBusiness & Program Services SectionTexas Commission on Environmental Quality P.O. Box 13087 MC- 126Austin, Texas 78711-3087Telephone No. (512) 239-6016Email Address: Cheryl.Untermeyer.tceq.texas.gov

4. Invoice Submittal. Invoices must be submitted to the TCEQ Grant Manager, unless another recipient isidentified below:

TCEQ Project Manager / TCEQ Disbursements Section / Other:


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ATTACHMENT 1

TCEQ-approved Regional Council of Governments

Application

Excel Document provided as a separate file by TCEQ —

Waste Permit Division


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ATTACHMENT 2

TCEQ-approved Funding Plan

Excel Document provided as a separate file by TCEQ —

Waste Permit Division


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(Attachment C)

2801 West Loop 306, Suite A (325)944-9666 San Angelo, TX 76904 FAX (325)944-9925

MEMORANDUM

TO: Concho Valley Solid Waste Advisory Committee

FROM: Albert Rodriguez

DATE: November 2, 2017

SUBJECT: Approval of new Solid Waste Advisory Committee Board (SWAC) member

Approval for Tracy Shroud, Big Lake City Manager, to replace Troy Kuykendall on the SWAC Committee.

The new members will be on the November 8, 2017 CVCOG Executive Board Agenda for confirmation.

ATTACHMENT - O for Executive Committee

Concho Valley Economic Development District

Ethics and Compliance Policies

7/25/2017

ATTACHMENT - P

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwjBs5bZ1aTVAhVi6IMKHfDRBosQjRwIBw&url=http://www.enpleinairtexas.com/concho-river&psig=AFQjCNFi1ozj6k0Y3p3xJyZv0G6Z0ljCzA&ust=1501080210869518

Concho Valley Economic Development District

This Ethics and Compliance Policy is created to maintain a standard of ethical

conduct expected from all agency employees and members. This policy does not

take the place of, but shall be used in conjunction with, the Concho Valley

Council of Governments Employee Handbook, to provide policies and guidelines

of behavior expected of CVEDD employees at all times.

All Concho Valley Economic Development District employees shall perform their

official duties in a lawful, professional, and ethical manner; practice responsible

stewardship of organizational resources; and report any conduct or activity that

they believe to be in violation of this policy. Employees shall not knowingly

make false or misleading statements, either oral or written, in the course of

conducting the business of CVEDD. Employees shall not disclose confidential or

sensitive agency business information without prior written authorization.

All CVEDD employees must familiarize themselves with this policy. All

employees must abide by applicable federal and state laws, administrative rules,

and this Ethics Policy. Employees will be effectively monitored and observed by

their direct supervisors, as well as, the Human resources Director and Director of

Administration, to reasonably detect ethical noncompliance. Any observations by

peers are encouraged to be reported to the Human Resources Director without fear

of discrimination or retaliation. Monitoring activities will be conducted quarterly

to ensure compliance. These activities include staff survey for requirement

comprehension, and policy review for compliance and updates. An employee

who violates any provision of this conduct policy is subject to disciplinary action,

up to and including termination. An employee who violates any applicable

federal or state law or rule may be subject to civil or criminal penalties, in

addition to any disciplinary action. In an effort to prevent future non-

compliances, policies will be reviewed and revised when needed to ensure the

issue is addressed programmatically and employees will be trained on the policy

revision(s) at the next staff meeting to ensure their understanding of the

organizations’ expectations.

Although this manual identifies specific policies, it cannot address every

conceivable situation. Ethical conduct, good judgment, common sense, and sound

business practices and principles must prevail in any situation not covered by this

manual.

This manual is not an employment contract or part of such a contract. The Board

of Directors of CVEDD reserves, unto itself, the right to suspend, vary from,

modify, or eliminate any matter to which this manual relates, and may do so

temporarily or permanently, in whole or in part, generally or in particular cases,

and with or without prior notice as deemed appropriate.

TABLE OF CONTENTS

FOREWORD............................................................................................................ i

I. RECORD RETENTION ....................................................................................1 A GENERAL POLICY ............................................................................................. 1

B WRONGFUL DESTRUCTION OF RECORDS…………………………………1

C TERMINATION .................................................................................................... 1

D ADMINISTRATION ............................................................................................. 1

II. FRAUD ..............................................................................................................2 A PURPOSE .............................................................................................................. 2

B SCOPE OF WORK ................................................................................................ 2

C POLICY ................................................................................................................. 2

D ACTIONS CONSTITUTING FRAUD ................................................................. 2

E OTHER IRREGULARITIES ................................................................................. 3

F INVESTIGATION RESPONSIBILITIES. ............................................................ 3

G CONFIDENTIALITY............................................................................................ 3

H AUTHORIZATION FOR INVESTIGATING SUSPECTED FRAUD ................ 3

I REPORTING PROCEDURES ................................................................................ 4

J TERMINATION ..................................................................................................... 4

K ADMINISTRATION ............................................................................................. 4

III. EQUAL OPPORTUNITY EMPLOYMENT. ..............................................5 A PURPOSE. ............................................................................................................. 5

B POLICY ................................................................................................................. 5

C AFFIRMATIVE ACTION ..................................................................................... 6

D COMPIANCE AND ADMINISTRATION ……………………………………...6

E PERSONS WITH DISABILITIES ....................................................................... 6

F WHISTLEBLOWERS PROTECTION .................................................................. 6

G ADMINISTRATION ............................................................................................. 7

IV. SEXUAL HARASSMENT AND SEXUAL MISCONDUCT ......................8 A GENERAL POLICY ............................................................................................. 8

B SEXUAL HARASSMENT .................................................................................... 8

C SEXUAL MISCONDUCT............................................................ ……………….8

D BULLYING………………………………………………………………………8

E CONDUCT EXPECTATIONS .............................................................................. 8

F REPORTING PROCEDURES ............................................................................... 9

G PROTECTION FROM RETALITATION ............................................................ 9

H TERMINATION .................................................................................................... 9

I ADMINISTRATION .............................................................................................. 9

V. CONFLICTS OF INTEREST .......................................................................10 A GENERAL POLICY ........................................................................................... 10

B EMPLOYEES ...................................................................................................... 10

C PUBLIC OFFICIALS .......................................................................................... 10

D CONTRACTS ...................................................................................................... 11

E ADMINISTRATION ........................................................................................... 11

VI. PERSONAL USE OF CVEDD PROPERTY ..............................................12 A GENERAL POLICY ........................................................................................... 12

B USE OF TOOLS, EQUIPMENT AND PROPERTY .......................................... 12

C USE OF INFORMATION SYSTEMS RESOURCES ........................................ 12

D USE OF BUILDING AND PREMISES .............................................................. 12

E USE OF CVEDD CREDIT CARD ...................................................................... 12

F MISUSE OF CVEDD PROPERTY .................................................................... 12

VII. GIFTS AND HONORARIA .......................................................................13 A GENERAL POLICY ........................................................................................... 13

B GIFTS TO EMPLOYEES .................................................................................... 13

C GIFTS TO OFFICERS ......................................................................................... 13

D GIFTS TO STATE EMPLOYEES ...................................................................... 13

E ADMINISTRATION ........................................................................................... 14

VIII. ETHICS MEMORANDUM ......................................................................15

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I. RECORD RETENTION

A. GENERAL POLICY

Concho Valley Economic Development District (CVEDD) is committed to

proper maintenance and retention of records. Records are defined broadly to

include almost any type of business information, and the required retention

period varies with the type of record. Falsifying records, deliberately concealing

records, destroying records in bad faith, exploiting confidential information, or

otherwise mishandling records is not acceptable.

B. WRONGFUL DESTRUCTION OF RECORDS

When a lawsuit is filed or is reasonably anticipated to be filed against this

agency, or when an internal or governmental investigation is initiated, CVEDD

must ensure that all information potentially relevant to the suit or investigation is

preserved. Employees may not alter, conceal, or in any way destroy information

potentially relevant to a suit or investigation.

CVEDD will take every step possible to ensure potentially relevant information

is not inadvertently destroyed pursuant to document retention schedules or by

routine computer operations or common computer settings, such as the

automated deletion of e-mails.

C. TERMINATION

Any employee who violates this policy and destroys information, either through

willful or unintentional act, will be subject to disciplinary action, up to and

including termination. Engaging in unlawful destruction of records may also

result in civil or criminal liability to any employee of CVEDD committing such

acts.

D. ADMINISTRATION

The Executive Director and the Director of Administration are responsible for the

administration and application of this Policy. Any improper destruction of

records will be considered fraud and will be investigated as such (See II. Fraud).

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II. FRAUD

A. PURPOSE

This fraud policy is established to facilitate the development of controls that will

aid in the detection and prevention of fraud against the Concho Valley Council of

Governments (CVCOG). It is the intent CVCOG to promote consistent

organizational behavior by providing guidelines and assigning responsibility for

the development of controls and conduct of employees and the CVCOG

concerning investigations of fraud allegations and criminal acts. It is not the

intent of CVCOG to restrict when and how fraud is reported. Employees are

encouraged to report fraud as soon as possible to whomever they feel most

comfortable with, whether Administrative Management, CVCOG Board, local

law enforcement, or the Texas State Auditor’s Office.

B. SCOPE OF WORK

This policy applies to any irregularity, or suspected irregularity, involving

employees, board members, consultants, vendors, contractors, outside agencies

doing business with employees of such agencies, and/or any other parties with a

business relationship with CVCOG.

Any investigative activity required will be conducted without regard to the

suspected wrongdoer’s length of service, position/title, or relationship with

CVCOG.

C. POLICY

Management is responsible for the detection and prevention of fraud,

misappropriations, and other irregularities. Fraud includes the intentional, false

representation or concealment of a material fact for the purpose of inducing

another to act upon it to his or her benefit. Examples of fraud include lying on an

employment application, falsifying records, or providing false receipts for

reimbursement from CVEDD.

Each member of management should be familiar with the types of improprieties

that might occur within his or her area of responsibility and should be alert for

any indication of irregularity. Any irregularity that is detected or suspected must

be reported immediately to the Executive Director, the Director of

Administration, or the Human Resources Office, who coordinates all

investigations with the appropriate authorities, both internal and external.

D. ACTIONS CONSTITUTING FRAUD

Fraud is defined as: A false representation of a matter of fact, whether by

word or by conduct, by false or misleading allegations, or by concealment,

intentional perversion of truth in order to induce another to part with

something of value or to surrender a legal right. The terms of defalcation,

misappropriation, and other fiscal irregularities refer to, but are not limited

to:

Any dishonest or fraudulent act,

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Misappropriation or theft of funds, securities, supplies, or other assets,

Impropriety in handling or reporting of money or financial transactions,

Accepting or seeking anything of material value from contractors,

vendors or persons providing services/materials to CVCOG. Exception:

Gifts which are less than $50.00 in value that can be used/enjoyed by all

employees, i.e., cookies at Christmas.

Destruction, removal, or inappropriate use of records, furniture, fixtures,

and equipment, and/or

Any similar or related irregularity

E. OTHER IRREGULARITIES

Irregularities concerning an employee’s moral, ethical, or behavioral conduct

should be resolved by departmental management and the Administrative

Management.

If there is any question as to whether an action constitutes fraud, contact the

Administrative Management for guidance.

F. INVESTIGATION RESPONSIBILITIES

The Administrative Management has the primary responsibility for the detection

of all suspected fraudulent acts as defined in the policy. When fraudulent acts

are suspected by or reported to the Administrative Management, the

Administrative Management shall contact local law enforcement or the

appropriate person or entity outside of CVCOG so that an independent

investigation can be conducted. Administrative Management shall fully

cooperate with the investigation and prosecution of all criminal activity.

G. CONFIDENTIALITY

The Administrative Management will treat all information received

confidentially. Any employee who suspects dishonest or fraudulent activity will

notify Administrative Management immediately, and should not attempt to

personally conduct investigations or interviews/interrogations related to any

suspected fraudulent act. (See Reporting Procedure section below.)

Investigation results will not be disclosed or discussed with anyone other than

those who have legitimate need to know. This is important in order to avoid

damaging the reputations of persons suspected but subsequently found innocent

of wrongful conduct and to protect CVCOG from potential civil liability.

H. AUTHORIZATION FOR INVESTIGATING SUSPECTED FRAUD

The Administrative Management will have:

Free and unrestricted access to all company records and premises, whether

owned or rented; and

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The authority to examine, copy, and/or remove all or any portion of the

contents of files, desks, cabinets, and other storage facilities on the premises

without prior knowledge or consent of any individual who might use or have

custody of any such items or facilities when it is within the scope of their

investigation.

I. REPORTING PROCEDURES

Great care must be taken concerning allegations of suspected improprieties,

irregularities, or criminal activity so as to avoid mistaken accusations or alerting

suspected individuals that an investigation is necessary.

An employee who discovers or suspects fraudulent activity shall contact the

Administrative Management immediately or Chairman of the Board. The

employee or other complainant may remain anonymous (except when necessary

to cooperate with a law enforcement investigation). All inquiries concerning the

activity under investigation from the suspected individual, his or her attorney or

representative, or any other inquirer should be directed to the Executive Director

or if necessary, the Chairman of the Board. No information concerning the status

of an investigation will be provided.

Upon learning of an allegation of fraudulent activity, Administrative

Management or the Chairman of the Board shall immediately notify the

appropriate investigative agency or local law enforcement and shall not conduct

an independent investigation of any allegations of suspected criminal activity.

The reporting individual should be informed of the following:

Do not contact the suspected individual in an effort to determine facts or demand

restitution

Do not discuss the case, facts, suspicions, or allegations with anyone unless

specifically asked to do so by the Executive Director or if necessary, the

Chairman of the Board.

J. TERMINATION

If an investigation results in substantiated allegations of criminal acts or other

fraudulent behavior, termination may be recommended. The recommendation

will be reviewed for approval by the Executive Director or if necessary, the

Chairman of the Board, and if necessary, outside counsel before any action is

taken.

K. ADMINISTRATION

The Administrative Management is responsible for the administration, revision,

interpretation, and application of this policy. The policy will be reviewed

annually and revised as needed.

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III. EQUAL OPPORTUNITY EMPLOYMENT

A. PURPOSE

The purpose of the plan is to ensure that CVCOG will recruit, employ and

promote persons most qualified to render CVEDD’s business. To attract such

people, employment and promotional opportunities will be given to the best

qualified individuals on the basis of ability and dedication. Race, color, religion

national origin, age, sex, pregnancy, citizenship, familial status, disability status,

veteran status, genetic information or other protected group status will not be

considered in determining the people best qualified for such employment and

promotion.

B. POLICY

CVCOG shall recruit, hire, train and promote in all job titles without regard to

race, color, religion, national origin, age, sex, pregnancy, citizenship, familial

status, disability status, veteran status, genetic information or other protected

group status, except where otherwise required by law or regulation.

The Executive Director shall ensure that all other personnel actions such as

compensation, benefits, training, education tuition assistance, transfer, demotion,

termination, layoff, and return from layoff shall be administered without regard

to race, color, religion, national origin, age, sex, pregnancy, citizenship, familial

status, disability status, veteran status, genetic information or other protected

group status, except where otherwise required by law or regulation.

CVCOG shall base employment decisions on the principles of equal employment

opportunity and with the intent to further CVEDD’s affirmative action goals.

C. AFFIRMATIVE ACTION

The CVEDD is committed to maintaining and promoting equal opportunities for

all qualified employees, applicants for employment, and program services for

clients without regard to their race, creed, color, religion, genetic information,

national origin, sex, age, disability or any other protected characteristic.

CVEDD’s commitment, in this regard, creates a positive obligation on the part of

all management and participants for the adoption of and compliance with this

affirmative action policy. Affirmative action includes, but is not limited to,

hiring, placement, employment upgrading, promotions or transfers, recruitment

or recruitment advertising, layoff or termination, rates of pay or other forms of

compensation, selection for training, and services provided to clients. In

addition, CVEDD will actively seek qualified members of minority groups and

other protected classes in its services to clients and application and hiring

processes.

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D. COMPLIANCE AND ADMINISTRATION

It is the responsibility of each and every employee to insure compliance with the

Equal Employment Opportunity; however, the Executive Director shall have the

ultimate responsibility to insure compliance with all phases of this policy.

1. The Human Resources Manager is the Equal Employment Opportunity

(EEO) Officer and, as such, is responsible to administer the CVEDD’s

Equal Employment Opportunity Policy.

2. The EEO Officer will be responsible for:

a. Developing and implementing an Affirmative Action Plan.

b. Assuring compliance by all employees and reporting any

deviation to the Executive Director.

c. Maintaining records and preparing status reports as necessary.

d. Receiving, investigating, and responding to complaints in

accordance with established procedures.

e. Insuring that this policy is disseminated to all employees.

E. PERSONS WITH DISABILITIES

1. It is the policy of CVEDD to fully comply with the Americans With

Disabilities Act of 1990, as amended, and prohibit discrimination against

a qualified individual with a disability because of the disability of such

individual in regard to job application procedures, the hiring,

advancement, or discharge of employees, employee compensation, job

training, and other terms, conditions, and privileges of employment.

2. In compliance with the Americans with Disabilities Act of 1990, as

amended, CVEDD will insure all programs and services administered by

CVEDD are accessible to qualified persons with disabilities. CVEDD

will further provide appropriate auxiliary aids and services where

necessary to afford an individual with a disability an equal opportunity to

participate in and to enjoy the benefits of its programs and services.

F. WHISTLEBLOWERS PROTECTION

CVEDD encourages its employees to report improper activities in the workplace

and will protect employees from retaliation for making any such report in good

faith.

1. EMPLOYEE RIGHTS: Employees have the right to report, without

suffering retaliation, any activity by CVEDD or an employee of CVEDD

that the reporting employee reasonably believes:

a. Violates any state or federal law;

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b. Violates or amounts to noncompliance with a state or federal rule

or regulation; or

c. Violates fiduciary responsibilities to its employees.

In addition, employees can refuse to participate in an activity that would

result in a violation of state or federal statutes, or a violation or

noncompliance with a state or federal rule or regulation.

Employees are also protected from retaliation for having exercised any of

these rights in any former employment.

The whistleblower protection laws do not entitle employees to violate a

confidential privilege of CVEDD (such as the attorney-client privilege)

or improperly disclose trade-secret information.

2. WHERE TO REPORT: Employees have the duty to comply with all

applicable laws and to assist CVEDD to ensure legal compliance. An

employee who suspects a problem with legal compliance is required to

report the situation(s) to their supervisor or other appropriate member of

management, to include the Executive Director.

3. PROTECTION FROM RETALIATION: Any employee who believes

they have been retaliated against for whistleblowing may file a complaint

with CVCOG’s Equal Employment Opportunity (EEO) Officer. The

EEO Officer, appointed by the Executive Director, shall be responsible

for receipt, documentation, investigation and report of all such

complaints in accordance with established procedures.

G. ADMINISTRATION

The Human Resources Manager as the Equal Employment Opportunity (EEO)

Officer shall be responsible for receipt, documentation, investigation, and report

of all such complaints of violations of the Equal Opportunity Employment Policy

in accordance with established procedures.

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IV. SEXUAL HARRASSMENT,

SEXUAL MISCONDUCT AND BULLYING

A. GENERAL POLICY

It is the policy of Concho Valley Economic Development District (CVEDD) to

provide an employment environment free of sexual harassment, sexual

misconduct or bullying. Any and all forms of sexual harassment, sexual

misconduct and/or bullying are strictly prohibited and CVEDD will not tolerate

any such form(s) of harassment, misconduct or bullying in the workplace.

B. SEXUAL HARASSMENT

Sexual harassment may include sexual advances, sexual solicitation, requests for

sexual favors, or other verbal or physical conduct of a sexual nature where any of

the three criteria exist:

1. Submission to such conduct is made, either explicitly or implicitly, a

term or condition of an individual’s employment or continued

employment;

2. Submission to or rejection of such conduct by an individual is used as the

basis for employment decisions affecting such individual; or,

3. Such conduct has the purpose or effect of unreasonably interfering with

an individual’s work performance or creating an intimidating, hostile, or

offensive work environment.

C. SEXUAL MISCONDUCT

Sexual misconduct includes behavior that is short of sexual harassment, but may

include offensive language, offensive jokes, offensive bantering or any other

behavior of a sexual nature deemed to be offensive and unwelcomed by the

employee who is offended. This sexual misconduct is unprofessional and

inappropriate and it will not be tolerated at CVEDD.

D. BULLYING

Any and all forms of bullying are strictly prohibited. Bullying is defined as any

form of intimidation or aggressive behavior in which someone intentionally and

repeatedly causes another person injury or discomfort. Bullying can take the

form of physical contact, words or more subtle actions or attacks.

E. CONDUCT EXPECTATIONS

It is the expectation of CVEDD that all employees will treat each other and the

general public with professionalism, respect and fairness. Employees must

conduct themselves with courtesy and restraint at all times on the job and at all

times when they may be perceived in any manner as representing CVEDD.

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F. REPORTING PROCEDURES

Any employee who feels he/she is being subjected to sexual harassment, sexual

misconduct or bullying by any person in the workplace must report the incident

to the appropriate supervisor or manager immediately. Likewise, any employee

who witnesses any incident that appears to be a violation of sexual harassment,

sexual misconduct or bullying policies is also required to report the incident

immediately. If the subject of a complaint is the employee’s supervisor or

manager, the employee must report the complaint directly to the Human

Resources Office, the Director of Administration or the Executive Director.

Supervisors or managers who receive reports of sexual harassment, sexual

misconduct or bullying must report the complaint(s) to the Human Resources

Office, the Director of Administration or to the Executive Director, regardless of

the form of the complaint (formal or informal) or whether it precisely follows

CVEDD’s complaint procedures. Ignoring a report of sexual harassment, sexual

misconduct or bullying is unacceptable.

Accurate records of all complaints must be kept. Supervisors or managers will

work with the Human Resources Office, the Director of Administration and the

Executive Director to ensure appropriate action that actually stops the

harassment, misconduct or bullying is taken.

G. PROTECTION FROM RETALIATION

CVEDD encourages its employees to report any sexual harassment, sexual

misconduct or bullying in the workplace. Employees who report any form of

sexual harassment, sexual misconduct or bullying are protected against retaliation

by state and federal laws. (See III. Equal Opportunity Employment, E.

Whistleblowers Protection)

H. TERMINATION

Sexual harassment, sexual misconduct and/or bullying will not be tolerated.

Disciplinary action will be taken against any employee who is proven through

investigation to have engaged in such activity, up to and including termination.

I. ADMINISTRATION

The Human Resources Manager, the Director of Administration and the

Executive Director are responsible for the receipt, documentation, investigation

and report of all such complaints of sexual harassment, sexual misconduct or

bullying.

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V. CONFLICTS OF INTEREST

A. GENERAL POLICY

Conflict of interest is a situation in which the private interest of an employee or

officer of Concho Valley Economic Development District (CVEDD) conflicts

with or raises a reasonable question of conflict with job-related duties or

responsibilities of that employee or officer. This is usually financial or economic

in nature.

B. EMPLOYEES

An employee shall not engage in any activity that would create a conflict of

interest or even the appearance of a conflict, to include:

1. Make a personal investment in any enterprise that would create a

substantial conflict between the employee’s private interest and CVEDD.

2. Engage in outside business or professional activities or accept

employment if the activities create a conflict between the employee’s

private interests and CVEDD.

3. Use or appear to use information obtained in connection with the

employee’s duties for CVEDD or that could be expected to impair the

employee’s independence of judgment in the performance of the

employee’s duties for CVEDD.

C. PUBLIC OFFICIALS

Local public officials, including a member of the CVEDD governing body or

another officer, whether elected, appointed, paid or unpaid, are subject to the

Conflict of Interest provisions in Chapter 171 of the Texas Local Government

Code. Chapter 171 establishes the standard for determining when a local official

has a conflict of interest that would affect his or her ability to discuss, decide or

vote on a particular item.

1. Officers of CVEDD will neither have financial interests in the profits of

any contract, service, or other work performed for CVEDD nor derive

personal profit directly or indirectly from any contract, purchase, sale, or

service between the CVEDD and any person or company.

2. An officer shall not:

a. Participate in the selection, award, or administration of a contract

in which public funds are used where, to their knowledge, they

or their immediate families or partners or organizations in which

their immediate families or partners have a financial interest or

with whom they are negotiating or have any arrangement

concerning prospective employment.

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b. Solicit or accept gratuities, favors or anything of monetary value

from potential or existing contractors, vendors or providers.

c. Solicit or accept or agree to accept a financial benefit, other than

from CVEDD, that might reasonably tend to influence his or her

performance of duties for CVEDD or that he knows or should

know is offered with intent to influence the officer’s

performance;

d. Accept employment or compensation that might reasonably

induce him to disclose confidential information acquired in the

performance of official CVEDD duties or that might reasonably

tend to impair independence of judgment in performance of

official CVEDD duties;

e. Make any personal investment that might reasonably be expected

to create a substantial conflict between the officer’s private

interest and responsibilities for CVEDD; or

f. Solicit or accept or agree to accept a financial benefit from

another person in exchange for having performed duties as a

CVEDD officer in favor of that person.

3. In order to reduce unethical or noncompliant behaviors, CVEDD ensures

that all employees and board members are to be educated regarding the

entity rules and regulations surrounding ethics, including changes that

may occur. CVEDD administration will conduct annual training on

ethics and fraud prevention/detection for the Concho Valley Economic

Development District staff members, board members, as well as any

departments providing support functions.

D. CONTRACTS

With reference to contracts, no officer or employee of CVEDD who exercises

any functions or responsibilities in the review or approval of an undertaking or

the carrying out of one of the CVEDD’s contracts shall participate in any

decision relating to that contract if the decision affects his personal pecuniary

interest.

Officers and other members of the CVEDD governing body must file a conflicts

disclosure statement relating to any person that CVEDD has contracted with or is

considering contracting with if that officer or member of the governing body or

any of their family members has certain business relationships with that person.

E. ADMINISTRATION

The Executive Director and the Director of Administration are responsible for the

administration, interpretation, and application of this Conflicts of Interest Policy.

Legal counsel will be consulted as necessary in order to ensure all provisions of

this Policy are strictly adhered to.

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VI. PERSONAL USE OF CVEDD PROPERTY

A. GENERAL POLICY

It is the policy of Concho Valley Economic Development District (CVEDD) to

provide each employee with all reasonable and necessary tools, equipment, and

property to adequately perform their job. All such tools, equipment and property

owned by, leased by or provided to CVEDD may only be used for official

purposes.

B. USE OF TOOLS, EQUIPMENT AND PROPERTY

Employees who are assigned tools, equipment, or any other CVEDD property are

responsible for them and for their proper use and maintenance.

CVEDD tools, equipment, materials, supplies, or property may not be used for

personal or political use.

C. USE OF INFORMATION SYSTEMS RESOURCES

Employees who are assigned information system resources, including personal

phones, computers and peripheral devices, are responsible for them and for their

proper use and maintenance.

CVEDD information system resources may not be used for personal or political

use.

D. USE OF BUILDINGS AND PREMISES

Use of CVEDD buildings and premises by employees shall be in compliance

with law and with CVEDD policies regarding authorized uses and may not be

used for personal or political use.

E. USE OF CVEDD CREDIT CARD

It is the policy of CVEDD to maintain credit cards to be used specifically and

exclusively for the purpose of conducting essential CVEDD business. The

designated custodian of all CVEDD credit cards is the Finance Manager, as

directed by the Executive Director. The Finance staff will monitor the use of

credit cards through payment of monthly invoices. Receipts for purchases will be

given to the Finance staff to help reconcile the invoices prior to payment.

CVEDD credit cards may not be used for personal or political use.

F. MISUSE OF CVEDD PROPERTY

Any misuse or unauthorized use of CVEDD’s property, including information

system resources, is subject to disciplinary action. Misuse of official property may

also result in criminal prosecution.

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VII. GIFTS AND HONORARIA

A. GENERAL POLICY

Employees and officers of Concho Valley Economic Development District (CVEDD) are

prohibited from accepting any favor or gift from a person who wants, or may want, or

may be seen to want, an official favor within the authority of that employee or officer.

B. GIFTS TO EMPLOYEES

It is unethical for any CVEDD employee to accept or give a gift that is meant to sway a

decision in favor of the gift-giver. Employees may not:

1. Solicit or accept, directly or indirectly, any gift, gratuity, favor, entertainment, or

any other thing of monetary value, from a person who has, or is seeking to

obtain, contractual or other business or financial relations with CVEDD.

2. Solicit a contribution from another employee for a gift to an official superior,

make a donation as a gift to an official superior, or accept a gift from an

employee receiving less pay than the employee. However, this paragraph does

not prohibit a voluntary gift of nominal value or donation in a nominal amount

made on a special occasion such as marriage, illness, or retirement.

3. Any such gift or gratuity, the receipt of which is prohibited by this policy, shall

be returned to the donor with a written explanation as to why the return is

necessary.

C. GIFTS TO OFFICERS

Officers or other members of the governing body are prohibited from accepting any gift

that would sway a decision in favor of the gift-giver.

1. Officers and members of the governing body must disclose a vendor’s or

provider’s offer of gifts worth a value of $250 or more to them or to any family

member using the Conflict of Interest Form approved by the Texas Ethics

Commission.

2. Local Government Code Chapter 176 requires that the officer or member of the

governing body disclose this offer of a gift even if the offer is refused.

3. An officer or member of the governing body who knowingly violates the

disclosure requirements and violates Local Government Code Chapter 176

commits a Class C misdemeanor.

D. GIFTS TO STATE EMPLOYEES

State employees are legally and ethically prohibited from accepting gifts and honoraria,

except in very limited situations.

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1. CVEDD employees are prohibited from offering or conferring any benefit to a

state employee in exchange for the recipient’s decision, opinion,

recommendation, vote or other exercise of discretion as a public servant that

would benefit either CVEDD or the employee.

2. “Benefit” is defined as anything reasonably regarded as financial gain or

financial advantage, including a benefit to any other person in whose welfare the

beneficiary has an interest. Benefit does not include an item with a value of less

than $50 or a small gift or other benefit conferred on account of kinship or an

independent relationship.

3. CVEDD employees may be held criminally liable for violation of this Policy.

E. ADMINISTRATION

The Executive Director and Director of Administration are responsible for administration

and interpretation of this Policy and will investigate any report of wrongdoing.

ATTEST:

_____________________________

John Austin Stokes, Executive Director

Concho Valley Council of Governments

ATTACHMENT - Q

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Concho Valley Council of Governments 06CH7116

Strategic Plan 2014-2019

Revised 11-2017

Mission:

The mission of the Concho Valley Council of Governments Head Start and Early Head Start Program is to provide comprehensive services to children and families, to nurture, to educate, to believe in each other, to wisely use our talents to help others and to touch the future forever.

Vision:

We are committed to maintaining a quality program, productive partnerships, and to design and evaluate program systems to assure we are responsive to the needs of our children and families.

Values:

We believe healthy children are better prepared to learn. We believe in empowering parents helping them to become self-sufficient.

We believe in the cultural diversity of the children and families we serve.

We believe in collaborating with local community agencies interested in the well-being of HS enrolled children and families.

We believe in providing comprehensive services to children and families.

We believe in providing positive leadership to our staff supporting them in providing quality services.

ATTACHMENT - R

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GRANTEE GOALS:

Goal #1: Recruit children with disabilities

Objective Strategy

Increase the number of children we serve that are identified by the LEA as having a disability.

• Recruitment materials will indicate that the services we provide to children with disabilities.

When: This is, ongoing and will continue throughout the grant period.

• Post recruitment flyers and place brochures throughout our communities in areas frequently visited by families and place recruitment ads in local newspapers and local marquees where available.

When: This will take place during pre-registration in March and April 2015. And throughout the program year 2015-2016.

Expected Impact/Outcome To serve at least 10% of our funded enrollment to children with disabilities.

Progress made in 2015-2016 We began the program year, August 2015 serving 6% of our current enrollment to children with disabilities.

Progress made in 2016-2017 By mid-point of the program year have served 6% of our current enrollment to children with disabilities.

Goal #2: Recruit 4-year-old children

Objective Strategy

Increase the number of 4-year-old children we serve.

• Post recruitment flyers and place brochures throughout our communities in areas frequently visited by families.

When: This will take place during pre-registration in March and April 2015. And throughout the program year 2015-2016.

• Place recruitment ads in local newspapers and local marquees, where available.

When: August 2015. If necessary, several times during the program year 2015-2016.

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Expected Impact/Outcome Each of the classrooms that serve 20 children will be made up of predominately 4-year-olds by the beginning of the program year.

Progress made for 2015-2016 We began the program year, August 2015, serving predominately 3-year-old children in two classrooms at Big Lake, a classroom at Eldorado, Mertzon and Ozona. Total under enrollment of 15 children.

Progress made in 2016-2017 To elevate our under enrollment, August 1, 2016, we were approved for a reduction of 24 slots. We reduced class sizes to 17 children which allows us to enroll children without regard for the 3-year-old/4year old ratio.

Goal #3: Recruit qualified teacher assistants

Objective Strategy

Teacher assistants will obtain a Child Development Associate credential within two years of being hired.

• We will post job openings with the Texas Workforce Commission in an effort to reach a larger number of applicants.

When: When a teacher assistant opening becomes available. • We will provide new teacher assistants with a Care

Courses Preschool CDA packet that will allow them to obtain the 120 clock hours of training needed to obtain a CDA credential. The teacher assistant will purchase an application packet from the Council for Professional Recognition which includes instructions for completing the requirements needed to obtain their CDA credential. After the teacher assistant meets all the requirements for obtaining a CDA credential, he/she will apply for a T.E.A.C.H. Scholarship which will pay for 85% of the cost of the Assessment by the Council for Professional Recognition that will complete the process for obtaining a CDA credential.

When: Upon hiring a teacher assistant without the required credentials. We will continue this process throughout the grant period.

Expected Impact/Outcome Each classroom will be staffed with a teacher assistant that meets the qualification outlined in the Head Start Act.

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Revised strategy for 2016-2017

• We will post job openings on Indeed.com and in local newspapers. Flyers are posted throughout communities.

When: When a teacher position becomes available. Progress made for 2015-2016

Nine of twelve teacher assistants are working on obtaining their Child Development Associate credential and one enrolled in an Associate degree program.

Progress made in 2016-2017 Four of twelve teacher assistants are currently working on obtaining their Child Development Associate credential; one is working on obtaining her Associate Degree. At this time, we have two teacher assistant vacancies.

Revised Strategy for 2017-2018

• Consult with Angelo State University regarding the possibility of providing courses/continuing education classes for our teacher assistant for obtaining Child Development credential/certification.

When: January 2017

Goal #4: Recruit and retain qualified teachers

Objective Strategy

To hire and retain teachers with the required credentials as outlined in the Head Start Act.

It has been difficult to hire teachers with the required credentials in the rural communities in our service area. To retain teachers or to be competitive with salaries we would have to pay at least the average starting salary for teachers in our service area; $31,553. The average salary for our teachers is $24,667. For twelve teachers, we would need at least additional $82,632. This would not include fringe benefits.

• We will post job openings with the Texas Workforce Commission in an effort to reach a larger number of applicants.

When: When a teaching position becomes available. • Assist teachers in locating financial assistance to help

them continue their education. When: As necessary, throughout the grant period.


• We will post job openings on Indeed.com and in local newspapers. Flyers are posted throughout communities.

When: teacher position becomes available.

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Expected Impact/Outcome Each classroom will be staffed with a teacher that meets the qualifications outlined in the Head Start Act.

Progress made in 2015-2016 Three of four new teachers hired met the requirement outlined in the Head Start Act.

Progress made in 2016-2017 Currently we have three teachers with BA degrees; three with Associate degrees and one teacher with a CDA enrolled in an Associate degree program. One teacher with a CDA and three teachers working on obtaining their Child Development Associate credential. One newly promoted teacher has an Associate Degree in Applied Science that will be working on obtaining college credit/clock hours in Early Childhood.


• Consult with Angelo State University regarding the possibility of providing courses/continuing education classes for our teachers for obtaining Child Development credential/certification.

When: January 2017

Goal #5: Increase collaboration with the Local Education Agencies in our service area

Objective Strategy

To have an Interagency Agreement with the Local Education Agencies in our service area to include the provision for a certified early childhood teacher from the LEA to be placed in our Head Start classrooms and/or the provision for dual enrollment.

We established an Interagency Agreement with the LEA in Robert Lee, Coke County in 2014. We are housed in their facility and they provide an ECE teacher for our classroom. We contribute Head Start funds toward her salary.

• Meet with Superintendents of the local education agencies to develop Interagency Agreements.

When: We will meet with the Superintendents in Ozona, Crockett County and Menard, Menard County February 2015. We will meet with Superintendents in the other areas throughout the grant period.


• We will meet with the Superintendents in our service area.

When: Throughout the grant period. Expected Impact/Outcome Establish interagency agreements with the LEA for the

provision of a certified early childhood teacher or dual enrollment.

Progress made in 2015-2016 Met with the Superintendents and was unable to develop partnerships for dual enrollment.

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Progress made in 2016-2017 Over the past few years we have met with all the superintendents in our service area and currently only one local education agency has been interested in providing a certified teacher for our Head Start classrooms.

Goal #6: Expand Early Head Start services

Objective Strategy

Provide Early Head Start services to more children in our service area.

• According to our Community Assessment there are several communities in our service area that do not offer any type of child care.

• We will apply for Early Head Start expansion funds. When: When funds become available during the grant period.

Expected Impact/Outcome To expand Early Head Start services into our rural communities.

Progress made in 2015-2016 No funds were available for our service area. Progress made in 2016-2017 No funds were available for our service area. Revised Strategy for 2017-2018

• Consult with Program Specialist on converting Head Start slots to Early Head Start slots.

When: August 2017

Goal #7: School Readiness: Increase the number of children meeting or exceeding widely held expectations specifically in the areas of language, literacy and math

Objective Strategy

At least 95% of our Head Start children will meet or exceed widely held expectations for children of the same age in each of the areas of language, literacy and math.

• We will provide more training to staff on strategies for increasing children’s skills in the area of math; specifically, High Five Mathematize and strategies related to increasing children’s number concepts and operations awareness, spatial awareness and shapes, patterns, comparison and measures.

When: Pre-service training for 2015-2016 and during staff development throughout the program year.

• We will provide training to staff on strategies for increasing children’s skills in the area of language development. By increase teachers’ knowledge of the domains outlined in the Classroom Assessment Scoring System, specifically teacher sensitivity,

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instructional learning formats, concept development, quality feedback and language modeling, teachers can better facilitate the language development of children.


• We will provide training to staff on strategies for increasing children’s skills in the area of literacy. Specific strategies for developing phonological awareness, alphabet knowledge, book and print awareness and for providing opportunities for children to increase their emerging writing skills.


• Invite parents to participate in literacy activities with their children in the classroom or the center and/or provide parents with literacy activities that they can complete at home with their children.

When: We will continue this process throughout the grant period.

Expected Impact/Outcome Ninety-five percent of Head Start children will meet or exceed widely expectations in each of the following areas: language, literacy and math.

Progress made in 2015-2016 The percentage of Head Start children meeting or exceeding expectations in Math remained at 80%. The percentage for Language/Literacy went down from 90% to 86%.

Revised objective for 2016-2017: At least 95% of kinder-bound children will meet or exceed widely held expectations for children of the same age in each of the areas of language, literacy and math.

• Provide individualized training for teachers. When: Beginning in 2015-2016 and throughout the grant period.

Progress made in 2016-2017 School Readiness data for the End of Year 2015-2016 indicate that 86 percent of kinder-bound children met or exceeded widely held expectation for children their age in the area of Math Development; 92 percent in the area of Language; and 94 percent in the area of Literacy.

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Goal #8: General up-keep to facilities and outdoor play equipment

Objective Strategy

To ensure our facilities and

outdoor play equipment are

maintained and kept in good

repair.

• Keep play equipment in good repair and securely

anchored to the ground; no rust, sharp edges, no

choking hazards and free from garbage and hazardous

materials. Repair or replace as needed.

• Keep loose fill material under play equipment at the

required depth and keep borders around the

playscapes in good condition.

• Keep flooring in the centers clean and free of tears

and splinters.

• Replace age appropriate toys, materials and furniture

as needed to ensure children’s safety.

• Paint exterior and interior as needed.

• Repair/replace the ramp at Junction Head Start.

• Replace doors at Robert Lee Head Start.

When: We will continue this process throughout the grant

period.

Expected Impact/Outcome Facilities and outdoor play equipment are maintained in good

condition so there is no risk of harm to children.

Progress made in 2015-2016 Repaired floors at Junction; repaired ramp at Junction;

replaced doors at Eldorado; added loose-fill materials under

play equipment in Eldorado and Mertzon to meet required

depth; replaced carpet at Mertzon; painted interior at

Mertzon and Eldorado; replaced age appropriate toys,

materials and furniture to ensure children’s safety.

Progress made in 2016-2017 Removed and replace the mulch under the playscape at Big

Lake.

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Goal #9: Parent, Family and Community Engagement: Increase family well-being

Objective Strategy

Families will benefit from participating in the program services and/or activities.

• Provide staff with training & resources to address family’s well-being.

• At Site Supervisor meetings share new resources to the communities and bring in MOU partners to speak about new partnerships or what is available through their organization.

• Set up quarterly meetings in each community with MOU partners.

• Set up family-friendly spaces with pictures & materials that affirm and welcome all families.

• Engage fathers through Father Engagement meetings. When: 2015-2016 and throughout the grant period.


• Set biannual meeting in each community with MOU partners; aka, Head Start Networking Luncheon.

When: Beginning in 2015-2016 and throughout the grant period.

Expected Impact/Outcome Increase family well-being. Progress made in 2015-2016 Revised the Family Partnership Agreement to better address

families’ well-being. In Mertzon, Irion County, the Head Start Networking Luncheon brought together several agencies from the community. The community became more aware of the benefits Head Start has on their families. As a result of this luncheon the “Total Money Makeover” video program was donated to share with our parents, contribution were made to the “Williams’ House Trash-Can drive and some participated in and donated goods to the local “Feast of Sharing” project. New ICISD Principal, Baptist Preacher, & Methodist Minister were able to introduce themselves at the luncheon, (all new to the community & haven’t met). Methodist Minister will be volunteering for 6 weeks to teach a Parenting Classes, in which she is certified, “Parents talking to Parents.” Both churches are currently looking into sod, or some other ground cover for the children’s playground.

Progress made in 2016-2017 All Family Service Workers hosted a luncheon for their MOU partners. All sites are having Father Engagement

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Activities such as: Sparkling Pumpkins with Dads, Pumpkin Carving and Pumpkin Painting, Dad’s and Stepping Stones, Our Home Activity, Fire Prevention and Dads, Build a Barn with Me. Menard’s Family Service Worker participated in a community driven program, Passenger Safety Event, that supported families by providing car seats and inspecting car seats for proper installation. In the Spring, Menard Head Start will participate in “Home and Housing Repairs” that will help Head Start families and other families in the community with minor home and house repairs. They will also participate in an Alcohol and Drug Awareness Event hosted by The Family Consumers Sciences Program.


• Family Service Workers will meet annually with MOU partners in their communities.

When: 2016-2017 and throughout the 2017-2018 grant period.

Goal #10: Parent, Family and Community Engagement: Strengthen families as Lifelong Educators

Objective Strategy

Parents and families observe, guide, promote and participate in everyday learning of their children at home, school, and their community.

• Provide families with parenting education sessions, where teachers, teacher assistant and parents share information about children’s learning, development and program curriculum.

• Parents will be invited to participate in their child’s classroom activities.

• Centers will have family reading nights. When: 2015-2016 and throughout the grant period.

Expected Impact/Outcome Strengthen parents as life-long learners. Progress made in 2015-2016 Teachers and parents share information about their children’s

learning, development and program curriculum during Teacher Home Visits and Parent-Teacher conferences. Parents participate in planned monthly events at their respective centers and during scheduled classroom activities. Parents are also engaged with their children through “Home-School Connection” (homework activities).

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Progress made in 2016-2017 All sites participated in Read for the Record, inviting families and community members. Parents participated in planned monthly events in their children’s classrooms and at their respective centers. Families were also engaged with their children through the “Home-School Connection”. Parents and families also attended monthly parent meeting discussing and/or participating in topics or activities such as: father engagement, community engagement, cooking activities, attendance awareness, curriculum, Home-School Connection, and stages of child development, establishing limits and being consistent, and healthy meal planning


• Centers will have Family Reading Activities When: 2016-2017 and throughout the 2017-2018 grant period.

Goal #11: Increase the number of children that have affordable health care

Objective Strategy

100% of our Head Start children will have affordable health care.

• According to 2013-2014 PIR 83% of our children had health insurance.

• At enrollment, if parents do not have their children covered by health care, we will give them information on applying for CHIP and/or Affordable Health Care.

When: 2015-2016. As needed throughout the grant period. Expected Impact/Outcome One hundred percent of Head Start children will have

affordable health care. Progress made in 2015-2016 91% of our children had health care. Revised objective for 2016-2017: 100% of our Head Start children will have affordable health care at the end of their enrollment.

• Invite members from MAXIMUS to speak at parent meetings regarding the types of health care available to our parents.

When: Open House or September 2016 parent meetings or when they are available.

Progress made in 2016-2017 88.4 percent of Head Start children served had health care.

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Goal #12: Increase teachers’ CLASS scores

Objective Strategy

Increase our teacher’s CLASS scores in all domains.

• CLASS reliable reviewers will monitor teachers using the CLASS Scoring System. And will provide guidance by setting goals and provide training by accessing the Early Childhood Learning and Knowledge Center for areas of weakness.

When: 2015-2016 and throughout the program period. Expected Impact/Outcome All teachers will score above the national average for CLASS

scores. Progress made in 2015 –

2016

Emotional Support

Classroom Organization

Instructional Support

National Average (2014)

6.10 5.83 2.90

Program Average 6.15 5.28 2.60

Progress made in 2016-

2017

National Average (2015) 6.03 5.80 2.88

Program Average 5.99 4.94 2.79

DELEGATE AGENCY GOALS:

Goal #1: Partnership with SAISD Special Education Program

Objective Strategy

Continue our partnership with the San Angelo ISD Special Education program to provide specialized teacher support on our Head Start campuses and help provide services for Head Start/PPCD children in our program.

• Re-established our partnership for the 2016-2017 school year.

• Added four inclusion classrooms at Blackshear Head Start with two certified Special Education teachers and two Special Education aides.

• Head Start disability identified children at the other two campuses are served in Preschool Program for Children with Disabilities (PPCD) classrooms at the elementary campuses for SAISD.

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Continue to partner with San Angelo ISD Special Education program for PPCD Testing.

• Continue to attend PPCD Testing to recruit children with disabilities for our Head Start program to help us maintain the 10% enrollment requirement.

Expected Impact/Outcome Continue our collaborative partnership and possibly expand inclusion classrooms to the other centers.

• Provide specialized teacher support for our children served through HS/PPCD.

• Increase the number of disability children served in our program through recruitment efforts with the Early Childhood Intervention program (ECI) and the LEA Special Education Department.

Progress/Program Impact in 2016-2017

• Re-instated the collaborative inclusion partnership. The Special Education staff at Blackshear Head Start provide specialized support to our identified children with disabilities.

Desired Outcome for 2017-2018

• Continuation of the collaborative partnership with SAISD Special Education program and possibly expand with additional inclusion classrooms at the other two centers.

• Increase the number of children served with disabilities in our HS program to help us meet the 10% enrollment requirement and not have to apply for waiver.

Goal #2: Recruit and maintain qualified staff

Objective Strategy

To maintain qualified staff in all areas of the program, including a good substitute list readily available to help us meet all compliance standards.

• Continue to recruit certified teachers and qualified teacher assistants.

• Continue to post job openings on the district website, Channel 4, newspaper, and Texas Workforce Commission.

• Continue to seek funding to pay a comparable salary to retain qualified staff.

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Expected Impact/Outcome Increase the number of certified teachers for our program. • Continue to work towards establishing a partnership

with SAISD to provide a Child Development Associate program in our High schools.

• Continue to seek funding sources to compensate teachers—certified, Associate, and CDA level.


• Addition of 3 degreed/certified teacher in our HS program.

Expected Outcome for 2017-2018

• Recruit degreed/certified teachers throughout 2017-2018 program year.

• Recruit qualified teacher assistants and substitutes. • Set up a salary schedule to compensate teachers at the

different levels: Bachelor, Associate, and CDA and the funding source to accomplish this goal.

Goal #3: Upgrades to Head Start Facilities

Objective Strategy

To seek funding opportunities to provide for on-going maintenance and exterior/interior upgrades to our Head Start facilities, as well as our playground areas to ensure a safe and secure learning environment.

• Replace playground material with turf at all 3 centers. • Add turf to the dirt area playgrounds at all 3 centers. • Add shade canopies to all playground areas at all 3

centers. • Replace any old or broken playground equipment as

needed. • Replace windows at all 3 centers. • Exterior/interior painting at Blackshear Head Start. • Interior painting at Rio Vista Head Start.

Expected Impact/Outcome Funding will be available to: • Replace/add playground equipment, turf, and windows

at all 3 centers. • Paint Blackshear • Paint classrooms at Rio Vista


• Carpet and tile replaced at Blackshear. • Exterior painting completed at Rio Vista.


Continue to seek funding for:

• Completion of painting at Blackshear/Rio Vista. • Replacement of playground equipment, turf, and shade

canopies at all 3 centers.

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• Replacement of windows at all 3 centers.

Goal #4: Partnership with SAISD for Certified Teacher Support

Objective Strategy

Partner with San Angelo ISD to help provide certified teachers for our HS program and to ultimately split fund them for our program or to provide certified teacher support for our HS teaching staff.

Meet with district personnel to discuss options to:

• Provide certified teacher support for HS teaching staff—district receive ADA.

• Split funding (HS/SAISD) for certified teachers to be hired for our program.

Expected Impact/Outcome Increase the number of:

• Certified teachers in our HS program to all being certified or at least 50% being certified.

• Inclusion classrooms increased to the other HS centers.

• Establish a collaborative partnership with SAISD PK teachers and HS teachers to ensure best practices and K expectations are achieved.


• A certified teacher transferred to HS to fill a vacancy and impact student achievement in HS.

• Continue to look for these opportunities to help meet our goal.


Continue with this goal throughout the 2017-2018 program year.

Goal #5: Funding Opportunities for Pregnant Moms Program

Objective Strategy

To seek funding opportunities to support our Pregnant Moms program in

Continue to meet with community agencies that target pregnant moms in our service area to establish MOU’s throughout the grant period.

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providing education, health, and parenting support.

• MOU’s have been established with local agencies, but funding opportunities are still not available.

Expected Impact/Outcome Increase the number of: • MOU’s established from the prior year with

community agencies. • Funding sources for all pregnant moms in our program

to receive dental and health support needed. Progress/Program Impact in 2016-2017

• Established MOU’s with community agencies, but no funding to help with dentals was available. HS dollars were used to pay for dental exams.

• Established MOU’s with the new dental offices in our service area.


Continue to establish MOU’s and to seek funding to help with dental exams for the pregnant moms in our program without insurance or Medicaid.

Goal #6: Increase Family Engagement

Objective Strategy

To continue increased awareness of services for children with disabilities and address intervention services available. To continue to increase family engagement at all levels of the program (center parent meetings, classroom activities, and policy committee) for all parents to provide resources on how to become effective advocates and educators on behalf of their children.

• Provide training on the importance of early Identification, referral process, and implementation of services for staff.

• Continue to educate parents and provide them with the appropriate tools and resources for a better understanding of disabilities and services for their children.

Expected Impact/Outcome • Parents that are better informed of services for their children with disabilities and the impact of early identification and intervention.

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• Parents that become life-long learners and advocates for their children throughout their schooling years.


Increased participation: • At the center level for student/parent activities, but need

to continue to advocate for increased participation in parent meetings and attendance and participation at policy committee meetings.

• Classroom activity participation is great. Expected Outcome for 2017-2018

Continue to educate, train, and invite parents (individual invitation) on the importance of serving on parent committees at the center level and serving on the policy committee for the program.

Goal #7: Partner with local health agencies in our service area:

Objective Strategy

To continue to partner with local health specialists in providing health and dental care for children we serve in our programs.

This goal was met and we also established MOU’s with new dental offices in our service area.

Expected Impact/Outcome All children in our programs will have dental and health care and maintenance.


• The number of children with medical and dental care and maintenance increased from last year, according to the 2016 PIR.


Continue to see increased numbers in children receiving dental care and maintenance throughout the program year.

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Head Start Personnel Policies Addendum

Concho Valley Council of Governments

San Angelo, Texas

Revised 10-2017

ATTACHMENT - S

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APPLICABILITY OF PERSONNEL POLICIES

These personnel policies apply equally to all employees of the Concho Valley Council of Government’s Head Start unless a class of employees is separately addressed in these policies. In cases where federal, state laws or regulations supersede policies for specific groups of employees, such laws or regulations will control only insofar as necessary for compliance.

EQUAL EMPLOYER STATEMENT

CVCOG Head Start is an equal pay employer. CVCOG does not discriminate in amounts of pay, or in the application of our pay policies, based on a person’s protected status such as race, color, religion, national origin, age, sex, pregnancy, citizenship, familial status, disability status, veteran status, genetic information or other protected group status. Please see the Equal Employment Opportunity Policy and Affirmative Action Plan for further information. This information is located on our Team Site.

ORIENTATION AND TRAINING

On your first day, you will be given a general orientation packet. The purpose of the orientation packet is to enable a new employee to understand his or her job better and to understand the relationship of the job to the overall operation of the Head Start Program. During your first weeks and months we will work closely with you and your supervisor to help you learn your duties quickly and to provide you with guidance if you need it. Feel free to ask your immediate supervisor or Department Director for understanding and clarification of any new words, terms, or concepts you do not understand. Questions can also be directed to your Human Resource Manager.

CLASSIFICATION OF EMPLOYEES

Regular Full Time: An employee who works an average 30-40-hour workweek on a regularly-scheduled basis. Regular Part Time: An employee who works an average of less than 30 hours a workweek, either on a regularly-scheduled basis or on an irregular basis. Temporary: An employee who is hired for a specific, limited purpose to work on a non-regular basis that is less than 12 months. Seasonal: An employee who is hired for a specific, limited purpose for less than 6 months and generally beginning around the same time of the calendar year.

Also, every position is classified as either exempt or non-exempt. An exempt position is usually of a managerial, administrative or professional nature, and is exempt from overtime calculation and payments. A non-exempt position is usually of a clerical, technical, or service nature, and is eligible for overtime. Overtime pay is explained in the Pay

NON-EXEMPT EMPLOYEE TIME AND PAY

NON-EXEMPT EMPLOYEES: A non-exempt position is usually of a clerical, technical, or service nature, and is eligible for overtime. Currently, the following positions are classified as non-exempt: Managers, Specialists, Administrative Assistant, Site Supervisors/Family Service Workers, Teachers, Teacher Assistants, Custodians, Cooks and Temporary/Seasonal Employees.

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COMPENSATORY TIME: Council of Governments’ workweek is defined as Sunday thru Saturday. Overtime shall include all time actually worked for the Council of Governments in excess of 40 hours in any workweek. Annual leave, holiday, or other leave are not hours worked and are not counted when determining overtime. According to the provisions of the FLSA, overtime hours are paid at one and one-half times your base pay, or will be recorded as “comp time” (compensatory time). “Comp time” is time off, with pay, at a rate of one and one-half (1 ½) times the amount of overtime worked. The Council of Governments will be the sole determiner of whether to payout the overtime or to classify it as comp time. Any hours worked more than forty (40) each week (overtime hours) must be approved in advance by your supervisor. Unapproved overtime is grounds for disciplinary action up to and including termination. It is understood and agreed that all employees may be required to work additional time in excess of our normally scheduled hours. With the exception of emergency or extenuating circumstances, comp time must be used within the pay period earned or the next pay period. The maximum amount of unused comp time an employee shall be allowed to accrue will not exceed 40 hours. Accrued comp time should be used first by employees to cover absences from work for annual leave. Once accrued comp time is exhausted, any remaining absence will be charged to annual, as appropriate. The Council of Governments shall have the right to require employees to use earned comp time at the convenience of the Council. The Council of Governments retains the right to “buy back” all or part of an employee’s unused comp time by paying the employee for that time at the employee’s current overtime rate of one and one-half the employee’s regular hourly rate of pay. this “buy back” will be used to return an employee’s comp time accrual below the maximum of 40 hours; whenever the Council of Governments management deems it in the best interest of the Council of Governments; or as required by the FLSA, upon termination of the employee. All records for payments of wages are important documents. You will be asked to complete certain paperwork involving your pay: We expect accurate and timely completion of this paperwork, to help us maintain payroll records that are required by law.

TIMELINESS AND ATTENDANCE

Regular Full-Time employee: Work days are Monday through Friday. Regular Full-Time employee’s work day begins promptly at 7:15 a.m., 7:30 a.m., or 7:45 a.m. and ends at 1:45 p.m., 3:15 p.m., 3:30 p.m. or 3:45 p.m. (start and end times are location specific, please see your supervisor to see which times your location is expected to follow) Employees are to be punctual in reporting for work, keeping appointments, and meeting schedules for completion of work. An employee who expects to be late for or absent from work should report the expected tardiness or absence to his or her supervisor by 7:00 a.m. or prior to the beginning of the workday and when possible 24 hours prior to being absent or late.

Failure to report within the required period shall result in the employee forfeiting paid annual leave for the absence. Unless otherwise approved by the supervisor, employees are expected to call each day of absence. Frequent tardiness or unexcused absences shall be grounds for disciplinary action up to and including termination.

Temporary/Seasonal employee: Temporary/Seasonal employees will be instructed as to when their workday begins and ends.

TELEPHONE USE

Council telephones are to be used for Council business. It is understood that occasionally personal calls are necessary; however, use of Council telephones for local personal calls are permitted only if the number and length of calls are kept to a minimum. Cell phones are not allowed in the classroom. Employees are prohibited from using CVCOG telephones to make long distance personal calls. Violations of this policy may result in disciplinary action, up to including termination.

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PERFORMANCE APPRAISALS

When a person is a new employee of the Concho Valley Council of Governments Rural Head Start, that person is on a 90-day introductory period. Whenever an employee is promoted or demoted that person is on a 90-day introductory period. All staff will be required to attend mandatory meetings, trainings, and in-services throughout the year. Some travel will be required. Staff must coordinate travel. Only the person driving will receive mileage for travel.

MEDICAL STATEMENT

The Executive Director, Head Start Director or employee’s supervisor may request an employee to furnish, and the employee must provide upon request, written verification by a physician of medical condition precluding availability for duty. Failure of an employee to provide such verification by a physician, when requested, shall result in disciplinary action, up to and including termination. All Full-Time Employees, Part Time, Temporary/Seasonal Custodians, Temporary/Seasonal Substitutes, and Volunteers will be required to have a physical and a Tuberculosis Screening prior to reporting to working or volunteering in the classroom. If Tuberculosis Screening is positive the employee will not be allowed to report for work until released by a physician.

BENEFITS

You become eligible for annual leave when you complete 180 days of service. After completion of the 180-day introductory period, employees will receive a pool of prorated hours, dependent on work hours remaining in the academic school year, to the full-time employee's annual leave time account. Regular Full-Time Employees will receive the following: *Summer Vacation: (Approximately 4 to 6 weeks) *Annual Leave: Employees who work 8 hours per day will receive a maximum of 80 annual hours per year.

Hourly employee’s annual leave begins when employee’s return from summer break. This date is sent in an email to all centers prior to May 31.

Concho Valley Council of Governments Head Start Site Supervisors, Teachers, Teacher Assistants, Cooks, and Cook/Custodians do not accumulate annual leave. Unused annual leave is not carried over into the next school year. No pay shall be received for unused annual leave during employment and/or resignation or termination of employment.

Holidays

Labor Day: 1 day Winter Break: 5-7 days Spring Break: 4-5 days Good Friday: 1 day Memorial Day: 1 day Thanksgiving: 2 days

Miscellaneous Benefits Health insurance, dental insurance, vision insurance, and life insurance are available the 1st of the month following 60 days of employment. CVCOG pays employee premium amounts for Medical, Dental, and Life Insurance (valued at 2X your annual salary). You will have the option to elect Vision Insurance, additional voluntary life insurance, MASA, AFLAC and a 457 plan, all at your cost. Your Human Resource Manager will contact you after 45 days of employment to get your information on elected benefits.

Retirement/Social Security

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Texas County & District Retirement System (TCDRS) (including Seasonal Employees) begins withdrawals on your first paycheck. (seasonal employees included) Regular Full Time Employees will not have social security wages withdrawn. (temporary employees contribute to Social Security)

JURY DUTY

We support you, as a citizen, in fulfilling your obligations to our community. If you receive notice to serve on a jury, you will be allowed time off from work to do so. However, should you not be actually on jury duty, you are to report back to work. For hourly paid employees, your pay will continue for up to one week. Additionally, you may keep the jury duty pay. You will need to provide your supervisor proof of your jury duty.

JOB DESCRIPTION – DISTRIBUTION:

A job description has been prepared for each position, including general duties and responsibilities, minimum qualifications, and reporting and supervisory information. You will be presented with your specific job description, which will remain available for you to review. You must sign a copy of your job description. Job descriptions are reviewed periodically for content and accuracy. Job descriptions are updated as needed; revisions and updates to your job description do not necessarily give reason for a pay raise.

DISCIPLINARY ISSUES AND PROCEDURES

There are times when corrective action becomes necessary. In most instances an attempt will be made to correct the behavior that causes disciplinary action. However, sometimes a behavior or an action will be deemed serious enough to justify immediate termination. Examples that would call for immediate discharge include but are not limited to theft, drug or alcohol use/abuse, insubordination, misconduct, excessive absences, excessive tardiness, physical violence, sexual harassment, other forms of harassment, dishonesty, breach of business ethics, incorrect treatment of our employees, certain forms of outside activity, mistreatment of fellow employees, abusive behavior, inappropriate language, lack of productivity, or an inability to meet goals. Our preferred course of action is coaching and training. For acts not resulting in immediate discharge, the employee will be verbally counseled. This will include demonstrating for and discussing with the employee their incorrect action(s) and what changes are expected. The manager will note for the record the occurrence of the verbal counseling. Should further violations occur, the employee will be given a formal written warning. Again, the behavior, action, practice, policy or principle involved will be pointed out and explained for the employee's benefit. If further infractions occur, the Executive Director will have the option of probation, suspension or discharge. The employee may be suspended, with or without pay, for up to 30 days. During this time the employee will be asked to consider if they truly want to work for CVCOG. Probation can be set for a term of 30, 60 or 90 days, and must be approved by both the Human Resource Manager and the Executive Director. During the set time, an employee must meet all goals set by their supervisor. Supervisors will closely work with the employee and meet no less than twice a month. At the end of the probation period, the employee will be evaluated and a decision will be made regarding the employee’s future with CVCOG. Suspension can be effective immediately and set for one to three days. Suspensions are for more serious infractions that would be cause for immediate termination. This will give CVCOG time to make a well informed decision. An employee may continue employment if the employee returns and indicates the desire to work for CVCOG and follow its policies, practices, and corrective actions. However, if the employee decides they do not

6

agree with CVCOG’S purpose, practices, policies and beliefs, they will be discharged or given the opportunity to resign. If, following suspension, the employee further violates our policies, practices, and/or beliefs, the employee will be discharged. Should management decide suspension would not accomplish any purpose, they may terminate the employee immediately. Supervisors and Directors are not required to use above mentioned coaching and training method. Nor are they required to place an employee on probation or suspension. However, CVCOG has the right to discharge an employee when it is the best course of action for CVCOG, its employees and clients. All final decisions require approval from the Executive Director. Note: We reserve the right to request any employee to test for alcohol or drug abuse and usage should be feel the situation warrants it. Under certain conditions, actions, comments, observations, input from others, or accident occurrence, we have the right to request any employee to submit to alcohol and/or drug abuse testing. In addition, we reserve the right to initiate the following types of drug testing in the future should we feel it necessary and important to do so: √ Pre-employment testing √ Random testing √ For cause/reasonable suspicion testing √ Safety-related testing

TERMINATION OF EMPLOYMENT

There are two primary ways to end the employment relationship. These are:

• Resignation: you, the employee, terminate the employment relationship by submitting a resignation, an intention to cease work, or behave in a way interpreted to have resigned or quit work.

• Discharge: the employer terminates the relationship.

As a reminder, employment is by mutual consent. We are an employment-at-will employer. Therefore, an employee is free to resign at any time and the employer is free to discharge an employee at any time, with or without cause. Upon resigning, we expect that you will give us advance notice. This allows us time to find a suitable replacement and work out a smooth transition. If we think there is any threat to our security or operations, we may waive your advance notice. We ask that you give us a minimum of 2 to 4 weeks’ notice. You may be asked to conduct an exit interview. An exit interview helps CVCOG to obtain information that may be useful in improving employee relations, as well as allowing us to give you information on the pension plan, Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and will help expedite your final check.

Reduction in Force: An employee may be separated when his or her position is abolished, or when there is either a lack of funds or a lack of work. When reductions in force are necessary, decisions on individual separations will be made after considering (1) the relative importance of each position to the organization, (2) the performance record of each employee, (3) qualifications of the employee for remaining positions with the Council, and (4) the employee's length of service. Employees who have been laid off may reapply to CVCOG for other positions. Qualified former employees will be given priority consideration in the event of a vacancy. CALCULATION OF SEPARATE PAY: Employees who resign shall receive their paycheck on the next regular scheduled pay day pending submission of final time sheet. See Revised Concho Valley Council of Governments Head Start Job Descriptions attached. See Revised Concho Valley Council of Governments Head Start Salary Schedule attached. The contents of this handbook are in addition to the Employee Handbook, Concho Valley Council of Governments revised 09/2015. 6-1-06; 6-20-2007; 6-1-2008; 10-1-2008; 5-1-2010; 9-1-2010; 10-1-2011; 10-1-2012; 10-1-2014; 11-16-2015; 5-2017; 10-2017

Concho Valley Council of Governments Cash Flow

Beginning Balance: 774,142$ 241,979$ 908,430$ 49,224$ CVCOG -$ 401,257$ 166,303$

FY 16-17 Inflows Outflows Balance Inflows Outflows Balance Inflows Interest Outflows Balance Inflows Interest Outflows Balance Balance Inflows Outflows Balance Inflows Outflows Balance Inflows Outflows Balance

October 754,465 (1,265,755) 262,852 59,543 (58,001) 243,521 - 34 (68,057) 840,406 - - - 49,224 1,396,004 - 143,009 (219,923) 324,343 12,587 - 178,890

November 1,303,497 (769,640) 796,709 47,716 (63,939) 227,298 - 24 (370,009) 470,421 - - - 49,224 1,543,652 - - - 284,223 (357,148) 251,419 2,445 (8,418) 172,916

December 1,342,313 (1,193,543) 945,478 74,829 (117,836) 184,290 - 16 (92,400) 378,037 - 12 - 49,236 1,557,042 - - - 767,719 (336,447) 682,691 16,544 (8,125) 181,335

January 1,033,328 (1,365,455) 613,351 120,686 (60,494) 244,483 312,993 21 (114,784) 576,267 - - - 49,236 1,483,337 - - - 88,400 (449,387) 321,704 113,877 (116,229) 178,983

February 951,062 (1,404,252) 160,161 77,580 (63,956) 258,107 - 17 (127,288) 448,997 - - - 49,236 916,501 - - - 620,942 (382,842) 559,805 1,318 (7,497) 172,804

March 1,479,558 (1,104,450) 535,270 71,096 (57,539) 271,664 - 14 (101,090) 347,921 - 12 - 49,249 1,204,104 - - - 1,083,993 (308,341) 1,335,456 4,421 (8,652) 168,573

April 1,089,823 (1,296,655) 328,438 87,655 (117,978) 241,341 264,591 20 (26,488) 586,044 - - - 49,249 1,205,072 - - - 77,570 (328,407) 1,084,620 13,871 (2,016) 180,428

May 1,077,083 (1,098,340) 307,181 76,091 (61,935) 255,496 - 17 (196,729) 389,333 - - 49,249 1,001,259 - - - 355,003 (439,155) 1,000,467 16,166 (5,975) 190,619

June 1,545,724 (975,060) 877,844 74,590 (52,877) 277,209 - 13 (65,555) 323,790 - 25 - 49,274 1,528,118 - - - 466,072 (197,617) 1,268,922 2,095 (10,533) 182,181

July 993,041 (1,736,160) 134,725 201,218 (241,598) 236,830 535,687 21 - 859,498 - - - 49,274 1,280,326 - - - 156,853 (417,151) 1,008,624 12,036 (8,905) 185,311

August 2,412,956 (1,886,687) 660,994 46,120 (31,392) 251,558 - 25 (410,542) 448,981 - - - 49,274 1,410,806 - - - 1,106,015 (1,162,239) 952,400 129,502 (142,092) 172,721

September - - - - - - - - - - - - - - - - - - - - - - - - Note: Interest Rate at .05% eff. 10/01/11 Note: Interest Rate at 0.2% eff. 03/20/17, maturity date 03/20/18

Beginning Balance: 478,773$ 177,776$ 711,526$ 49,176$ CVCOG 104,122$ 614,574$ 145,391$


October 1,184,486 (1,211,048) 452,211 111,739 (62,622) 226,894 - 23 (221,621) 489,929 - - - 49,176 1,218,209 - (104,122) (0) 373,109 (464,685) 522,998 4,402 - 149,793

November 1,058,911 (998,310) 512,812 31,146 (99,560) 158,480 - 17 (107,895) 382,050 - - - 49,176 1,102,518 - 144,550 (300,175) 367,372 2,247 (14,446) 137,594

December 1,368,215 (816,755) 1,064,272 122,699 (67,813) 213,366 - 13 (104,447) 277,616 - 12 - 49,188 1,604,442 - - - 690,559 (480,657) 577,274 30,450 (23,936) 144,108

January 850,015 (1,272,412) 641,874 82,629 (105,139) 190,856 309,768 21 (15,768) 571,636 - - - 49,188 1,453,555 - - - 674,422 (548,252) 703,444 12,739 (6,961) 149,885

February 911,635 (945,719) 607,790 30,115 (60,231) 160,740 - 18 (187,356) 384,298 - - - 49,188 1,202,016 - - - 67,085 (254,446) 516,083 104,327 (100,000) 154,213

March 1,399,451 (1,725,939) 281,302 118,059 (61,245) 217,554 297,179 13 (86,806) 594,684 - 12 - 49,200 1,142,740 - - - 876,835 (389,021) 1,003,897 27,728 (16,191) 165,749

April 1,091,777 (1,208,137) 164,943 80,239 (66,270) 231,523 - 19 (100,830) 493,874 - - - 49,200 939,540 - - - 283,678 (391,515) 896,060 2,246 (15,439) 152,556

May 1,007,270 (617,465) 554,748 71,384 (56,587) 246,320 - 18 (54,148) 439,744 - - - 49,200 1,290,012 - - - 299,064 (413,396) 781,728 3,539 (13,944) 142,150

June 1,156,733 (1,388,831) 322,650 76,263 (126,020) 196,563 - 14 (83,991) 355,767 - 12 - 49,212 924,192 - - - 538,468 (329,701) 990,495 15,944 (13,390) 144,704

July 1,513,823 (1,273,874) 562,599 182,228 (158,296) 220,495 156,168 17 (20,592) 491,360 - - - 49,212 1,323,667 - - - 268,167 (740,508) 518,154 13,093 (4,911) 152,886

August 1,931,476 (1,846,980) 647,095 55,696 (42,103) 234,088 - 16 (99,572) 391,804 - - - 49,212 1,322,199 - - - 278,115 (375,942) 420,327 107,883 (105,254) 155,515

September 1,883,169 (1,756,121) 774,142 72,463 (64,573) 241,979 675,156 20 (158,551) 908,430 - 12 - 49,224 1,973,775 - - - 410,293 (429,363) 401,257 17,246 (6,457) 166,303 Note: Interest Rate at .05% eff. 10/01/11 Note: Interest Rate at 0.1% eff. 09/21/15, maturity date 9/19/16

Beginning Balance: 469,279$ 129,601$ 651,675$ 49,127$ CVCOG 531,695$ -$ 142,465$


October 1,240,864 (1,154,266) 555,877 83,105 (74,708) 137,999 - 20 (392,736) 258,959 - - - 49,127 1,001,962 130,704 (329,835) 332,564 - - - 3,308 (15,241) 130,532

November 977,171 (1,231,882) 301,167 93,088 (59,155) 171,932 - 8 (73,961) 185,006 - - - 49,127 707,232 198,461 (193,275) 337,750 - - - 1,344 (43,500) 88,375

December 1,093,350 (975,096) 419,420 105,496 (96,987) 180,441 - 2 (168,111) 16,897 - 12 - 49,140 665,898 320,002 (452,441) 205,310 - - - 133,714 (104,641) 117,448

January 1,153,687 (1,163,731) 409,376 25,627 (51,376) 154,692 391,081 11 (126,278) 281,711 - - - 49,140 894,919 1,098,838 (986,259) 317,889 - - - 12,939 - 130,387

February 1,151,802 (1,175,069) 386,110 101,835 (73,971) 182,556 - 8 (110,022) 171,697 - - - 49,140 789,502 463,244 (437,446) 343,687 - - - 4,147 (31,706) 102,828

March 1,646,173 (1,527,444) 504,838 57,680 (46,639) 193,596 500,000 5 (98,760) 572,943 - 12 - 49,152 1,320,529 632,001 (263,253) 712,435 - - - 43,987 (22,968) 123,847

April 884,708 (1,052,201) 337,345 70,138 (60,679) 203,055 91,492 22 (115,439) 549,017 - - - 49,152 1,138,569 354,096 (322,804) 743,727 - - - 104,416 (107,733) 120,529

May 1,071,011 (995,892) 412,464 85,100 (90,011) 198,144 - 18 (146,332) 402,703 - - - 49,152 1,062,463 348,484 (153,162) 939,049 - - - 2,247 (4,869) 117,907

June 1,390,839 (1,195,090) 608,214 65,094 (52,084) 211,154 370,941 12 (131,462) 642,195 - 12 - 49,164 1,510,727 327,867 (450,774) 816,142 - - - 16,868 (151) 134,624

July 1,129,244 (1,011,692) 725,766 149,810 (168,490) 192,475 - 24 (61,710) 580,509 - - - 49,164 1,547,913 198,269 (474,081) 540,329 363,312 - 363,312 12,904 (2,824) 144,703

August 1,353,203 (1,569,869) 509,101 56,750 (42,955) 206,270 - 18 (161,756) 418,770 - - - 49,164 1,183,304 24,817 (457,673) 107,473 498,588 (221,236) 640,663 18,368 (16,430) 146,641

September 1,730,668 (1,760,995) 478,773 28,494 (56,987) 177,776 580,984 16 (288,243) 711,526 - 12 - 49,176 1,417,252 - (3,351) 104,122 326,855 (352,944) 614,574 103,084 (104,334) 145,391 Note: Interest Rate at .05% eff. 10/01/11 Note: Interest Rate at 0.1% eff. 09/26/14, maturity date 3/25/15

Note: Interest Rate at 0.1% eff. 09/21/15, maturity date 3/19/16

Beginning Balance: 767,938$ 88,198$ 223,605$ 49,067$ CVCOG 247,928$ -$ 153,679$


October 1,235,165 (1,665,208) 337,895 165,495 (97,190) 156,503 527,228 23 (329,042) 421,815 - 12 - 49,079 965,291 137,762 (251,768) 133,922 - - - 113,856 (120,102) 147,434

November 1,046,174 (1,164,275) 219,794 74,056 (92,608) 137,951 - 13 (81,318) 340,510 - - - 49,079 747,335 295,838 (158,863) 270,898 - - - 1,977 (11,157) 138,254

December 1,145,670 (653,259) 712,205 82,244 (73,423) 146,772 - 10 (97,562) 242,959 - - - 49,079 1,151,015 265,532 (172,906) 363,524 - - - 16,191 (10,796) 143,649

January 847,291 (1,367,361) 192,135 71,699 (70,162) 148,309 310,567 19 (94,051) 459,494 - 12 - 49,091 849,029 669,191 (375,028) 657,687 - - - 15,727 (13,689) 145,687

February 837,940 (916,748) 113,327 32,637 (79,398) 101,547 - 14 (84,392) 375,117 - - - 49,091 639,083 361,830 (264,339) 755,178 - - - 103,557 (111,954) 137,289

March 1,476,963 (1,001,613) 588,677 71,248 (67,914) 104,881 - 11 (199,215) 175,913 - 12 - 49,103 918,574 260,301 (284,898) 730,582 - - - 2,849 (8,934) 131,204

April 787,532 (1,138,490) 237,718 78,429 (64,634) 118,676 291,406 14 (62,739) 404,594 - - - 49,103 810,091 261,180 (272,810) 718,951 - - - 13,902 (8,820) 136,286

May 928,740 (723,227) 443,231 77,179 (83,508) 112,347 - 13 (112,244) 292,363 - - - 49,103 897,044 273,392 (336,398) 655,944 - - - 1,587 (8,529) 129,344

June 2,421,564 (2,090,945) 773,850 76,061 (60,501) 127,907 - 8 (121,361) 171,011 - 12 - 49,116 1,121,883 254,533 (274,000) 636,477 - - - 1,487 (2,647) 128,184

July 865,866 (1,334,605) 305,111 80,507 (86,067) 122,348 385,625 17 (88,237) 468,416 - - - 49,116 944,990 427,454 (563,227) 500,703 - - - 107,438 (105,810) 129,812

August 1,273,073 (1,158,798) 419,386 69,405 (51,663) 140,089 - 15 (164,533) 303,898 - - - 49,116 912,489 404,928 (283,132) 622,499 - - - 11,813 (4,076) 137,549

September 1,375,252 (1,325,359) 469,279 72,015 (82,503) 129,601 454,844 17 (107,084) 651,675 - 12 - 49,127 1,299,683 260,075 (350,879) 531,695 - - - 15,944 (11,027) 142,465 Note: Interest Rate at .05% eff. 10/01/11 Note: Interest Rate at 0.1% eff. 04/04/14, maturity date 09/26/14

In compliance with PFIA 2256.023 and CVCOG Investment Policy section XI

Signature on hardcopy

CVCOG Executive Director/Investment Officer

Signature on hardcopy

CVCOG Director of Finance

Hardcopy signed 9/6/17

Date

CVCOG General Fund (000's) Senior Companion (000's) 9-1-1 Trust Account (000's) General Investment CD (000's)

Wells Fargo

Wells Fargo

CVCOG General Fund (000's)

Account Closed

Senior Companion (000's) 9-1-1 Trust Account (000's) General Investment CD (000's) CVTD (000's)

Senior Companion (000's)Wells Fargo

CVEDD (000's)CVTD (000's)Wells Fargo Wells Fargo Wells Fargo Texas Bank Texas Bank Wells Fargo

CVTD (000's) CVEDD (000's)CVTD (000's)

Wells Fargo

CVTD (000's)

Wells Fargo Wells Fargo

Wells Fargo

Wells Fargo

CVCOG General Fund (000's)

Texas Bank

Wells Fargo

Wells Fargo

General Investment CD (000's) CVTD (000's) CVEDD (000's)

Wells Fargo Wells Fargo Texas Bank Texas Bank Wells Fargo

Wells Fargo

9-1-1 Trust Account (000's)Texas Bank Texas Bank

Texas Bank

Account Closed

Wells Fargo

CVCOG General Fund (000's) Senior Companion (000's) 9-1-1 Trust Account (000's) General Investment CD (000's) CVTD (000's) CVTD (000's) CVEDD (000's)Wells Fargo

INFORMATION ITEM 1

INFORMATION ITEM 1

SCHEDULE OF REVENUES BY SOURCE

October 1, 2016 -August 31, 2017 Pass Thru

State Sr. Centers &

CVCOG Administered Program Local SAISD & Fringe Benefit Total Total Excess Revenue

Grant No Grant Name Federal Federal State Income Revenue In-kind Membership CVEDD & CVTD & Indirect Revenue Expenditures over Expenditures Notes

033 TDHCA Housing - - - - 374.43 - - - - 374.43 300.00 74.43 Excess revenue, recognize as revenue

040 Economic Development District - - - - - - - 98,420.47 - 98,420.47 98,420.47 -

541 Caregiver Program - - - - - - - - - - - -

580 CV Testing & Training Center - - - - - - - - - - 15.00 (15.00) Testing done, waiting on reimbursement

582 CEDAF - 7,498.00 - - - - - - - 7,498.00 6,136.34 1,361.66 Excess revenue, recognize as revenue

588 CV Medical Reserve Corp Contract - - - - - - - - - - 239.65 (239.65) Using prior year funds totaling $4,394.67

654 9-1-1 FY 14-15 - - 769,837.14 - - - - - - 769,837.14 769,837.14 -

683 TXHHS-211 Operations FY 15-16 - - (120.03) - - - - - - (120.03) - (120.03) Prior Year Correction, expenditures denied

684 CJ Law Enf Training FY 15-17 - - 50,487.07 42,121.63 37,380.00 - 62,500.00 - - 192,488.70 181,219.36 11,269.34 Excess revenue, recognize as revenue

689 Solid Waste FY 15-17 - - 156,391.89 - - - - - - 156,391.89 156,391.89 -

692 Homeland Security SHSP FY 15-16 - 9,182.26 - - - - - - - 9,182.26 9,182.25 0.01 rounding

693 Homeland Security CCP FY 15-16 - 2,114.45 - - - - - - - 2,114.45 2,114.45 -

694 COSA- Fire Training Center - - - - 21,618.03 - - - - 21,618.03 14,629.60 6,988.43 Excess revenue, recognize as revenue

701 Head Start FY 16-17 4,296,426.89 - - 1,154.50 4,270.27 556,504.47 - 1,081,438.99 - 5,939,795.12 5,939,795.12 -

702 Foster Grandparent FY 16-17 298,267.17 - - - 10.00 38,560.10 - - - 336,837.27 336,837.27 -

703 Senior Companion FY 16-17 170,562.70 - - - 10.00 6,304.43 - - - 176,877.13 177,515.78 (638.65) Unbillable expenditure, Program issue

704 FGP State FY 16-17 5,000.00 - - - - - - - - 5,000.00 5,000.00 -

705 SCP State FY 16-17 5,756.00 - - - - - - - - 5,756.00 5,756.00 -

706 TXHHS-211 Operations FY 16-17 - 180,303.30 4,734.77 - - - - - - 185,038.07 185,644.02 (605.95) Unbillable expenditure for Ads & Promotions

707 CSEC-911 FY 16-17 - - 1,613,193.63 - - - - - - 1,613,193.63 1,613,193.63 -

708 CJ Purchase of Services FY 16-17 - 27,088.51 - - - - - - - 27,088.51 27,409.22 (320.71) Waiting on budget adjustment from Governor's Office

709 Off Gov-CJ Planning FY 16-17 - - 44,028.21 - - - - - - 44,028.21 30,096.36 13,931.85 Excess revenue, recognize as revenue

710 Off Gov-HSGD FY 16-17 - - 17,452.31 - - - - - - 17,452.31 11,325.57 6,126.74 Excess revenue, recognize as revenue

714 Head Start NTR FY 16-17 - 154,509.04 - - - - - - - 154,509.04 160,264.90 (5,755.86) Excess expenditures will be paid by Head Start

715 Area Agency on Aging FY 16-17 - 796,491.00 92,727.00 125.60 4,405.00 26,105.09 28,333.00 250,468.88 - 1,198,655.57 1,198,042.33 613.24 Excess funds, to be used thru fiscal year

716 Homeland Security SHSP FY 16-17 - 91,783.43 - - - - - - - 91,783.43 91,832.11 (48.68) Waiting on budget adjustment from Governor's Office

717 Homeland Security CCP FY 16-17 - 17,878.85 - - 500.00 - - - - 18,378.85 17,878.85 500.00 Excess funds, to be used thru fiscal year

718 AAA MIPPA FY 16-17 - 17,949.00 - - - - - - - 17,949.00 17,949.00 -

719 AAA 5310 FY 16-17 - 158,382.00 - - - 31,677.00 - - - 190,059.00 190,059.00 -

727 Spirit of Eden - - - - 6,461.00 - - - - 6,461.00 1,711.00 4,750.00 Procurement will be completed by end of fiscal year

728 Head Start FY 17-18 975,994.90 - - - - 1,650.00 - 98,132.18 - 1,075,777.08 1,075,777.08 -

730 Foster Grandparent FY 17-18 42,201.96 - - - - 6,136.00 - - - 48,337.96 48,337.96 -

731 Senior Companion FY 17-18 27,125.25 - - - - 1,198.80 - - - 28,324.05 28,324.05 -

CVTD AR Expenses - - - - - - - 2,537,963.10 - 2,537,963.10 2,537,963.10 -

101 AAA Non Project Expenses - - - - 60.00 - - - - 60.00 2,058.06 (1,998.06) Using prior year funds totaling $5,000.58

096 Property Management - - - - - - - - 45,760.00 45,760.00 36,151.53 9,608.47 Excess funds, to be used thru fiscal year

097 Non Project Expenses - - - - 1,047.70 - 14,270.00 - - 15,317.70 5,323.40 9,994.30 Excess funds, to be used thru fiscal year

098 Fringe Benefit - - - - - - - - 165,438.64 165,438.64 195,685.88 (30,247.24) Budget overages related to changes to the staffing

099 Indirect - - - - 1,788.16 - 1,080.45 - 774,802.07 777,670.68 798,175.09 (20,504.41) schedule in which allocations are calculated and applied

5,821,334.87 1,463,179.84 2,748,731.99 43,401.73 77,924.59 668,135.89 106,183.45 4,066,423.62 986,000.71 15,981,316.69 15,976,592.46 4,724.23

INFORMATION ITEM 1

INFORMATION ITEM 4

INFORMATION ITEM 5

INFORMATION ITEM 6

INFORMATION ITEM 7

INFORMATION ITEM 8

INFORMATION ITEM 9

INFORMATION ITEM 10

TEACHER-CHILD INTERACTION APPROACH2017-2018

CLASS and ITERS-R Overview & Summary

What is CLASS?: The Classroom Assessment Scoring System (CLASS) is an observation tool that focuses on effectiveness of classroom interactions among teachers and children, because it is these daily interactions that promote children's social and cognitive development. Children thrive when teachers create nurturing, well-managed settings and provide frequent and engaging opportunities to learn.

What does the CLASS Tool measure?:The CLASS tool measure focuses on developmentally appropriate interactions that support learning through organized domains and dimensions:1st Domain: Emotional Support refers to specific teaching behaviors that help children develop warm, supportive relationships, experience enjoyment and excitement about learning,feel comfortable in the classroom, and experience appropriate levels of autonomy and independance. Dimensions of Emotional Support include : Positive Climate, Negative Climate, Teacher Sensitivity, and Regard for Student Perspectives.2nd Domain: Classroom Organization describes specific teaching behaviors that help children develop skills to regulate their own behavior, get the most learning out of each day, and maintains interest in learning activities.Dimensions of Classroom Organization include: Behavior Management, Productivity, and Instructional Learning Format3rd Domain: Instructional Support refers to specific teaching behaviors that support children's cognitive development and language growth.Dimensions of Instructional Support include: Concept Development, Quality of Feedback, and Language Modeling.

Why is CLASS important?:CLASS is an indicator of quality practices that are utilized in the OHS monitoring process. The range of scores include: Poor (1-2), Mid (3-5), and High (6-7).

What is ITERS-R?Infant-Toddler Environmental Rating System Revised

Why is ITERS-R important?ITERS-R is used to see how well a program is meeting children's needs--to see whether children receive the protection, learning opportunities, and positve relationships they need for successful development.

What does ITERS-R measure?* Space and furnishings * Personal care routines* Listening and talking * Activities* Interactions * Program structure* Activities * Parent-staff

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Outcomes:1. The data collected will refine the structure and organization of the measures. 2. The CLASS and ITERS-R systems will measure the outcomes for Fall and Spring.3. The CLASS tool assure the observers be reliable trained and score related in expected ways to classroom measures.4. The CLASS and ITERS-R will assist in the set up of observation training and supported materials. It will make a difference to teachers and assistants because of the ongoing resources that will be provided to them in improving each domain, dimension and subscale needing assistance. In addition, it will help increase children's progress in the developmental assessments and on going school readiness goals set up by the program.

Activity Date Person OutcomesResponsible

1 Reliable CLASS Observers CLASS reliable observers The program has 6 staff that are Reliable Observers

ITERS-R Observations EHS Center Directors The program has 2 staff that will be observers.

2 Priority System for classroom observations Emotional Support and Classroom OrganizationCLASS

ITERS-R New Staff and staff whose scores fall below the 10% national average

3 Percentage of classrooms will be observed?CLASS 37 Head Start rooms/ 100% will be observed (100%)ITERS-R 13 EHS rooms/ 100% will be observed (100%)

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4 Timeline for observing classrooms? Fall 2017CLASS Oct 16- Nov 30ITERS-R Spring 2018

Feb 5 - Mar 9

Activity Date PersonResponsible

5 Sharing data with with stakeholders and staff? Education Manager/ Coordinator

Share with Executive Board, Policy Council/Committee/Site Supervisors/staff/Parents

CLASS Site Supervisors/Center Directors

ITERS-R

6 Professional Development? July/August 2018 Administration Coaching, if staff selected as a Coachee.CLASS 12/20/2017 In-service: ED, EL, MN, MZ, RL, OZ

January 4-5, 2018 In-service: BL, CH, J

Pre-service 8-Aug-17 SAISD

ITERS-R October 19, 2017 In-service: SAISD EHS

7 Training methods used? Administration Face-to face

Fall Data Due: January 2018 Spring Data Due: May 2018

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CLASS Virtual (videos)Site Supervisor Meeting

ITERS-R Share Trainings

8 Observation Schedule Reliable Observers CLASS Integrated with our Dates to Remember CalendarsITERS-R ITERS Observers

9 Feeback completed? Reliable ObserversCLASS Feedback same day as Observation; report within the weekITERS-R Feedback same day as Observation; report within the week

10 Resources for continous improvement. CLASS CLASS Dimension Guide, Teachstone Video Library, ECLKC crosswalk suites, Early Childhood Specialist (TTA)

ITERS-R

11 Who will support, supervise, and monitor the data? Education Manager/Coordinator

CLASS Management Team

ITERS-R

12 Professional Development Plans CLASS Education Manager/Coordinator Management Team

Professional Development Plans will include program teaching practices, training goals, CLASS scores indicating growth or progress; consequences for low performance.

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ITERS-R

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