Call to Order & Declaration of a Quorum · 10/16/2019 · 2. Jason Brinkley then asked Eric Bridges to resume his Executive Director’s report. G. Executive Director’s Report

Austin College Wright Campus Center – Mabee Hall

900 N. Grand Avenue, Sherman, Texas

Wednesday, October 16, 2019 – 5:00 p.m.

A. Call to Order & Declaration of a Quorum

B. Invocation and Pledges

C. Welcome Guests

D. Executive Director’s Report 1. Strategic Plan Update

E. Approval of Minutes: Approve Meeting Minutes for September 19, 2019 – page 2

F. Action 1. TCOG 2018-2019 Annual Report (AF): Accept TCOG’s FYE 2019 Annual Report

Report will be distributed at the Board Meeting

2. Aerial Imagery Services for TCOG Region (RS): Approve Contingency Fund Agreement between

TCOG and Pictometry.

Beth Eggar, Public Safety Planner – page 4

3. Aging & Disability Resource Center (ADRC) Request for Chase Bank Cash Reserve Funds (CS):

Authorize a Cash Reserve for ADRC Homeowner Rehabilitation Assistance (HRA) Project.

Delano Smith, Client Services Director – page 9

4. Texas Department of Housing and Community Affairs (TDHCA) Homeowner Rehabilitation

Assistance (HRA) Resolution (CS): Authorize the TDHCA HRA Resolution.

Delano Smith, Client Services Director – page 10

5. FYE 2020 Cost Pool Budgets Update (AF): Accept recommendation, if any, regarding TCOG’s

FYE 2020 Cost Pool Budgets.

Mindi Jones, Finance Director – page 12

6. FYE 2020 Cost Pool Allocations (AF): Accept recommendation, if any, regarding TCOG’s FYE

2020 Cost Pool Budget Rate changes.

Mindi Jones, Finance Director

7. Audit & Finance and Human Resources Subcommittee Representation: Accept

recommendation, if any, regarding Audit & Finance Subcommittee and Human Resources

Advisory Subcommittee representation in order to address level of engagement.

Jason Brinkley, TCOG Governing Board President

G. President’s Report

H. Adjourn

APPROVAL

_________________________

Eric M. Bridges, Executive Director

Thursday, September 19, 2019 – 5:30 p.m.

Members Present: Jeff Whitmire, Teresa Adams, Debbie Barnes-Plyler, Bryan Wilson, Ken Keeler, Stan Thedford,

Randy Moore, Tony Rodriguez, Jason Brinkley

A. Jason Brinkley called the meeting to order and declared a quorum at 5:30 p.m.

B. Tony Rodriguez provided the invocation followed by Jeff Whitmire who led the pledges.

C. Welcome Guests & Staff: Brandon Shelby, Judy Fullylove, Marsha Wilson, Rayleen Bingham, Lori Cannon,

Mary Browning-Rodriguez, Judy Conner, Dana Coker, Delano Smith, Teffany Kavanaugh, Michelle Kyzar, Bill

Lindsay, Mindi Jones, Eric Bridges, Kay Black, Rodrigo Muyshondt, Stephanie Davidson, CJ Durbin-Higgins,

Shawnee Barlett, Beth Eggar

D. Executive Director’s Report

1. Delano Smith and Dana Coker provided a presentation on the Feeding Fannin project.

After this presentation, the Audit Report was presented out of order for action.

E. Action

1. Jeff Whitmire made a motion to ratify the Audit & Finance Committee approval of TCOG’s Audit Report as

presented by Teffany Kavanaugh for Fiscal Year Ended 04/30/2019 including: ratify the Audit Report as

presented; ratify payment to the audit firm in accordance with the terms of the engagement letter; and

authorize distribution of the Audit Report to appropriate grantor agencies. This motion was seconded by

Randy Moore. Motion carried unanimously.

2. Teresa Adams made a motion to approve Meeting Minutes for August 15, 2019. Ken Keeler seconded this

motion. Motion carried unanimously.

3. A motion as made by Ken Keeler to approve new officers for the Texoma Regional Advisory Council of the

Area Agency on Aging. New officers include Chair Sharon Brazeal and Co-Chair Georgia Richardson. This

motion was seconded by Bryan Wilson. Motion carried unanimously.

4. A motion was made by Bryan Wilson to approve the renewal of 2-1-1 Annual TIRN Contract. This motion

was seconded by Tony Rodriguez. Motion carried unanimously.

5. Ken Keeler made a motion to authorize approval of the ADRC Texoma FY 2020 Contract. This motion

was seconded by Teresa Adams. Motion carried unanimously.

6. At 6:18PM, Jeff Whitmire departed the meeting. The quorum was maintained.

7. A motion was made by Randy Moore to authorize the submission and, if awarded, acceptance of the

ADRC HRA Grant. This motion was seconded by Teresa Adams. Motion carried unanimously.

8. A motion was made by Bryan Wilson to authorize submission of the TCOG Section 8 Housing 5-Year and

Annual PHA Plans. This motion was seconded by Randy Moore. Motion carried unanimously.

9. A motion was made by Ken Keeler to ratify submission of new CAP initiatives and the CSBG Budget to the

Texas Department of Housing and Community Affairs (TDHCA). This motion was seconded by Stan

Thedford. Motion carried unanimously.

10. Ken Keeler made a motion to ratify the lease agreement between Texoma Council of Governments and

MD Office Lease for the CEAP Collin County Office. Stan Thedford seconded this motion. Motion carried

unanimously.

11. A motion was made by Bryan Wilson to ratify the FYE 2020-21 Contract for 9-1-1 Service between the

Commission on State Emergency Communications (CSEC) and TCOG. This motion was seconded by

Randy Moore. Motion carried unanimously.

12. Teresa Adams made a motion to authorize the executive director to move into a contracting phase with

HUB International. Tony Rodriguez seconded this motion. Bryan Wilson asked if that means actually

signing the contract or getting the contract written up and bringing it back to the board. Eric confirmed it

was the latter. Motion carried unanimously.

13. There was no recommendation and therefore no action made with regard to TCOG’s FYE 2020 Cost Pool

Budgets.

14. There was no recommendation and therefore no action made regarding TCOG’s FYE 2020 Cost Pool

Budget Rate changes.

Page 2

F. President’s Report

1. Jason Brinkley formally acknowledged and thanked CJ Durbin-Higgins for her hard work while employed

at TCOG. The board meeting served as CJ’s final action as an employee of TCOG before retirement.

2. Jason Brinkley then asked Eric Bridges to resume his Executive Director’s report.

G. Executive Director’s Report

1. Eric Bridges notified the board of an opportunity with the Hogg Foundation Texas Communities US Census

2020 Count Initiative for possible funding to assist with the US Census 2020.

2. Eric Bridges reminded the board of the Annual Event & October Governing Board meeting which will take

place on Wednesday, October 16, 2019.

3. Eric Bridges provided additional information on the CY 2020 Employee Group Medical Benefits

4. Eric Bridges notified the board that we have an upcoming vacancy in one of our suites, currently occupied

by Diane Keahey.

H. Jason Brinkley adjourned the meeting at 7:21 p.m.

Page 3

TO: TCOG Governing Board

THRU: Eric Bridges, Executive Director

FROM: Beth Eggar, Public Safety Planner

DATE: October 8, 2019

RE: Aerial Imagery Services for TCOG Region

RECOMMENDATION Approve Contingency Fund Agreement between TCOG and Pictometry.

BACKGROUND The Texoma Council of Governments 9-1-1 Program provides management and planning support on

behalf of six 9-1-1 Public Safety Answering Points (PSAPs) in the region. The program works to ensure

compliance with rules and regulations set forth by the Texas Commission on State Emergency

Communications, the Federal Department of Justice and others. Projects include strategic planning

and budgeting, compliance, contracts, call taker training, capital equipment, database maintenance,

new technology implementation, GIS services, and coordination between local and state agencies.

DISCUSSION The TCOG Public Safety Program will pay $75,000 to Pictometry to be applied to balances due from

each Central Appraisal District (CAD) for aerial imagery flights. Pictometry will apply $25,000 to each of

the CADs – Cooke, Fannin and Grayson. The region-wide refreshed imagery is vital as it will be

uploaded to the regional 9-1-1 maps and will replace outdated imagery.

BUDGET TCOG’s 9-1-1 Program will pay Pictometry $25,000 for each CAD for a total of $75,000. There are

sufficient funds available in the program budget as this is a planned expense.

Page 4

Page 1 of 4 Texoma Council of Governments – C15967448 2019-10-10 DD-0001-20160318

AGREEMENT BETWEEN PICTOMETRY INTERNATIONAL CORP. (“PICTOMETRY”) AND

TEXOMA COUNCIL OF GOVERNMENTS (“CUSTOMER”)

1. This order form (“Order Form”), in combination with the contract components listed below:

Section A: Product Descriptions, Prices and Payment Terms Section B: Non-Standard Terms and Conditions

(all of which, collectively, constitute this “Agreement”) set forth the entire understanding between Pictometry and Customer with respect to the subject matter hereof and supersedes all prior representations, agreements and arrangements, whether oral or written, relating to the subject matter hereof. Any modifications to this Agreement must be made in writing and be signed by duly authorized officers of each party. Any purchase order or similar document issued by Customer in connection with this Agreement is issued solely for Customer’s internal administrative purposes and the terms and conditions set forth on any such purchase order shall be of no force or effect as between the parties.

2. In the event of any conflict among any contract components comprising this Agreement, order of precedence for resolving such

conflict shall be, from highest (i.e., supersedes all others) to lowest (i.e., subordinate to all others): Non-Standard Terms and Conditions; Product Descriptions, Prices and Payment Terms; and Order Form.

3. All notices under this Agreement shall be in writing and shall be sent to the following respective addresses:

CUSTOMER NOTICE ADDRESS PICTOMETRY NOTICE ADDRESS 1117 Gallagher Drive 25 Methodist Hill Drive Sherman, TX 75090 Rochester, NY 14623 Attn: Beth Eggar, Public Safety Planner Attn: General Counsel Phone: (903) 813-3552 x 3551 Fax: Phone: (585) 486-0093 Fax: (585) 486-0098 Either party may change their respective notice address by giving written notice of such change to the other party at the other party’s then-current notice address. Notices shall be given by any of the following methods: personal delivery; reputable express courier providing written receipt; or postage-paid certified or registered United States mail, return receipt requested. Notice shall be deemed given when actually received or when delivery is refused.

4. This Agreement, including all licenses granted pursuant to it, shall be binding upon and inure to the benefit of the parties hereto,

their successors and permitted assigns, but shall not be assignable by either party except that (i) Pictometry shall have the right to assign its right to receive Fees under this Agreement, provided no such assignment shall affect Pictometry's obligations hereunder, and (ii) Pictometry shall have the right to assign all its rights under this Agreement to any person or entity, provided the assignee has assumed all of Pictometry's obligations under this Agreement.

5. IN NO EVENT SHALL EITHER PARTY BE LIABLE, UNDER ANY CAUSE OF ACTION OF ANY KIND ARISING OUT OF OR RELATED TO THIS AGREEMENT (INCLUDING UNDER THEORIES INVOLVING TORT, CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR BREACH OF WARRANTY), FOR ANY LOST PROFITS OR FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR OTHER SPECIAL DAMAGES SUFFERED BY THE OTHER PARTY OR OTHERS, EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

6. With respect to any claims that Customer may have or assert against Pictometry on any matter relating to this Agreement, the total liability of Pictometry shall, in the aggregate, be limited to the aggregate amount received by Pictometry pursuant to this Agreement.

7. The waiver by either party of any default by the other shall not waive subsequent defaults of the same or different kind.

8. In the event that any of the provisions of this Agreement shall be held by a court or other tribunal of competent jurisdiction to be

unenforceable, such provision will be enforced to the maximum extent permissible and the remaining portions of this Agreement shall remain in full force and effect.

9. Pictometry shall not be responsible for any failure on its part to perform due to unforeseen circumstances or to causes beyond Pictometry's reasonable control, including but not limited to acts of God, war, riot, embargoes, acts of civil or military authorities, fire, weather, floods, accidents, strikes, failure to obtain export licenses or shortages or delays of transportation, facilities, fuel, energy, supplies, labor or materials. In the event of any such delay, Pictometry may defer performance for a period of time reasonably related to the time and nature of the cause of the delay.

Page 5


10. In consideration of, and subject to, payment by Customer of the Fees specified in Section A of this Agreement, Pictometry agrees

to provide Customer with access to and use of the products specified in Section A of this Agreement, subject to the terms and conditions set forth in this Agreement. Customer hereby agrees to pay the Fees specified in Section A of this Agreement in accordance with the stated payment terms and accepts and agrees to abide by the terms of this Agreement.

This Agreement shall become effective upon execution by duly authorized officers of Customer and Pictometry and receipt by Pictometry of such fully executed document, such date of receipt by Pictometry being the “Effective Date.” PARTIES:

CUSTOMER PICTOMETRY TEXOMA COUNCIL OF GOVERNMENTS PICTOMETRY INTERNATIONAL CORP. (entity type) a Delaware corporation SIGNATURE: \s1\

SIGNATURE: \s4\

NAME: \n1\

NAME: \n4\

TITLE: \t1\

TITLE: \cs_4_title\

DATE: \d1\

EXECUTION DATE: \d4\

DATE OF RECEIPT (EFFECTIVE DATE):

Page 6


SECTION A PRODUCT DESCRIPTIONS, PRICES AND PAYMENT TERMS Pictometry International Corp. ORDER # 25 Methodist Hill Drive C15967448 Rochester, NY 14623

BILL TO SHIP TO Texoma Council of Governments Texoma Council of Governments Beth Eggar, Public Safety Planner Beth Eggar, Public Safety Planner 1117 Gallagher Drive Sherman, TX 75090

1117 Gallagher Drive Sherman, TX 75090

(903) 813-3552 x 3551 (903) 813-3552 x 3551 [email protected] [email protected]

CUSTOMER ID SALES REP A117704 MThom

QTY PRODUCT NAME PRODUCT DESCRIPTION LIST PRICE DISCOUNT PRICE (%)

AMOUNT

1 Contingency Funds Funds Deposited with Pictometry for the purchase or license of future products or services during the term of the license on this order form. At end of this agreement, if requested, any remaining funds shall be credited towards a renewal agreement. Applicable Terms and Conditions:

$75,000.00 $75,000.00

Thank you for choosing Pictometry as your service provider. TOTAL $75,000.00 1Amount per product = ((1-Discount %) * Qty * List Price) FEES; PAYMENT TERMS All amounts due to Pictometry pursuant to this Agreement (“Fees”) are expressed in United States dollars and do not include any duties, taxes (including, without limitation, any sales, use, ad valorem or withholding, value added or other taxes) or handling fees, all of which are in addition to the amounts shown above and, to the extent applicable to purchases by Customer, shall be paid by Customer to Pictometry without reducing any amount owed to Pictometry unless documents satisfactory to Pictometry evidencing exemption from such taxes is provided to Pictometry prior to billing. To the extent any amounts properly invoiced pursuant to this Agreement are not paid within thirty (30) days following the invoice due date, such unpaid amounts shall accrue, and Customer shall pay, interest at the rate of 1.5% per month (or at the maximum rate allowed by law, if less). In addition, Customer shall pay Pictometry all costs Pictometry incurs in collecting past due amounts due under this Agreement including, but not limited to, attorneys' fees and court costs.

Due at Signing $75,000.00 Total Payments $75,000.00

Page 7


SECTION B NON-STANDARD TERMS AND CONDITIONS In accordance with the terms and conditions of this Agreement, Customer shall deposit funds with Pictometry to be held in a contingency bank for the purchase or license of future products or services (hereinafter the "Contingency Funds"). Pictometry shall apply the Contingency Funds, as set forth below, to balances due in accordance with agreements for the license of aerial imagery products and services entered into and between Pictometry and the following customers: Cooke County - $25,000.00 Grayson County - $25,000.00 Fannin County - $25,000.00

____________________________________________________

[END OF NON-STANDARD TERMS AND CONDITIONS]

Page 8



FROM: Delano Smith, Client Services Director DS


RE: Aging & Disability Resource Center (ADRC) Request for Chase Bank Cash Reserve

Funds

RECOMMENDATION

Authorize a Cash Reserve for ADRC Homeowner Rehabilitation Assistance (HRA) Project.

BACKGROUND

ADRCs support the Texas “No Wrong Door” system, an original federal initiative, which is designed to

streamline public access to long-term care and make it easier for individuals to navigate the complex

system of services offered by government agencies, non-profit organizations, and other service

providers. Understanding the available options and making decisions about healthcare, housing,

transportation, and other long-term services and supports (LTSS) can be overwhelming; however,

ADRCs provide objective information and assistance to help clients access the care they need to live in

their communities.

The ADRC of Texoma program maintains a robust database that allows the ADRC team to provide

consumers with referrals to many agencies within the tri-county area. The ADRC consumer base is

mainly comprised of older adults, people with disabilities and their caregivers, and veterans. The

counties served by ADRC of Texoma are Cooke, Fannin, and Grayson.

DISCUSSION

As a prerequisite to a successful ADRC-TDHCA HRA Application Review, Texas Department of Housing

and Community Affairs (TDHCA) is requiring the TCOG Governing Board to commit a cash reserve of

forty thousand dollars to be available during the administration of the Homeowner Rehabilitation

Assistance program. The intent of the cash reserve as communicated to us by TDHCA officials

reviewing the application is simply to demonstrate TCOG’s financial capacity to administer the project.

Any funds used will be reimbursed by TDHCA.

BUDGET

The $40,000 associated with this project would be set aside from unencumbered funds from the

refinancing of the building. Any amount used from this cash reserve will be reimbursed by TDHCA.

Page 9



FROM: Delano Smith, Client Services Director DS


RE: Texas Department of Housing and Community Affairs (TDHCA) Homeowner

Rehabilitation Assistance (HRA) Resolution

RECOMMENDATION

Authorize the TDHCA HRA Resolution.

BACKGROUND

ADRCs support the Texas “No Wrong Door” system, an original federal initiative, which is designed to

streamline public access to long-term care and make it easier for individuals to navigate the complex

system of services offered by government agencies, non-profit organizations, and other service

providers. Understanding the available options and making decisions about healthcare, housing,

transportation, and other long-term services and supports (LTSS) can be overwhelming; however,

ADRCs provide objective information and assistance to help clients access the care they need to live in

their communities.

The ADRC of Texoma program maintains a robust database that allows the ADRC team to provide

consumers with referrals to many agencies within the tri-county area. The ADRC consumer base is

mainly comprised of older adults, people with disabilities and their caregivers, and veterans. The

counties served by ADRC of Texoma are Cooke, Fannin, and Grayson.

DISCUSSION

Affordable housing has been an issue for the Texoma tri-county area, and the ADRC’s partnership with

the TDHCA would offer some relief in this area. Through TDHCA, the ADRC Program would pursue

HOME funds for single-family housing under the Homeowner Rehabilitation Assistance (HRA) general

set-aside Reservation System. These funds will be made available to HOME Reservation System

Participants via a Reservation System Participation (“RSP”) Agreement.

During the September 2019 Governing Board Meeting, authorization for the submission of the

application was approved. During their initial review, TDHCA informed us that in addition to what was

originally submitted, they also require the attached Resolution from the applicant’s Governing Board.

BUDGET

N/A

Page 10

1117 Gallagher Drive

Sherman, Texas 75090

www.tcog.com

RESOLUTION

By the Board of Directors of the Texoma Council of Governments

WHEREAS, a need exists for persons of low-income to receive assistance with the rehabilitation of

homes; and

WHEREAS, the Texoma Council of Governments (TCOG) has identified such as a need within the service

area; and

WHEREAS, the mission of TCOG is consistent with an effort to alleviate such needs; then

BE IT RESOLVED the Texoma Council of Governments (TCOG) will apply for the Homeowner Rehabilitation

Assistance Program funding offered through the Texas Department of Housing and Community Affairs;

and

The TCOG Governing Board authorizes the staff to submit an application for such funding; and

The TCOG Governing Board commits to a cash reserve of Forty Thousand Dollars for use during the

administration of the Homeowner Rehabilitation Assistance program; and

The TCOG Governing Board authorizes Eric Bridges, Executive Director to represent TCOG with respect

to this program; and

The TCOG Governing Board authorizes Eric Bridges, Executive Director as the designated signatory with

authority to execute a Reservation System Participation Agreement and all contracts required to properly

administer the Homeowner Rehabilitation Assistance Program; and

The TCOG Governing Board hereby requests a waiver of any application fees based on TCOG’s expanded

services as administrators of the Comprehensive Energy Assistance Program, the Community Services

Block Grant Program, the Section 8 Housing Choice Voucher Program, the 2-1-1 Texoma Program, the

Foster Grandparents Program, and other such programs. These services provide an array of resources

for low-income citizens in TCOG’s service area.

AND IT IS SO RESOLVED, by a majority vote of a properly constituted Board, with a quorum present, on

this, the _____ day of October, 2019.

Sincerely,

Jason Brinkley,

TCOG Governing Board President

Page 11


FROM: Mindi Jones, Finance Director MJ


RE: FYE 2020 Cost Pool Budgets Update

RECOMMENDATION Accept recommendation, if any, regarding TCOG’s FYE 2020 Cost Pool Budgets.

BACKGROUND Each month the Governing Board is presented with a status update of the prior month and current

(unreconciled) fiscal year budgets for the indirect cost allocation pool and the central service IT pool

and afforded the opportunity to make desired changes to the general and administrative indirect cost

allocation rate or the central service IT rate as conditions warrant.

DISCUSSION The following documents are attached: prior month updated Statement of Proposed Indirect Cost for

FYE 4/30/2020 Status Report depicting fiscal year budget with fiscal year to date expense and

budget balance, Statement of Central Service IT Costs for FYE 4/30/2020 Status Report depicting

fiscal year budget with fiscal year to date expense and budget balance.

BUDGET No rate changes are recommended at this time.

Page 12

AUGUST 2019

August-19 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

INDIRECT SALARY

Indirect Salary

Salaries 315,797.00$ 36,819.28$ 94,627.40$ 221,169.60$ 70.04%

FICA/Medicare 24,158.44$ 2,621.61$ 6,560.65$ 17,597.79$ 72.84%

Unemployment Insurance 40.23$ -$ -$ 40.23$ 100.00%

Workers Compensation 1,421.08$ 169.87$ 425.08$ 996.00$ 70.09%

Insurance Health 33,561.65$ 3,289.65$ 8,741.87$ 24,819.78$ 73.95%

Insurance Health Savings Account 6,045.37$ 631.41$ 1,677.85$ 4,367.52$ 72.25%

Insurance Life 424.36$ 42.35$ 112.53$ 311.83$ 73.48%

Employee Assistance Program 101.32$ 107.28$ 107.28$ (5.96)$ (5.88)%

Fraud Hotline 41.39$ -$ -$ 41.39$ 100.00%

Retirement 20,602.65$ 2,212.78$ 5,883.44$ 14,719.21$ 71.44%

Employee Benefits 24.51$ -$ 1,087.07$ (1,062.56)$ (4335.21)%

Total INDIRECT SALARY 402,218.00$ 45,894.23$ 119,223.17$ 282,994.83$ 70.36%

CONTRACTED SERVICES

Janitorial 13,800.00$ 1,133.72$ 4,534.88$ 9,265.12$ 67.14%

Lawn Service 3,400.00$ 248.86$ 995.44$ 2,404.56$ 70.72%

Pest Control 1,100.00$ 45.10$ 180.40$ 919.60$ 83.60%

Total CONTRACTED SERVICES 18,300.00$ 1,427.68$ 5,710.72$ 12,589.28$ 68.79%

PROFESSIONAL SERVICES

Audit 23,380.00$ -$ -$ 23,380.00$ 100.00%

Consultant 18,050.00$ -$ 2,422.50$ 15,627.50$ 86.58%

Legal 6,246.00$ 200.00$ 506.25$ 5,739.75$ 91.89%

Total PROFESSIONAL SERVICES 47,676.00$ 200.00$ 2,928.75$ 44,747.25$ 93.86%

UTILITIES

Electric 62,000.00$ 6,632.48$ 22,918.05$ 39,081.95$ 63.04%

Natural Gas 23,000.00$ -$ 3,389.35$ 19,610.65$ 85.26%

Sanitation 1,600.00$ 127.47$ 509.88$ 1,090.12$ 68.13%

Water 3,000.00$ 241.71$ 990.58$ 2,009.42$ 66.98%

Total UTILITIES 89,600.00$ 7,001.66$ 27,807.86$ 61,792.14$ 68.96%

OTHER

Training & Travel 9,850.00$ 358.00$ 390.13$ 9,459.87$ 96.04%

Advertising 100.00$ -$ 100.00$ -$ 0.00%

Copier Expense 1,300.00$ 189.25$ 489.35$ 810.65$ 62.36%

Depreciation 77,652.00$ 6,471.00$ 25,884.00$ 51,768.00$ 66.67%

Dues/Subscriptions 11,500.00$ 433.17$ 433.17$ 11,066.83$ 96.23%

Insurance 8,800.00$ -$ -$ 8,800.00$ 100.00%

Postage 800.00$ 137.50$ 137.50$ 662.50$ 82.81%

Printed Material 2,300.00$ -$ 216.75$ 2,083.25$ 90.58%

Travel -$ -$ 188.17$ (188.17)$ 0.00%

Building Maintenance 42,230.00$ 16,431.98$ 44,326.33$ (2,096.33)$ (4.96)%

Training & Travel 8,400.00$ 969.24$ 2,907.72$ 5,492.28$ 65.38%

Mortgage Interest Expense 26,800.00$ 2,050.63$ 8,205.45$ 18,594.55$ 69.38%

Supplies 10,000.00$ 2,502.56$ 6,741.52$ 3,258.48$ 32.58%

Total OTHER 199,732.00$ 29,543.33$ 90,020.09$ 109,711.91$ 54.93%

Total INDIRECT 757,526.00$ 84,066.90$ 245,690.59$ 511,835.41$ 67.57%

YTD Budget 252,508.67$

100 - General - 66.7%

10 - Finance and Administration

10000 - Indirect Pool

08/01/2019 - 08/31/2019

Page 13

AUGUST 2019

August-19 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

REIMBURSEMENT

Allocation Indirect Expense 853,026.00$ 89,382.00$ 243,428.63$ 609,597.37$ 71.46%

Total REIMBURSEMENT 853,026.00$ 89,382.00$ 243,428.63$ 609,597.37$ 71.46%


CENTRAL IT

IT-Voice & Data Service 15,037.00$ 1,579.93$ 6,859.33$ 8,177.67$ 54.38%

IT-Hardware 4,615.00$ -$ 3,074.95$ 1,540.05$ 33.37%

Internet -$ 1,242.35$ 4,787.49$ (4,787.49)$ 0.00%

Network Professional Services 55,473.00$ 4,591.00$ 18,798.99$ 36,674.01$ 66.11%

Software-Licensing-Maint 14,600.00$ -$ 4,449.00$ 10,151.00$ 69.53%

Total EXPENSES 89,725.00$ 7,413.28$ 37,969.76$ 51,755.24$ 57.68%


REIMBURSEMENT

Allocation CIT Expense 89,725.00$ 13,988.94$ 37,747.72$ 51,977.28$ 57.93%

Total REIMBURSEMENT 89,725.00$ 13,988.94$ 37,747.72$ 51,977.28$ 57.93%


Page 14

AUGUST 2019

2/1/2019

FY 2020

Approved Budget

YTD Allocations

Thru August 2019

YTD Expenditures

Thru August 2019 Budget Balance

% of

Budget Remaining Under/(Over)

Indirect* $ 853,026 $ 243,429 $ 245,691 $ 607,335 71.20% $ 2,262

CIT 89,725 37,748 37,970 51,755 57.68% 222

Total $ 942,751 $ 281,176 $ 283,660 $ 659,091 69.91% $ 2,484

FYE 2020 YTD Indirect, Benefits, and CIT Budgets

*Includes Year-to-Date Depreciation Expense Estimate

$2,262

$222

$-

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

Indirect* CIT

Expenses vs. Allocations

YTD Allocations

Thru August 2019

YTD Expenditures

Thru August 2019

Page 15

AUGUST 2019

Prior Year

(08/31/2018)

Prior Month

(08/31/2019)

Year-to-Date

Change ($) Change (%)

Current Month Not

Reconciled

(09/30/2019)

ASSETS

Current Assets

Cash in Bank General 165,731.00 413,176.00 247,445.00 149.31% 605,928.00

Cash in Bank TCEQ 31,942.00 100.00 (31,842.00) -99.69% 100.00

Cash in Bank Local 71,994.00 110,763.00 38,769.00 53.85% 110,763.00

Cash in Bank 911 320,198.00 392,583.00 72,385.00 22.61% 334,366.00

Cash in Bank FSS 91,832.00 93,051.00 1,219.00 1.33% 97,818.00

Cash in Bank Section 8 137,831.00 192,791.00 54,960.00 39.87% 202,115.00

Cash in Bank Chase LOC 355,985.00 355,985.00 0.00 0.00% 339,985.00

Texpool Investment Acct 998.00 1,021.00 23.00 2.30% 1,021.00

Accounts Receivable 1,155,794.00 1,318,798.00 163,004.00 14.10% 289,124.00

Travel Advance (826.00) (996.00) (170.00) 20.58% (966.00)

Prepaid Items 10,798.00 15,792.00 4,994.00 46.25% 15,050.00

Due From 813,115.00 1,294,721.00 481,606.00 59.23% 1,492,269.00

Other Assets 105,354.00 88,748.71 (16,605.29) -15.76% 88,749.00

Total Current Assets 3,260,746.00 4,276,533.71 1,015,787.71 31.15% 3,576,322.00

Fixed Assets

Building & Improvements 2,764,453.00 2,764,453.00 0.00 0.00% 2,764,453.00

Furniture, Vehicles &

Other Equipment

2,937,875.00 2,892,773.00 (45,102.00) -1.54% 2,892,773.00

Accumulated Depreciation (2,951,297.00) (3,209,772.00) (258,475.00) 8.76% (3,209,772.00)

Total Fixed Assets 2,751,031.00 2,447,454.00 (303,577.00) -11.04% 2,447,454.00

Total ASSETS 6,011,777.00 6,723,987.71 712,210.71 11.85% 6,023,776.00

LIABILITIES

Accounts Payable 434,895.00 767,691.00 332,796.00 76.52% 435,870.00

Payroll Liability (18,624.00) (4,400.00) 14,224.00 -76.37% (12,938.00)

FSS Escrow Liability 91,832.00 83,666.00 (8,166.00) -8.89% 88,433.00

Due To Due From Other

Funds

813,115.00 1,294,721.00 481,606.00 59.23% 1,492,269.00

Deferred Local Revenue -

AAA

0.00 14,964.00 14,964.00 0.00% 19,182.00

Accrued Compensated

Absences

118,771.00 118,146.00 (625.00) -0.53% 118,146.00

Long Term Debt Building

Payable

676,623.00 600,950.76 (75,672.24) -11.18% 600,951.00

Total LIABILITIES 2,116,612.00 2,875,738.76 759,126.76 35.87% 2,741,913.00

Fund Balance 3,895,165.00 3,848,248.95 (46,916.05) -1.20% 3,281,863.00

Total Liabilities & Fund Balance 6,011,777.00 6,723,987.71 712,210.71 11.85% 6,023,776.00

CEAP

All of the payroll accruals I have to do at

8/31/2019 to closeout 8/31/2019

grants

DID NOT EXIST IN 2018

Yearend Depreciation was entered at

4/30/19

Cost Pool Closeout

Transferred assets to cities

Texoma Council of Governments

Financial Information

Balance Sheets for the Fiscal Years Ended:

Notes

Had to spend to zero, this is local money

holding the account open

Page 16

AUGUST 2019

4/1/2019

Prior Year Thru August

(2018)

Current Year Thru

8/31/2019 Change ($) Change (%)

Current Year Not

Reconciled

(9/30/2019)

OPERATION REVENUE

Grant Revenue 5,031,704.92 5,466,273.39 434,568.47 8.64% 5,809,780.61

Program Revenue 736,966.54 711,502.32 (25,464.22) -3.46% 743,943.18

Investment Income 69.46 66.89 (2.57) -3.70% 66.89

Other Income 139,700.31 4,413.93 (135,286.38) -96.84% 21,784.38

Total OPERATING REVENUE 5,908,441.23 6,182,256.53 273,815.30 4.63% 6,575,575.06

Total Revenue 5,908,441.23 6,182,256.53 273,815.30 4.63% 6,575,575.06

EXPENDITURES

Personnel Expenses 956,322.16 957,460.24 1,138.08 0.12% 1,184,436.50

Program Expenses 815,940.93 463,498.61 (352,442.32) -43.19% 539,944.89

Direct Services 3,080,061.24 3,225,133.37 145,072.13 4.71% 3,799,295.85

Professional Fees 41,785.15 37,969.47 (3,815.68) -9.13% 39,982.25

Interest Expense 11,297.02 10,006.63 (1,290.39) -11.42% 12,479.34

Occupancy 109,639.76 138,812.74 29,172.98 26.61% 163,580.59

Conferences, Conventions, &

Meetings

59,323.08 53,846.40 (5,476.68) -9.23% 60,790.87

Printing & Publications 1,414.16 25,391.37 23,977.21 1695.51% 27,056.34

Dues & Subscriptions 7,135.00 508.17 (6,626.83) -92.88% 640.17

Operations 54,137.54 55,471.18 1,333.64 2.46% 56,373.12

Equipment 236.50 134,626.13 134,389.63 56824.37% 134,626.13

Depreciation 24,317.94 25,884.00 1,566.06 6.44% 32,355.00

Total EXPENDITURES 5,161,610.48 5,128,608.31 (33,002.17) -0.64% 6,051,561.05

Net Revenue Over

Expenditures

746,830.75 1,053,648.22 306,817.47 41.08% 524,014.01

Texoma Council of Governments

Financial Information

For the Fiscal and Month-to-Date Periods

PSAP EQUIPMENT

$21,000 advertising for

childcare for 2-1-1 program

expense

Maintenance

CEAP and LIHEAP

Notes

Closeout of grants

Page 17

Documents

Call to Order & Declaration of a Quorum · 10/16/2019 · 2. Jason Brinkley then asked Eric Bridges to resume his Executive Director’s report. G. Executive Director’s Report