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HomeMy WebLinkAbout2007-12-11-9:00AM-REGULAROj / /,v0 - >y OF ix� BRAZOS COUNTY BRYAN, TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON 11 DECEMBER 2007 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 E. 26TH STREET, SUITE 115, BRYAN, TEXAS. 1. Invocation and Pledge of Allegiance — Commissioner Peters. 2. Call for citizen's input and /or concerns. Consider and take action on agenda items 3 — 21: 3. Budget Amendment 07/08 -10.1 thru 07/08 -10.2. 4. Personnel Change of Status. 5. Payment of Claims. 6. Contract with Bell Tex Construction for the removal of black algae from the atrium area of the new County Administration Building (previously tabled. 7. Brazos County Order #07 -007 prohibiting the sale or use of restricted fireworks, classified under 49 C.F.R. part 173.100(r)(2) (10 -01 -86 edition) as "skyrockets with sticks" and "missiles with fins," in the unincorporated areas of Brazos County. 8. Confirmation of the appointment of David Coleman as the City of College Station's representative on the Board of the Brazos Valley Groundwater Conservation District; term of appointment is 1/01/08 through 12/31/10. Office of the County Judge • 300 East 26'" St. • Suite 11 la�- 4 Bryan, Texas 77803 . Fax: (979) 361 -4503 Commissioners Court Agenda 11 December 2007 Page 2 9. Appointment of the following individuals as Fire Commissioners for Brazos County Emergency Services District #1; term of these appointments is 1/01/08 through 12/31/09: a. Charles Robertson b. A. P. Boyd c. Mike Herron 10. Renewal of the license agreement through SHI Government Solutions for FY2007- 2008 for the Novell, Zenworks, and SuSe Linux software licenses. 11. Revised Brazos County Travel and Reimbursement Policy, effective immediately upon approval for all travel dates thereafter. 12. Renewal of the Brazos County Sheriff's Office application letter to the Texas 1033 Surplus Property Program by Sheriff Kirk and Judge Sims, County Judge. 13. Capital Requisition in the amount of $11,650.00 to Clark Equipment Company, Inc. for the purchase of a Vibratory Roller and a Landscape Rake for the Exposition Complex's Bobcat Skid Steer Loader. 14. Capital Requisition #00017060 in the amount of 40,890.00 to McKinney Dodge for the purchase of a 2008 vehicle for the Pct. 2 Constable and Pct. 4 Constable. 15. Permission to sell the transformer located between the two temporary buildings at the Administration Building; the Administrative Building Committee recommends selling this to Bryan Independent School District. 16. Capital Requisition #00017108 to CSC Engineering for additional geotechnical services for the Brazos County Detention Center's additional site. 17. Request from the Sheriff's Office for approval of reimbursement of lodging that exceeds the County Travel Policy allowance. 18. Request from the Sheriff s Office for approval of reimbursement for Valet Parking that is not covered in the County Travel Policy. 19. Request from Justice of the Peace, Pct. 4 for indemnification of funds from the General account in the amount of $97.00. 20. Payment authorization in the amount of $10,726.65 to Hart Intercivic, Inc. A purchase order for 2007 was not prepared in advance.. 21. Payment authorization in the amount of $700.00 to Paula Harwell for interpreting services provided to the 85th District Court in FY07 but not paid during that fiscal year. 22. Announcement of interest items and possible future agenda topics. w�- too Commissioners Court Agenda 1l December 2007 Page 3 23. Call for citizen input and/or concerns. 24. Agency / Board / Committee reports by Court members. 25. Adjourn The Brazos County Courthouse is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two business days before the meeting. To make arrangements, call (979) 361 -4102. jd`E" COMMISSIONERS' COURT REGULAR MEETING DECEMBER 11, 2007 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Brazos County Commissioners Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, December 11, 2007 with the following members of the Court present: Randy Sims, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Duane Peters, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4, Absent; Karen McQueen, County Clerk. The attached sheet contains the names of the citizens and officials that were in attendance. Commissioner Peters gave the invocation and then led the pledge of allegiance. Under citizen input /and or concerns, the following spoke: Rod Anderson, Assistant County Attorney a. The County Agents put on a sort of preview of the Exposition Center. He thanked the County for the facility and said that everyone had praised the facility. The Court next considered Budget Amendment #07/08 -10.1 through 10.2 that would reallocate funds for the Exposition Center, and to transfer funds from Contingency to Juvenile Vol 10* Page 6a Commissioners Court meeting December 11, 2007 2 Services - Academy. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. The Court proceeded to consider the change of status of employees as submitted on the attached Personnel Action Requests. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 7044376 through 7044658 On motion by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to approve the Claims as submitted. The next matter before the Court was consideration of a contract with Bell Tex Construction for removing black algae from the brick of the oldest area of the church building. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to enter into contract with Bell Tex Construction for removing black algae from the brick of the oldest area of the church building and authorized the County Judge to execute the document. A copy is attached. Vol I n Page �3 Commissioners Court meeting December 11, 2007 3 The Court next considered Brazos County Order #07 -007 prohibiting the sale or use of restricted fireworks, classified under 49 C.F.R. part 173.100(x)(2)(10 -01 -86 edition) as skyrockets with sticks" and "missiles with fins, ", in the unincorporated areas of Brazos County. Chuck Frazier, Emergency Management Coordinator said that the KBDI average must be 575 to ban fireworks. There are no areas at that average nor has the fire department had any action. He then gave the 14 day outlook. Bill Youngkin spoke on behalf of the owners of fireworks stands. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to remove this from the agenda. The next matter before the Court was consideration of the confirmation of appointment as to the City of College Station's representative on the Board of the Brazos Valley Groundwater Conservation District. On motion by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to confirm the appointment of David Coleman as the City of College Station's representative on the Board of the Brazos Valley Groundwater Conservation District. The term of the appointment is January 1, 2008 through December 31, 2010. The Court next considered the appointment of individuals to serve as Fire Commissioners for Brazos County Emergency Vol 104 Page 0 Commissioners Court meeting December 11, 2007 4 Services District #l. On motion by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to appoint the following: a. Charles Robertson b. A.P. Boyd c. Mike Herron The term of the appointments is January 1, 2008 through December 31, 2009. The next matter before the Court was consideration of a request from the Information Technology Department to renew the license agreement through SHI Government Solutions for FY 2007 -2008 for the Novell, Zenworks, and SuSe Linux software licenses. The cost to Brazos County is $22,158.00. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the request to renew the license agreement through SHI Government Solutions for FY 2007 -2008 for the Novell, Zenworks, and SuSe Linux software licenses. The Court next considered a revision of the Brazos County Travel and Reimbursement Policy. This revision would clarify issues with meal reimbursement, lodging, and valet parking. On motion by the County Judge, seconded by Commissioner Peters, the Court voted unanimously to amend the proposed policy to include that if an employee has a handicap sticker, they may Vol 10+ Page 65 Commissioners Court meeting December 11, 2007 5 use valet parking, and that they can use a map service site in lieu of the state mileage site to document mileage from one exact address to another exact address. A copy is attached. The next matter before the Court was consideration of the renewal of the application letter to the Texas 1033 Surplus Property Program that allows law enforcement agencies to acquire and use military surplus items. In order to renew the application, the signatures of the Sheriff and the County Judge are required. On motion by Commissioner Peters, seconded by the County Judge, the Court voted unanimously to submit the renewal application letter to the Texas 1033 Surplus Property Program and authorized the County Judge and Sheriff to execute the document. A copy is attached. The Court next considered a capital requisition in the amount of $11,650.00 to Clark Equipment Company, Inc. for the purchase of a Vibratory Roller and a Landscape Rake for the Exposition Center's Bobcat Skid Steer Loader. On motion by the County Judge, seconded by Commissioner Peters, the Court voted unanimously to approve the capital requisition. The next matter before the Court was consideration of requisition #00017060 in the amount of $40,890.00 for the purchase of a 2008 vehicle for Constable, Precinct 2 and for Constable, Precinct 4. On motion by Commissioner Peters, Vol 104 Page 106 Commissioners Court meeting December 11, 2007 g seconded by Commissioner Wassermann, the Court voted unanimously to approve the requisition. The Court next considered selling the transformer located between the two temporary buildings at the Administration Building. The Administrative Building Committee recommends selling this to the Bryan Independent School District for $1.00. On motion by Commissioner Peters, seconded by the County Judge, the Court voted unanimously to sell the transformer to the Bryan Independent School District for $1.00. The next matter before the Court was consideration of requisition #00017108 in the amount of $7,584.00 for additional geotechnical services for the Brazos County Detention Center addition site. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the requisition. The Court next considered a request from the Jail Administrator for reimbursement for lodging that exceeds County travel policy. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the request for reimbursement of cost of lodging plus tax for the Jail Administrator, Lieutenant David Droshe, and Sergeant Christie Pechacek. Vol 10 Page 6-7 Commissioners Court meeting December 11, 2007 7 The Court next considered a second request from the Jail Administrator for reimbursement for valet parking expenses that are not provided for in the County travel policy. The host hotel did not offer self parking but does offer valet parking for $20.00 per day, plus tax. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to reimburse for valet parking expenses. The next matter before the Court was consideration of a request from Justice of the Peace, Precinct 4, Ramiro Quintero for indemnification of funds from the general fund in the amount of $97.00. Due to a series of errors, a payment was applied to the wrong case number. Commissioner Peters moved to approve the indemnification. Commissioner Wassermann seconded the motion. Commissioners Wassermann, Peters, and Mallard voted "Aye ". The County Judge voted "No ". The motion carried. The next matter before the Court was consideration of a payment authorization in the amount of $10,726.65 to Hart Intercivic, Inc. A purchase order was not obtained in advance. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the payment authorization. Vol 1H Page bg Commissioners Court meeting December 11, 2007 8 The Court next considered a payment authorization in the amount of $700.00 to Paula Harwell for interpreting services provided to the 85th District Court in FY 2007 but not paid during that fiscal year. On motion by Commissioner Peters, seconded by the County Judge, the Court voted unanimously to approve the payment authorization. There were no announcements of interest items and possible future agenda topics. Under citizen input and /or concerns, the following spoke: Wayne Dicky, Jail Administrator a) There were 515 inmates in jail last night and 115 are on electronic monitoring. Under Agency /Board /Committee reports by Court members, the following spoke: Commissioner Mallard a) The Radio Interoperablility meeting was held yesterday at the Brazos Valley Council of Governments offices. The next meeting is on January 9, 2008. b) He asked about the removal of the temporary building at the Administration Building. Pat Howard, Purchasing Agent replied it was supposed to move last week but it was too wet. Hopefully it will be done this week. County Judge Vol 10 Page 0 Commissioners Court meeting December 11, 2007 9 a) He reminded everyone of the Public Hearing on the Freeport Tax at 10:00 a.m. There being no further business to come before the Court, the meeting was adjourned. Vol l 0 � Page 70 The foregoing minutes of the Commissioners Court Public Hearing held December 11, 2007 have been examined and are approved in open Court this the -� day of , 2008, in Bryan, Brazos County, Texas. Randy S'ms Count-Y Judge C Duane Peters Commissioner, Precinct No. 2 �h% Carey Cauley, Jr. Commissioner, Precinct No. 4 Attest: Karen McQueen County Clerk 4 Lloyd Oassermann Commissioner, Precinct No. 1 Kenny Mall r Commissioner, Precinct No. 3 Vol loo Page `71 Brazos County Commissioners Court Meeting on e- 2002 at 2 •00 c, 10 Organization/Department 0 9110. No C M, W t NO N Me, NO M SAAF4110 ��,. US `��. WE Wffl� I Maw_ A 10 Brazos County Commissioners Court Meeting on a4�ze, /� I 2002 at '. po Npme Organization/Department 4Z Ix SGT 4e � c, 73 BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2007 -2008 BUDGET YEAR NO. 07/08-10.1 thru 07/08 -10.2 On this the I 1 `h day of December 2007 at a regular meeting of the Commissioners' Court, the following members were present: Randy Sims, County Judge, Presiding Lloyd Wassermann, Commissioner, Precinct 1 E. Duane Peters, Commissioner, Precinct 2 G. Kenny Mallard, Commissioner, Precinct 3 Carey Cauley, Jr., Commissioner, Precinct 4 Karen McQueen, County Clerk The following proceedings were held: THAT WHEREAS, on 11 December 2007 the Court heard and approved a budget amendment for the 2007 -2008 budget year for Brazos County, Texas; and WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted 11 September 2007, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 11th day of December 2007. THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer County Budget Officer Commissioners' Court Minutes BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 - 10.1 12/11/2007 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 36000100 80293000 DR Equipment - Expo Center 11,650.00 0100 36000100 67286000 CR - Other 11,650.00 _Equipment Exposition Center To provide funding for the purchase of attachments for the Bobcat skid steer loader. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 -10.2 12/11/2007 FUND DIV I ACCT I PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 1 CR Contin enc 4,640.00 0100 31000300 1 71506000 1 DR I Rental -Office Space 4.640.00 Juvenile Services - Academy To provide funding to extend the lease of property from Brazos Valley MHMR for the Academ /JJAEP 2rogram for two additional months through Febuary 2008. Prepared By: iq Date: 12/7/2007 PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: December 11, 2007 Department Providing Information: Human Resources Purpose: Consider and Take Action on Change Requests Department Submitting Employee Name Action Requested Request(s) Exposition Complex Dickson, Michelle L. New Hire Purchasing Stephens, Rebecca Resignation Road & Bridge McCord, Jason S. Resignation S. O. Admin. Aranda, Jody G. New Hire S. O. /Jail Money, Wesley New Hire Approved in Commissioners' Court: Decembe County Judge's or Commissioner's Signature: (This copy to be attached to minutes) r Bell Tex Construction Contract For Removing Black Algae Scotty Bell (936) 399 -5555 11921 FM 1372 1800 931 -9191 North Mich, Texas 77872 This agreement Between Brazos County herein called Owner and Scotty Bell, herein called Contractor, provides for performance by Contractor of the work stipulated herein on the terms and conditions set forth. Owner: Name Brazos Coun_ ri Phone 979 361 -4460 17ate UAW Owners Address _ 206 North Washington Building Atrium City. Brvan State T. exas Zip 77803 The Contractor will remove Black Algae from the following: 200 S. Texas Ave North walls only and East entrance A. sf. Surface location: B. sf. Surface Type: C. sf. Surface treatment 8,904sf Wall 00sf Concrete 8,904sf Natural The Contractor will furnish all labor and material to treat and remove the Black Algae for the CONTRACT PRICE of $2,671.20 Plus SALES TAX of N/A making the TOTAL CONTRACT PRICE $2.671.20 The owner will pay the Contractor upon completion of the treatment. The Contractor hereby Warrants and Guarantees to the property owner that if 50% of the Black Algae returns to the surfaces treated by the Contractor within a 30 month time period after date of completion. The Contractor will retreat the surface at no charge to the Owner. NOTE: Horizontal Surfaces are excluded from this warranty. Algae Buster is a safe biodegradable algaecide product approved by the Environmental Protection Agency. Algae Buster is not hanuful to trees or shrubbery when properly applied. Sealed surfaces will allow Algae to grow under the Sealer. Therefore we cannot treat this Algae until the Sealer is removed. This treatment leaves a residue on glass that prevents Algae from growing. However, the glass may appear hazy or streaky until cleaned with a glass cleaner. We will not clean the glass as a professional glass cleaner would. When we use manlifts to access the building the tires may leave imprints in the grass or rubber marks on the sidewalks and driveways. p.2 BRAZOSCOUNTY,TEXAS TRAVEL POLICY AND PROCEDURES POLICY AND PROCEDURES FOR COUNTY TRAVEL AND REIMBURSEMENT BRAZOS COUNTY, TEXAS THE PURPOSE OF THIS POLICY AND RELATED PROCEDURES IS TO ESTABLISH AND STANDARDIZE AUTHORITY FOR USE OF COUNTY RESOURCES TO PAY FOR TRAVEL RELATED EXPENSES FOR BRAZOS COUNTY EMPLOYEES. THE FOLLOWING POLICY ADOPTED BY THE BRAZOS COUNTY COMMISSIONERS COURT ON THIS THE 8TH DAY OF JUNE, 1995 TAKES THE PLACE OF ANY PREVIOUS COUNTY TRAVEL POLICY ADOPTED BY ANY PREVIOUS COMMISSIONERS COURT. THE EFFECTIVE DATE OF THIS POLICY IS THE 6' DAY OF JUNE, 1995. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONERS' COURT ON FEBRUARY 17,1998. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON AUGUST 1st, 2000. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON DECEMBER 5th, 2000. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON FEBRUARY 11th, 2003. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON SEPTEMBER 20TH, 2005. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON JANUARY 31, 2006. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON December 11, 2007. This policy and related procedures replaces all previous policies and procedures. It explains Brazos County's policy relevant to the authorization of travel and the reimbursement of expenses incurred incidental to travel. Section 152.011 of the Texas Local Government Code gives the Commissioners' Court the authority to set travel expense and other allowances for all County officials and employees. Travel & Reimbursement Revised 12- 07.doc 1 12/11/2007 .,r BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES This policy is to be viewed as an "accountable plan ", and therefore satisfies the reporting and documentation conditions established by the Internal Revenue Code of 1986 as Amended (i.e. §162 and §274 and Treasury Regulations 1.62.1 to 1.62.6). A. GENERAL DEFINITIONS Accountable Plan - a plan under which an employee is reimbursed for expenses or receives an allowance to cover expenses. The following four conditions must be satisfied: a. There must be a County business purpose for the expenses, b. The employee must clearly state and properly support that there was a business purpose for the expense, C. The employee must substantiate that the expense was incurred by providing documentation or be deemed to have documented the reimbursed expenses, and, d. The employee is required to return (i.e. with advances) to the County any amounts received in excess of documented expenses. 2. Actual Expenses - the actual cost of any allowable travel expenses supported by proper receipts and/or statements. 3. Auditor - the County Auditor and/or his designated staff. 4. Authorization - a recognized approval level that requests the County Treasurer to encumber funds for approved travel purposes. An approval level is the signature of the elected official, department head or employee authorized to approve claims for the department. This authority is established by completing a computer user access form designating the employee to be on a departmental approval group in the Finance Plus financial system with the County Auditor's office. 5. Official County Business - a business function in which County employee(s) are participating, and which is recognized by the Commissioners' Court as being official business of Brazos County. 6. Duty Point - the primary place of employment, i.e. courthouse, road and bridge, tax office, etc. 7. Traveling County Employee - an elected official, a department head, or a person employed in the direct service of an elected official or department head who is traveling on official County business. 8. In -County Travel - travel that takes place within the confines of the legal boundaries of Brazos County, and where the primary end destination of the travel is within these same boundaries. 9. Out -of -county Travel - any travel that has a primary end destination outside the established legal boundaries of Brazos County. Travel & Reimbursement Revised 12- 07.doc 2 12/11/2007 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES 10. Out -of -state Travel - any travel that is undertaken which has a primary end destination outside the established legal boundaries of the State of Texas. 11. Educational Travel - out -of -County travel that is undertaken by County employees for approved education seminars, conferences and meetings. 12. Law Enforcement Travel - travel expenses incurred by County law enforcement personnel for the explicit purpose of transporting prisoners and/or probationers, collection of evidence, and other travel directly attributable to official County business. 13. Travel Expenses - transportation (airline fares, personal auto, public transportation, parking, and taxi), meals, lodging, and incidental expenses associated with traveling on official County business. 14. Travel Expense Forms - all forms so designated by the Auditor's office to be used to report actual and estimated travel expenses for official County business. These forms are to be submitted to the Auditor's office for reimbursement and/or documentation for advances with regards to travel expenses. 15. Direct Billing - a pre - arranged billing, established for a County employee with a lodging facility at which they plan to stay when away from their place of employment overnight on County business. Direct Billing is arranged by the Auditor's office with the intent being the reduction of the employee's financial responsibility for costs associated with travel on County business. 16. Incidental Expense - a necessary and reasonable expense incurred by a County employee while traveling on official County business. This does not include transportation, meals, lodging, tips, gratuities, alcoholic beverages, laundry or in -room video rental. 17. Mileage - the distance from a duty point to a destination. As noted in the following procedure, the County will reimburse mileage based on an internet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com. 18. Mileage Rate - the rate of reimbursement established by the Commissioners' Court in December of each calendar year for use of a personal automobile while on County business. 19. Meal Expense — limited to $36.00 a day for meals, if an employee is away from their duty station overnight. 20. Host Hotel — "preferred room rates" negotiated by a sponsor for participants of a conference, seminar or continuing education training, at or near the program site. Travel & Reimbursement Revised 12- 07.doc 3 12/11/2007 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES B. GENERAL POLICY STATEMENT All reasonable and necessary travel by County employees for which a departmental budget has been established, and for which the department has funds remaining in the budget, and for which the travel is required in order for the employee to conduct County business is authorized. County officials and department heads are expected to plan out -of- County travel for themselves and their employees to achieve maximum economy and efficiency. All County reimbursed travel must be for official County business only. It is the responsibility of the County official and/or department head to see that all Out -of- County travel expense forms are properly completed, documented, signed and forwarded to the County Auditor's office within fourteen (14) calendar days of the travel return date. In- County mileage reimbursements may be submitted on a monthly basis. C. IN- COUNTY TRAVEL In the process of conducting County business, employees may be required to travel to locations within the County, but away from their normal duty station. If the employee incurs expenses incidental to such travel, the employee is required to obtain authorization from the department head for such expenses. If the anticipated expenditure will be in excess of $25.00, the department head may request a travel advance using the Travel Advance Form and secure the Commissioners' Court approval before any expense is incurred. Employees are expected to report the shortest distance between destinations for all travel. The County will not reimburse for personal mileage or for travel between an employee's residence and their duty point. The County will not reimburse for meals unless employee is away from their duty station overnight. The employee traveling on official County business within the County should first determine from the department head if a County vehicle is available to conduct such business. All such authorized expenses will be reimbursed within ten (10) days of the receipt by the County Auditor's office of completed reimbursement request forms. Procedure: For In- County travel, Mileage Reimbursement Requisition should be used. This form is to be turned in by the employee to the department head at least once a month for previous travel. Department heads should then prepare a request for reimbursement and forward the completed request and attached documentation to the County Auditor's office. Mileage will be reimbursed based on the actual mileage traveled at the prevailing rate established by the Commissioners' Court. The County will not reimburse employees for meals or lodging expense incurred In- County. Travel & Reimbursement Revised 12- 07.doc 4 12/11/2007 �a�. Y go BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES D. OUT -OF- COUNTY TRAVEL Out -of- County travel by County employees is permissible provided that it is authorized in advance by the department head and does not exceed departmental budgetary allowance for such travel. It is the department head's responsibility to ensure that each request has adequate documentation attached to support the stated time, place, and business purpose of the travel expense (see "Accountable Plan" requirements, Page 1). The County will reimburse for County employee meals only while the employee is out of the County on County business and away from their duty station overnight. If the travel expense is anticipated to exceed $25.00 a travel advance may be requested and Commissioners' Court approval secured before any expense is incurred. Procedure: All Out -of- County reimbursement requests are to be made on Travel Reimbursement Requisition. Requests for meal reimbursement are to be as follows: 1. Meals will be reimbursed at the amounts listed, taxes included: Breakfast $ 8.00 Lunch $ 10.00 Dinner $ 18.00 2. No receipts will be required. The County will not reimburse an employee for more than $36.00 per day for meals. Meal reimbursement to an employee who is not away from their duty station overnight will be considered a benefit and the amount will be reflected on the employee's W -2 form at the end of the year. Meal reimbursement will not be provided to an employee who is less than seventy five (75) miles away from their duty station unless the employee is away overnight. 4. The County will not reimburse for meals provided by the conference or seminar. It is expected that the conference or seminar registration fees include any meals provided and that the employee will avail themselves of these meals. Additionally, a "continental breakfast" is not considered a meal for reimbursement purposes. The County will reimburse County employees for mileage, if a personal vehicle is used, while the employee is Out -of- County on County business. Mileage reimbursement ($0.485 /mile) will be made based on the duty station address to specific destination address as documented by using an internet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com, at the existing reimbursement rate set by Commissioners' Court. Travel & Reimbursement Revised 12- 07.doc 5 12/11/2007 104 �3 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES Requests for mileage reimbursements can be made in one of two ways: Where mileage request is simply for a round trip the employee need only enter the dollar value on the Form. This is arrived at by multiplying the documented mileage by 2 and then multiplying this product by the reimbursement rate that has been established by Commissioners' Court. It is requested that the employee use an internet mapping service with specific addresses including number, street and zip code such mapquest.com and that the mileage documentation be submitted with the Mileage Reimbursement Requisition or Travel Reimbursement Requisition. 2. Where mileage is requested for the use of a personal automobile while on County business and the request is for mileage other than the round trip from duty point to destination, then the employee should use Mileage Reimbursement Requisition to establish the additional miles and business purpose. The County will not reimburse for mileage incurred at the destination city in pursuit of food or personal errands. Additional miles incurred at the destination city for County business should be documented using addresses at either, www.mapquest.com, www.googlemaps.com or www.yahoomaps.com. These totals should then be transferred to the Travel Reimbursement Requisition. The County will reimburse the traveling County employee for the actual cost of lodging expenses incurred, not to exceed $85.00 per day, excluding taxes, while traveling on official County business. The travel needs to be approved by the department head, and the cost must not exceed the remaining departmental budget. Receipts are required for the reimbursement of lodging expenses. Please see Section G, this policy, for more information on reimbursement of lodging expenses. E. OUT -OF -STATE TRAVEL The County will reimburse employees for out -of -state travel on the same basis as Out -of -County travel. All Out of State travel must be approved by the Commissioner's Court prior to departure. If the employee elects to use a personal automobile for such travel, the County reimbursement will not exceed the lesser alternative: either the mileage (round trip at the prevailing rate per mile) or the round trip airfare from Easterwood Airport to the destination (a commercial airline quote is required). It is noted that when the distance is greater than 350 miles, and when the air fare ticket can be purchased 21 days in advance, it is usually cheaper to fly than drive. Any employee traveling on County business who does not wish to fly, and whose destination is out of state may place a request before the Commissioners' Court requesting authorization to drive and to be reimbursed for the actual travel expense. The request would need to be in writing, placed before the Commissioners' Court 10 days prior to departure, and would need to include the reason for the request and a comparison of the costs. Commissioners' Court has the authority to accept and /or reject each request based on merit as presented. Procedure: Any out -of -state travel request must be presented to the department head. The department head must then make a formal request for approval of such travel to the Commissioners' Court, which must consider the request in open session. All requests for reimbursement are to be made on Travel Reimbursement Requisition. If a Travel Advance is needed, it should be requested at the same time. Travel & Reimbursement Revised 12- 07.doc 6 12/11/2007 __ )off ti 94 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES F. TRAVEL ADVANCES Employees that anticipate being away from their duty station on County business and Out -of- County for more than three (3) days, or when travel expenses are anticipated to be more than $25.00, may request a travel advance. The employee would be required to fill out Travel Advance Requisition. The form should be submitted to the department head for approval and forwarded to the County Auditor's office for processing. All requests for advance must be filed with the Auditor's office ten days prior to the departure date so that proper approval from the Commissioners' Court can be secured. The request should not exceed the estimated expenses. All meal advances will be based on $36.00 per day and a maximum of $85.00 (excluding taxes) will be advanced for each day of lodging that the employee anticipates. All employees are encouraged to arrange for direct billing and to arrange for quotations for air transportation when required. Procedure: Once the employee has returned to their normal duty station, the employee has fourteen (14) days to submit documentation to the County Auditor's office on a Travel Reimbursement Requisition to account for the use of the travel advance funds. The employee should attach a copy of Travel Advance Requisition to their request to document the advance received. If the employee has received funds in excess of their need the balance should be remitted to the County Treasurer's office, and a copy of all receipt(s) attached to Travel Reimbursement Requisition. After the 14 day period travel advances that have had documentation submitted will be deducted from the employee's paycheck as agreed in the travel advance requisition. All disbursement of funds and collection of funds with regards to travel advances will be handled through the County Treasurer's office. The department head has oversight responsibility for all disbursements related to travel advances. G. LODGING The County will be responsible for a maximum of $85.00 (excluding taxes) per day, for lodging expenses incurred by a County employee while traveling on official County business either out of county or out of state. The County prefers to arrange for hotel accommodations to be billed directly to the County proper. Department heads are encouraged to plan as far in advance as possible, and to arrange for direct billing. The County will only be responsible for the first $85.00 plus taxes of the room rate. If the room charge is greater than $85.00 plus taxes, the employee should be prepared to be responsible for the difference. The decision to pay the lodging fee for the night before a conference or meeting is at the discretion of the department head. This decision is based on the location of the meeting site and beginning or ending time of the program. Likewise, the decision to pay the lodging fee for the last day of a conference or meeting is at the discretion of the department head. It is the employee's responsibility to make sure this issue is covered prior to the meeting taking place and prior to the request being placed before the Commissioners' Court. Travel & Reimbursement Revised 12- 07.doe 7 12/11/2007 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES Host Hotel In many instances a county employee will attend a seminar, conference or continuing education program where the sponsor of the program has negotiated preferred room rates at (or near) the site where the program is to be held. In many instances the preferred room rate is referred to as the "host hotel." In some instances the program sponsor has secured such preferred rates at several locations. The county would prefer that county employees attending such programs stay at the "host hotel." And, therefore, if the room rate is greater than the $85.00 allowable by this policy, the county will reimburse the employee for the full amount of the room and tax. The employee is required to provide adequate documentation that the program negotiated a preferred rate with the "host hotel." An example of adequate documentation would include a seminar brochure or registration information provided by the program sponsor that lists the preferred hotels. In the event an employee is able to secure a room for an amount less than the host hotel rate when a host hotel is available without incurring additional parking, car rental or mileage expenses the employee will be reimbursed at the actual room rate. Many times the county employee attending a sponsored program does not plan to attend the program in a timely manner and all "reserved program rooms" will have been taken. Alternative sites will not be considered as "host hotels" unless specifically designated as such by the program sponsor. Out -Of -State When a county employee requests out -of -state travel for a sponsored seminar, conference or continuing education program, and there is not a designated "host hotel ", it is the employee's responsibility to register in a timely manner to allow the opportunity to stay at the hotel or conference center where the program is being held. When the employee makes a request for out -of -state travel, the request should clearly state the anticipated room cost, and request formal approval for reimbursement. Commissioners' Court will evaluate each request separately. Relatives and Friends Frequently county employees while traveling on county business and away from their duty station overnight will stay with friends and/or relatives. As a result their application for reimbursement will appear as if they were not away from home overnight. When such an event happens, the employee should attach a notice to their reimbursement request to allow the county auditor's office to confirm the over night stay. Restrictions on County reimbursable lodging expenses: The County WILL reimburse for: Daily Room Charges (Maximum of $85.00 for single occupancy, i*excluding taxes) Properly Documented Business Telephone Calls Facility Parking Charges — Self parking only* Taxi Fares (no documentation required) Alternate means of travel (i.e. bus, train, etc.) Travel & Reimbursement Revised 12- 07.doc 8 12/11/2007 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES Internet service used for conducting County business Tolls for toll road travel — receipts required Valet parking for handicapped employees with a valid handicap placard from the Tax Office. 2. The County will NOT reimburse for: Snacks Charged To The Room Room Service (No gratuity, no room service charge) Personal Expenses (i.e.: Valet, Dry Cleaning, Laundry, etc.) Tips and/or Gratuity Alcoholic Beverage Charges Video Rental (i.e.: In -Room Movies, etc.) Personal Phone Calls Hotel Club Charges Recreational Facility Charges *The County will reimburse for self parking at any rate with receipts. Valet parking will be reimbursed if it is the only parking available and is documented as such by the hotel. In the event self parking and valet parking are available and the employee chooses to use valet parking the County will only reimburse up to the rate equal to the self parking rate. Employees who incur lodging charges defined as unacceptable for reimbursement are responsible for these payments. These charges are to be accounted for and payment rendered to the facility by the employee at check out. If any of these charges billed incorrectly directly to the County by a lodging facility, the employee will be responsible for remitting reimbursement to the County Treasurer. Procedure: The employee will be required to obtain an original lodging statement from the establishment where the employee stayed. This statement should be attached to the Out -Of -County Travel Reimbursement Request. No exceptions will be allowed. H. AIR FARE and CAR RENTALS All County employees are required to travel by the least expensive mode of travel. The employee should evaluate whether travel by airplane to the destination point is cheaper than traveling by other means. The County will only reimburse for the least expensive mode of travel, unless the employee's supervisor can show good cause for using another mode. When the final destination is over 350 miles then air travel should be considered. Car Rentals should only be utilized when required for the employee to fully carry out their official business. Taxi cabs, buses, and hotel shuttle services are usually less expensive than car rentals. The County will not reimburse for expenses incurred for personal reasons. The County would prefer that the employee not enter into a rental arrangement unless it is necessary and required for the completion of the business purpose. The County will not reimburse for first class travel. The County will only reimburse for necessary car rental at the sedan rate (no luxury cars) and necessary gasoline for the rental with receipts. The County will not reimburse for mileage on a rental car. Travel & Reimbursement Revised 12- 07.doc } 12/11/2007 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES I. CONFERENCES, SEMINARS and CONTINUING EDUCATION The County prefers to pay in advance for conferences, seminars and registrations for continuing education. By so doing, the financial responsibility placed on the employee is reduced and proper and timely assistance can be given to the employee with regards to reservations, travel advances, and completion of reimbursement forms. The County requires that requests for registration fees be accompanied by a conference program, seminar program, or continuing education program that indicates the cost, location and payee's address. The County requires that the employee's supervisor approve the request. The supervisor must indicate that the employee's attendance will enhance the employee's ability to perform in their assigned job function. Each elected official or department head is required to budget for registration at conferences, seminars and continuing education annually as needed. If there is no budget allocation for this expenditure the Auditor's office will not approve the expenditure until an official budget amendment or budget adjustment has been approved. All elected officials and department heads are required to budget for State required annual continuing education for all members of their staff where required. When properly bud eted the County will pay for all required continuing education mandated by State statutes for elected officials and appointed department heads. When the registration for a conference or seminar includes payment for meals, it is anticipated that the employee will eat the meal provided. The County will not pay for an additional meal. When the conference or seminar is scheduled out of the County and begins in the morning. The County will reimburse for meals and lodging the night before when the distance to the sight is over 150 miles. When the conference or seminar is out of the County and ends after 4:00 PM the employee will be reimbursed for the evening meal immediately following the end of the conference or seminar if the sight is over 150 miles from the Courthouse. Meals will not be reimbursed to an employee who is less than seventy five (75) miles away from their duty station unless the employee is away overnight. J. LAW ENFORCEMENT TRAVEL The department head prior to the occurrence of any expense must approve all law enforcement travel expenses, whether it is prepaid by the County or reimbursed after the fact. If planning can take place before there is a need for such travel, or if travel is a result of a defined "emergency" the department should try to secure permission from the Commissioners' Court for the use of credit cards in such cases. If credit cards are used then the County Credit Card Policy is to be followed. It is recognized that the need for law enforcement travel may occur on an emergency basis. The County Attorney, Sheriff or the Director of Juvenile Probation is authorized to approve such travel and related expenses in the event of an emergency. The County Attorney, Sheriff or the Director of Juvenile Probation is required to notify the County Judge and the Auditor within 48 hours of the designation of an emergency. If there are no budget funds available, the County Judge's approval will be required before the expenditure can be incurred. Travel & Reimbursement Revised 12- 07.doe 10 12/11/2007 Ib4 �� BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES K. MISCELLANEOUS The employee needs to be aware that a credit card receipt is not documentation for an expenditure. All requests for reimbursements and/or requests for the County to pay for a travel related expenditure must be supported by documentation. It is the employee's responsibilityto secure the documentation at the time of expenditure. In the event that no documentation is secured a certification as to the expenditure is not sufficient to support reimbursement. Some form of contemporaneous record must be received from the vendor. When an employee elects to have their spouse and/or family travel with them, this must be accurately documented and separation of costs will be required. Lodging expenses must be documented by the hotel /motel as to what a single occupancy rate would have been. This should be done on the face of the receipt. ALL ELECTED OFFICIALS AND DEPARTMENT HEADS ARE TO INSURE THAT ALL EMPLOYEES HAVE READ THIS POLICY AND COMPLY WITH IT. FAILURE TO FOLLOW THE POLICY WILL RESULT IN A DELAY IN THE REIMBURSEMENT PROCESS, AND COULD POSSIBLY CAUSE LEGITIMATE REIMBURSEMENTS TO BE DENIED. IF IN DOUBT PROVIDE AN EXPLANATION OR OTHER DOCUMENTATION. THE COUNTY DOES NOT INTEND FOR EMPLOYEES TO FINANCE COUNTY OPERATIONS. Travel & Reimbursement Revised 12- 07.doc 11 12/11/2007 TEXAS 1033 SURPLUS PROPERTY PROGRAM APPLICATION LETTER TO: JFTX- LES -CD /1033 ATTN: Texas 1033 Program 2200 W. 35TH Street BLDG 41 Austin, TX 78703 AGENCY r jjcs Cc"N�,-61 U1 Q SUBJECT: Request Authorization for Screening and Receiving Surplus Property 1. Our Agency request that the personnel listed on the attached Law Enforcement Agency (LEA) Data Sheet be granted authorization to screen for and receive excess federal property as defined in the Defense Authorization Act, 1997, Public Law 104 -181 Section 1033, Transfer of Excess Personal Property. 2. We, the undersigned, understand and agree that failure to comply with the terms of this application is in direct conflict with the intent of this program, and failure on our agency's part to abide by the terms and conditions of the Texas 1033 Program may result in termination from the program and other sanctions including civil or criminal prosecution. 3. We understand and agree that we are responsible for all transportation costs incident to the redistribution or collection of any transferred property. Transferred property must be removed from the Defense Reutilization and Marketing Offices (DRMO) within fourteen (14) days or sooner if so directed by the DRMO. Failure to claim and remove property may result in the redistribution of the property to another agency. 4. We understand and agree that this property is transferred from the Department of Defense (DoD). Transferred property must have a direct application to the LEA's street law enforcement, arrest and apprehension mission. Transferred property may not be disposed of bartered or transferred without prior notification, written authorization and instructions from the Texas 1033 Program, including instances in which property is no longer serviceable for law enforcement use. 5. We understand and acknowledge that at no time can transferred aircraft or weapons be sold Additionally, assigned aircraft or weapons can not be disposed of bartered or transferred without written consent from the Texas 1033 Program. Failure to comply will result in eternal termination from the program and possible civil or criminal prosecution. 6. We have read and understand, in its entirety, the Texas Military Surplus Property and Procurement Program booklet. We understand and agree to comply with the terms and conditions of the Texas 1033 Program and have signed the Release of Liability Statement. 7. We understand that the Federal Freedom of Information Act and the Texas Open Records Act apply to all property received under the Texas 1033 Program. TX 1033 Form A2 JUNE 2007 1 of I 41, 90 8. We understand and agree that our authorization to screen and receive property expires one year from the Law Enforcement Support Office (LESO) authorization letter date. We also understand that it is our responsibility to submit a new Texas 1033 Program application packet each year prior to the one year anniversary of our Authorization Letter and/or when there are administration changes and a new LEA Data Sheet when there are any personnel changes. Failure to comply may result in suspension from the program and possible termination. 9. We understand that the inventory form (TX 1033 Form A6) will be completed and maintained for all transferred property. Additionally, we acknowledge that the inventory form must be submitted annually with the application packet to maintain compliance with program policies. Failure to comply may result in suspension of the program and possible termination. 10. We understand that if a vehicle is obtained through the Texas 1033 Program, the LEA will forward photocopies of both (1) the United States Government Certificate to Obtain Title to a Vehicle (SF 97); and (2) the Texas Certificate of Title (Form 30 -C) to the Texas 1033 Program Office within thirty (30) days of receipt. AGENCY CHIEF EXECUTIVE OFFICIAL': Signature Name / Title Name /Title /�Zo//,1?- 00'7 Date l9{ 07 Date Agency Chief Executive Official — Chief of Police or County Sheriff. Authorized Official — County Judge, Mayor, or City Manager /Administrator, University /College President or Director. TX 1033 Form A2 JUNE 2007 j 2 of 2