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HomeMy WebLinkAbout2008-02-12-9:00AM-REGULARBRAZOS COUNTY BRYAN, TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON 12 FEBRUARY 2008 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 Mallard. 2. Call for citizen's input and/or concerns. 3. Presentation regarding Delinquent Property Tax Collection Activity for the period of 1 September 2007 through 31 December 2007. Consider and take action on agenda items 4 - 21: 4. Change Order No. 2 adding $266,740.00 to the contract with Madison Construction to provide membrane roofing, an additional parking area, and to refurbish the existing entryway in the County Administration Building. 5. Budget Amendment 07/08-17.1 thru 17.4. 6. Reclassification of the following positions in the District Clerk's Office: a. Clerk III, Class 1709, Position 1, Group 12, Step 15 currently $35,108.00; decrease to Step 11 @ $31,796.00. b. Clerk III, Class 1709, Position 6, Group 12, Step 8 currently $29,533.00; increase to Step 10 @ $31,021.00. c. Clerk III, Class 1709, Position 5, Group 12, Step 7 currently $28,820.00; increase to Step 9 @ $30,266.00. Office of the County Judge • 300 East 26`h St. . Suite 114 Bryan, Texas 77803 . Fax: (979) 361-4503 V41 5 1 Commissioners Court Agenda 12 February 2008 Page 2 7. Personnel Change of Status. 8. Payment of Claims. 9. Order #08-003 prohibiting outdoor burning in Brazos County for ninety (90) days, effective immediately (previously tabled). 10. Proclamation 08-001 establishing 16 February through 12 April 2008 as Walk Across Texas, eight weeks of fun and fitness sponsored by Texas Cooperative Extension. 11. Appointment of Ms. Sharon Zambrzycki to the Local Workforce Development Board as the Community Based Organization representative. Term of appointment is 3/01/2008 to 6/30/2010. 12. Appointment of Mrs. Susan Irza to the Brazos County Historical Commission, effective immediately through 31 December 2008. 13. Request from Juvenile Services for an additional $6,960.00 to continue the lease for the Academy / JJAEP program's current location while the portable buildings are renovated. 14. Nationwide Retirement Solutions, Inc. participant loan administrative procedures for the Deferred Compensation Program. 15. Amendment to the application for insurance coverage between Brazos County and MedEx signed on 30 October 2007. 16. Bylaws of the Brazos County Steering Committee for Information Technology. 17. Contract with Steven M. Hodge as consultant for the design of audio/visual systems for the new Brazos County Commissioners courtroom located in the County Administration Building. 18. Permission to advertise Bid #2008-030, 12 Inch Rip Rap. 19. Permission to award Bid #2008-013, Herbicides and Surfactants, as follows: a. CWC Chemical: Arsenal, Kernite, Non-Ionic Surfactant, Methylated Seed Oil b. Townsend: Spike c. Helena: Garlon, Roundup Pro d. Red River Specialties: Vegetable Based Seed Oil e. UAP Timberline: Riverdale Weedestroy 20. Request from Verizon Communications to construct a 1'/z" subduct with fiber optic cable 3 feet in the south right of way of Old Reliance Road beginning at its intersection with Wallis Road and extending for a distance of 3,052 feet (at a depth of 48"). Site is located in Precinct 2. I Ne (0C' Commissioners Court Agenda 12 February 2008 Page 3 21. Payment authorization in the amount of $97.50 to Affiliated Telephone Austin, Inc. A purchase order was not obtained in advance. 22. Acknowledgement of the 2007 Racial Profiling Report for the Precinct I Constable's Office. 23. Acknowledgement of the 2007 Racial Profiling Report for the Sheriff's Office. 24. Announcement of interest items and possible future agenda topics. 25. Call for citizen input and/or concerns. 26. Agency / Board / Committee reports by Court members. 27. 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. _ e c COMMISSIONERS' COURT REGULAR MEETING FEBRUARY 12, 2008 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, February 12, 2008 with the following members of the Court present: Randy Sims, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct l; Duane Peters, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheet contains the names of the citizens and officials that were in attendance. Commissioner Mallard gave the invocation and then led the pledge of allegiance. There was no citizen input/and or concerns. The first matter before the Court was a presentation of the quarterly delinquent tax report presented by Shelburne Veselka, representative of McCreary, Veselka, Bragg & Alen, P.C. Attorneys at Law. The Court next considered Change Order No. 2 adding $266,740.00 to the contract with Madison Construction to provide membrane roofing, an additional parking area, and to Vol i 0 iP Page 6 a. Commissioners Court meeting February 12, 2008 2 refurbish the existing entryway in the County Administration Building. Commissioner Cauley asked why so much was added. Commissioner Peters explained that most if it was for the parking lot, but also roof leaks were not accounted for. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the change order. A copy is attached. The Court next considered Budget Amendment #07/08-17.1 through 17.4 that would reallocate funds for the Brazos Center, Constable, Precinct 4; transfer funds from Contingency to Capital Projects-Commissioners Court; and record property donated to the Sheriff's Office. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to approve the budget amendments as submitted. A copy each amendment that was approved is attached. The next matter before the Court was consideration of a request from the District Clerk to reclassify and reorganize budgeted salaries within the District Clerk's office. The changes are as follows: Class position group step 1709 1 12 15 to 1709 1 12 11 1709 6 12 8 to 1709 6 12 10 1709 5 12 7 to 1709 5 12 9 Vol Page 63 Commissioners Court meeting February 12, 2008 3 Should the Court approve the changes, there will be a saving of $377.68. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the request. The Court proceeded to consider the change of status of employees as submitted on the attached Personnel Action Requests. On motion by Commissioner Wassermann, seconded by Commissioner Cauley, 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: 7046373 through 7046591 On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the Claims as submitted. The next matter for consideration by the Court was rescinding Order 08-003 banning out door burning. The County Judge stated that he would like to leave the ban in place for one more week. On motion by the County Judge, seconded by Commissioner Wassermann, the Court voted unanimously to table consideration of rescinding the outdoor burning ban. The County Judge read aloud Proclamation #08-001 proclaiming February 16 through April 12, 2008 as an eight Vol 1 o ~ Page 6 Commissioners Court meeting February 12, 2008 4 week physical activity program known as "Walk Across Texas." The Court joins with the Extension Service to promote eight weeks of fun and fitness, and urge all Brazos County citizens to participate in Walk Across Texas. On motion by the County Judge, seconded by Commissioner Peters the Court moved to proclaim February 16 through April 12, 2008 as an eight week physical activity program known as "Walk Across Texas" throughout Brazos County. The next matter before the Court was consideration of the appointment of an individual to serve on the Local Workforce Development Board as the Community Based Organization representative. On motion by Commissioner Mallard, seconded by Commissioner Cauley, the Court voted unanimously to appoint Sharon Zambrizycki to serve on the Local Workforce Development Board as the Community Based Organization representative for a term to begin March 1, 2008 through June 30, 2010. The Court next considered the appointment of an individual to serve on the Brazos County Historical Commission. On motion by the County Judge, seconded by Commissioner Peters, the Court voted unanimously to appoint Mrs. Susan Irza to serve on the Commission for a term to begin immediately through December 31, 2008. Vol t o ~ Page Commissioners Court meeting February 12, 2008 5 The next matter before the Court was consideration of a request from the Juvenile Services Department for an additional $6,960.00 to allow the JJAEP/Academy program to operate at its current location through May 2008. On motion by the County Judge, seconded by Commissioner Cauley, the Court voted unanimously to approve the request for additional funds. The Court next considered the National Association of Counties Deferred Compensation Program Participant Loan Administrative procedures. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to participate in the program and authorized the County Judge to execute the documents. A copy is attached. The next matter before the Court was consideration of an amendment to the application for insurance coverage between Brazos County and MedEx signed on October 30, 2007. The original document did not include the underwriting management fees payable to MedEx in the following amounts: $5.71 for a single employee, $16.07 for a Family, and $0.36 for an aggregate premium per employee. On motion by Commissioner Mallard, seconded by Commissioner Peters, the Court voted unanimously to approve the amendment to the application for insurance coverage. A copy is attached. Vol l 0~ Page i~ Commissioners Court meeting February 12, 2008 6 The Court next considered approval of the bylaws of the Brazos County Steering Committee for Information Technology. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to approve the bylaws. A copy is attached. The next matter before the Court was consideration of Steven M. Hodge as a consultant for the sound system in the new Commissioners Court located in the Administration Building. Mr. Hodge will design the audio/visual systems for the Courtroom at a rate of $100.00 per hour with an estimate of 16 to 26 hours to complete. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to retain Steven M. Hodge as a consultant for the sound system in the new Commissioners Court. A copy of his proposal is attached. The next matter for consideration was approval for the Purchasing Agent to advertise Bid 2008-030, 12 inch Rip Rap. On motion by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to authorize the Purchasing Agent to advertise for bids for Rip Rap. The Court next considered awarding Bid No. 2008-013, Herbicides and Surfactants. Charles Wendt, Assistant Purchasing Agent, made the following recommendations: Vol (0~ Page Commissioners Court meeting February 12, 2008 7 a) CWC Chemical-Arsenal, Kernite, Non-Ionic Surfactant, Methylated Seed Oil b) Townsend-Spike C) Helena-Garlon, Roundup Pro d) Red River Specialties-Vegetable Based Seed Oil e) UAP Timberline-Riverdale Weedestroy On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to accept the recommendation of the Assistant Purchasing Agent and award the contract as noted above. A copy of the bid tabulation is attached. The Court next considered the request from Verizon Communications to construct a 11,E inch subduct with fiber optic cable 3 feet in the south right-of-way of Old Reliance Road beginning at its intersection with Wallis Road and extending for a distance of 3,052 feet at a depth of 48 inches. The site is located in Precinct 2. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to approve the request from Verizon Communications and authorized the installation. A copy of the request is attached hereto. The next matter before the Court was consideration of a payment authorization to Affiliated Telephone Austin Inc. in the amount of $97.50. No purchase order was obtained in advance. On motion by Commissioner Peters, seconded by Vol (n Page 6K Commissioners Court meeting February 12, 2008 8 Commissioner Cauley, the Court voted unanimously to approve the payment authorization. The Court acknowledged receipt of the 2007 Racial Profiling Report for the Precinct 1 Constable's Office. The Court acknowledged receipt of the 2007 Racial Profiling Report for the Sheriff's Office. Under announcement of interest items and possible future agenda topics the following spoke: Risk Management Officer a) Announced that we will soon be having on line training from the Texas Association of Counties (TAC). Ernest Galindo from TAC was present to discuss training and how it will work. Under citizen input and/or concerns, the following spoke: Sheriff Chris Kirk a) As of yesterday there were 538 inmates in jail. He met with the Commission last week and all variances were granted. There were no Agency/Board/Committee reports by Court members. There being no further business to come before the Court, the meeting was adjourned. Vol A Page 69 The foregoing minutes of the Commissioners Court meeting held February 12, 2008 have been examined and are approved in open Court this the 12sp day of KID k 2008, in Bryan, Brazos County, Texas. Randy Sims County J ge ~t Duane Peters Commissioner, Precinct 2 Carey Cauley, Jr. Commissioner, Precinct 4 Attest: Karen McQueen County Clerk Lloyd assermann Commissioner, Precinct 1 Kenny Malla d Commissioner, Precinct A3 Vol 10 Page -70 BRAZOS COUNTY COMMISSIONERS COURT DAY OF 200 ~ AT , 00 AM/PVC Name Organization I l06 Celt ~ J ~f~-lCr Dqpl~ -71 BRAZOS COUNTY COMMISSIONERS COURT DAY OF 200 ~ AT , `n n AMA Name Organization j~is~c~ G Pry. ~>Unn I~L,no,,- lip lp b c LAr flAmP ~v l- BRAZOS COUNTY COMMISSIONERS COURT DAY OF , 200 AT ©c AMI Name Organization y~P5 1 rL1 ~e" 21.n~ Ell 0" 16( -73 &J ri~ I$ MI-AIA Change Order Document G701" - 2001 PROJECT: (Name and address) A New Administrative Office Facility for Brazos County 200 South Texas Avenue Bryan,ONTX 77803 TQ CTRACTOR: (Name and address) Madison Construction, LLP 1640 Briarcrest Bryan, TX 77805 CHANGE ORDER NUMBER: TWO (2) OWNER ❑ DATE: 24 January 2008 ARCHITECT ❑ ARCHITECT'S PROJECT NUMBER: 2642 CONTRACTOR ❑ CONTRACT DATE: 24 July 2007 FIELD 1:1 OTHER ❑ CONTRACTFOR: General Construction The Contract is changed as follows: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) 1. Provide Membrane Roofing 2. Refurbish Existing A114 #2 3. Provide additional parking area Total The original (Contract Sum) (6 ' e) was The net change by previously authorized Change Orders The (Contract Sum)( ' ) prior to this Change Order was The (Contract Sum) (CearaPAced MaY;.,,uM Bdr_e) will be (increased) (deereased) (une4apged) by this Change Order in the amount of $ 40,950.00 35,530.00 190,260.00 $ 266,740.00 $ 3,384,311.00 $ 9,825,00 $ 3,394,136.00 $ 266,740.00 The new (Contract Sum) ( ) including this Change Order will be $ -3,6601,876-00 The Contract Time will be (increased) (deem4&ed) (ufteftmigvd) by Twenty-eigXt (28) days The date of Substantial Completion as of the date of this Change Order therefore is 1 July 2008 (Note: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive.) NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Patterson Architects ARC5gIJECI (uig1njne)as Avenue Bryan,, TX 717X803,--1 Fred A. Patterson, Jr. (Typed name) DA • • O Madison Construction CQ(J~I~jf,T?f (Finn name l1 441111 tBriarcres Bryan, TX 77805 (Signature) LLP Brazos County o9%(FGms1a"Ath Street Michael Jones (Typed name) - 31-d DATE BY(Signat ) Jud Randy Sims (Typed name) :111 Z DATE CAUTION: You should sign an original AIA Contract Document, on which this text appears in RED. An original assures that changes will not be obscured. AIA Document G701 TM - 2001. Copyright © 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIA" Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA" Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. Purchasers are permitted to reproduce ten (10) copies of this document when completed. To report copyright violations of AIA Contract Documents, e-mail The American Institute of Architects' legal counsel, copyright@aia.org. ) nfp -7 4- BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2007-2008 BUDGET YEAR NO. 07/08-17.1 thru 07/08-17.4 On this the 12`h day of February 2008 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 12 February 2008 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 12`h day of February 2008. THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. By Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer County Budget Officer Commissioners' Court Minutes i nI_ --7 r BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 - 17.1 1314 9/9nna FUND DIV F ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 O l 00 36500100 36500100 65050000 67281000 CR DR Building Maintenance Electronic - Other 896.00 4,544.00 0100 36500100 67286000 DR Equipment - Other 3,648.00 Brazos Center. To reallocate funds to allow for the purchase of a wireless microphone combo set and a new heav -du tra iler. Prepared By: ifj D partment Approval Date ~ Date: 2/4/2008 County, proval Date ) p(o Ito BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 - 17.2 2/12/2008 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contin enc 266,740.00 0100 91 110000 DR Transfer to Capital Project Funds 266,740.00 4500 49028000 CR Transfers from General Fund 266,740.00 4500 63000500 80101001 DR Building Renov. - Admin 266,740.00 Capital Projects - Commissioners' Court: To provide funding for Change Order Num ber Two 2) to the contract with Madison Construction. The contract change is to provide the followin at the Church Administration buildin : Provide Membrane Roofing 40,950.00 Refurbishing Existing AH # 2 35,530.00 Provide additional parking area 190,260.00 Total Change Order 266,740.00 Prepared By: if Date: 2/4/2008 j c* -7-7 De artment Approval Date BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 -17.3 2/12/2008 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 30401100 59100000 CR DDEA 456.19 0100 30401100 60360000 DR Furniture 456.19 Constable Precinct # 4 To reallocate funds to provide funds to purchase a desk. Department Approval Date Prepared By: ifj Date: 2/4/2008 County Ju Approval Date 16~ *7 9 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 07/08 - 17.4 2/12/2008 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 28000100 46023000 CR Donations - Other 79.98 0100 28000100 60010000 DR Donated Property - No Tag 79.98 Sheriff Administration To record donated property approved by Commissioner's Court on Januarv 29, 2008 item #8. Prepared By: Ifj Date: 2/4/2008 ►nl" 7q Department Approval Date PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: February 12, 2008 Department Submitting Information: Human Resources Purpose of Submissions: Consider and Take Action on Change Requests r7 Department Submitting Employee Request Action Requesteu Request(s) Applies To Juvenile Services Bading, Sara Resignation Sheriff s Office Koronka, Louis Retirement SO/Jail Collins, Shantell Transfer within Dept. Greenwood, Caroline Transfer within Dept. District Clerk Eckstrom, Bethany Transfer within Dept. Spittler, Mary Ann Transfer within Dept. Reeves, Jennifer Transfer within Dept. Michael, Mary Transfer within Dept. Diaz, Michelle Transfer within Dept. Welsh, Katherine Transfer within Dept. Hightower, Virginia Transfer within Dept. Approved in Commissioners' Court: February County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) 166 W BRAZOSCOUNTY BRYAN, TEXAS STATE OF TEXAS COUNTY OF BRAZOS ORDER NO. 08-003 PROHIBITING OUTDOOR BURNING IN BRAZOS COUNTY WHEREAS, the Commissioners Court of Brazos County finds that circumstances present in all or part of the unincorporated area of the county create a public safety hazard that would be exacerbated by outdoor burning; IT IS HEREBY ORDERED by the Commissioners Court of Brazos County that all outdoor burning is prohibited in the unincorporated area of the county for ninety (90) days from the date of adoption of this Order, unless the restrictions are terminated earlier based on a determination made by the Texas Forest Service or this Court. This Order is adopted pursuant to Local Government Code §352.081 and other applicable statutes. This Order does not prohibit outdoor burning activities related to public health and safety that are authorized by the Texas Natural Resources Commission for (1) firefighter training; (2) public utility, natural gas pipeline or mining operations; (3) planting or harvesting of agricultural crops; or (4) burns that are conducted by a prescribed burn manager certified under Section 153.048, Natural Resources Code, and meet the standards of Section 153.047, Natural Resources Code. In accordance with Local Government Code §352.081 (h), a violation of this Order is a Class C misdemeanor, punishable by a fine not to exceed $500.00. ADOPTED this 12t' day of February, 2008 by a vote of ATTEST: G Karen McQueen, County Clerk i ayes and C~ nays. County Judge Office of the County Judge • 300 East 2dh St. • Suite 114 . Bryan, Texas 77803 . Fax: (979) 361-4503 (0( 31 NATIONAL ASSOCIATION OF COUNTIES DEFERRED COMPENSATION PROGRAM PARTICIPANT LOAN ADMINISTRATIVE PROCEDURES Nationwide Retirement Solutions, Inc. ("NRS"), as Third Party Administrator of the National Association OT Counties Deferred Compensation Program, administers your Deferred Compensation Plan for Public Employees ("Plan"). Recently issued proposed regulations under Internal Revenue Code Section 457 provide that eligible governmental 457(b) plans may permit loans to Participants. NRS recommends that you, as Plan Sponsor and/or Employer (hereinafter collectively referred to as "Plan Sponsor"), consult with your own legal advisor in determining whether you wish to add this optional feature to your Plan. In the event that you decide to offer loans from your Plan to Participants, you will need to return to NRS at [INSERT CONTACT INFO] a fully executed original of this document and a fully executed original of the enclosed Plan Document Amendment. NRS cannot begin processing Participant loans from your Plan until it receives fully executed originals of both of these documents. NRS may need from time-to-time to make changes to the administrative procedures set forth herein and in the Plan Document Amendment. In such a case, NRS will provide you with timely notice of such changes as they become necessary. The following administrative procedures shall govern the making of loans from your Plan: 1. Loan Administration. Plan Sponsor delegates to NRS certain administrative duties regarding the administration of loans from the Plan, which are set forth herein and which may be modified by NRS upon timely notice to Plan Sponsor. 2. Loan Eligibility. Any Plan Participant is eligible for a loan from the Plan. Each Participant is entitled to one (1) loan at any time. In addition, a Participant who has defaulted on a previous loan shall not be eligible for another loan from the Plan until all defaulted loans are repaid in full, including accrued interest and fees. 3. Loan Application and Loan Agreement. In order to receive a loan from the Plan, an eligible Participant must complete a loan application and return it to NRS. A loan application fee of $50.00* will be deducted from the Participant's account(s). Before a loan is issued, the Participant must enter into a legally enforceable loan agreement as provided by NRS. If the source for a single loan includes both the Participant's Deferred Compensation and Eligible Rollover Accounts, the Participant will be required to complete a loan application and loan agreement for each account which will be treated as separate and distinct for all purposes herein except that they will be considered a single loan for purposes of Sections 2, 6, and 10 herein. 4. Loan Repayment/Maximum Loan Term. Repayment of any loan made to a Participant shall be made in a manner and pursuant to the terms set forth in loan agreement. The Participant receiving a loan shall be required to furnish the information and authorization necessary to effectuate the foregoing payments prior to the commencement of a loan. The maximum term over which a loan may be repaid is five (5) years (fifteen (15) years if the Plan Sponsor permits loans for the purchase of the Participant's principal residence). In the event that a Participant or his or her Beneficiary or spouse elects to receive a distribution from the Plan (other than a distribution due to an unforeseeable emergency or other in-service withdrawal) at a time when such person has a Plan loan outstanding, the principal and any accrued interest with respect to such )0~ 9a loan shall be deducted from the amount of the distribution. If the amount of such distribution is not sufficient to repay the outstanding balance of the loan (including principal and accrued interest), the Participant, or his or her estate, if applicable, shall be liable for and shall continue to make payments on any balance still due from him or her. 5. Loan Amortization. Each loan shall be amortized in substantially equal payments consisting of principal and interest during the term of the loan. Payments of principal and interest shall be made in a manner and pursuant to the terms set forth in the loan agreement on a monthly basis in equal amounts, except that the amount of the final payment may be higher or lower. Before the loan is made, the Participant will be notified of the date on which the first payment will be deducted and the dates on which subsequent payments are due. 6. Loan Frequency/Renegotiations. Each Participant may have only one (1) Plan loan outstanding at any given time. A Plan loan which is in default, even if the defaulted loan was treated as a "deemed distribution" under federal regulations, shall be treated as an outstanding loan until such Participant's account balance is offset by the amount of principal and accrued interest under the loan. NRS shall offset a defaulted loan at any time that is administratively practicable, including but not limited to severance from employment by the Participant or upon a request for a distribution from the Plan. A Participant will be granted a loan no more frequently than two (2) times in any twelve (12) month period. Under no circumstances may loan terms be renegotiated. A new loan shall not be granted prior to the repayment of an outstanding loan. 7. Default. The Participant must pay the full amount of each payment (principal and interest) on the date that it is due by having sufficient funds in the account designated for loan payments through the ACH process. If NRS is unable to process a payment on the date due because the Participant fails to have sufficient funds in the account on that date, NRS will assess a fee of $25.00 that will be deducted from Participant's account(s) and will send written notification to the Participant. The Participant shall be in default for the entire amount of the loan UNLESS the Participant does each of the following: 1) contacts NRS at the Deferred Compensation Service Center, 2) mutually agrees with NRS on a date, which is within 30 days of the missed payment on which funds sufficient to cover the missed payment will be in the account and; 3) actually pays the missed payment. Failure to make such a payment through mutually agreeable terms shall cause the Participant to be in default for the entire amount of the loan. No additional loans shall be made to a Participant who has defaulted on a Plan loan and who has not repaid all defaulted loans in full, including accrued interest and fees. 8. Loan Prepayment. The entire amount of a loan, including outstanding principal and any accrued interest, may be paid without penalty prior to the end of the term of the loan in the manner prescribed by NRS. However, payments made that are less than the remaining principal amount of the loan and any accrued interest with respect to the loan, or which are not paid in the form prescribed by NRS, are not permitted. 9. Loan Security. By accepting a loan, the Participant is giving a security interest in their vested Plan balance as of the date of the Loan Process Date, together with all additions thereof, to the Plan that shall at all times be equal to 100% of the unpaid principal balance of the loan together with accrued interest. 10. Maximum/Minimum Loan Amount. The maximum amount of any loan permitted under the Plan is the lesser of (i) 50% of the Participant's vested account balance (not including any value attributable to applicable life insurance or deemed IRA account) less any outstanding loan balances under the Plan or (ii) $50,000 less the highest outstanding loan balance during the preceding one-year period. The minimum loan amount permitted is $1,000.00*. Loans shall be made in accordance with these limits and those limits imposed under federal regulations without regard to any other loans received by the Participant from any other investment provider under the Plan or any other plan of the employer. The Participant and not NRS 2 g3 O(V shall at all times remain responsible for ensuring that any loan received under the Plan is in accordance with regard to any other loans received by the Participant under any other plans of the Participant's employer. Any tax reporting required as a result of the receipt by a Participant of a loan that exceeds the limits imposed by federal regulations shall not be the responsibility of NRS, unless it is determined that such limits were exceeded solely as a result of a loan made through NRS as service provider. Consequently, NRS shall not be required to account for loans made pursuant to a plan other than this Plan or loans made under this Plan that are made by an investment provider other than Nationwide Life Insurance Company. 11. Suspension of Loan Payments. NRS may suspend a Participant's obligation to repay any loan under the Plan during the period in which the Participant is performing service in the uniformed services as may be required by law. At the expiration of any suspension of loan payments period, the outstanding loan balance, including any accrued interest and fees, will be re-amortized and the Participant will be required to execute an amended Loan Agreement. 12. Loan Interest Rate. The interest rate for any loan shall be established by NRS. These interest rates shall commensurate with interest rates being charged by entities in the business of lending money under similar circumstances. Generally, the rate assumed will be Prime Rate + 1.00%*. The Prime Rate shall be the prime rate published by the Wall Street Journal two weeks prior to the end of the most recent calendar-year quarter. NRS may adjust the loan interest rate for Participants entering active duty in the military services as may be required by law. 13. Annual Loan Maintenance and Asset Fees. An annual loan maintenance fee of $50.00* will also be deducted from the Participant's account until the loan is repaid in full. The amount of the outstanding loan balance will be subject to the Asset Fee equal to the maximum Variable Account Annual Expense Fee applicable under the Plan. 14. Loan Default Fee. At the time when a default occurs, a $50.00* loan default fee will be deducted from the Participant's account. This charge will only affect Participants who fail to make a required loan payment. The undersigned Plan Sponsor hereby adopts these Participant Loan Administrative Procedures, effective for loans issued on or after the effective date set forth in the Loans to Participants Amendment to Plan Document, and instructs NRS to administer loans made to Plan Participants in accordance with these terms. The Plan Sponsor acknowledges the following: (i) that the Plan Sponsor has decided to offer loans under the Plan and is instructing NRS to administers loans under the Plan; (ii) that it understands that, as a result of offering loans under the Plan, the Plan Sponsor, its Participants, and/or the Plan could be subject to adverse tax consequences; (iii) that the Plan Sponsor has independently weighed this risk and has determined that offering loans under the Plan is in the best interest of the Plan Sponsor, its Participants, and the Plan; and (iv) NRS shall not be liable for any adverse tax consequences described in (ii), except as specifically stated under paragraph 10 herein, resulting from the Plan Sponsor's decision to offer loans under the Plan. 3 l v~ g ~ Plan Sponsor or Employer: bifdZQ5 LU Plan Name: By: Title E-mail Address: r`.3lm5 P., ci). bo205. +x - Date: '241 /0 4 qr15 Amendment to the Application for Insurance Coverage Between Brazos County and MedEx Signed on October 30, 2007 BE IT REMEMBERED that on October 30, 2007, Brazos County applied for stop loss insurance coverage from AIG that was facilitated by MedEx. The contract term was to begin on November 1, 2007. A copy of the original contract is attached hereto and included by reference. The contract stated the Monthly Premium Rate payable per Covered Participant Unit for the Coverage Period for a Single Employee as $51.35, and for a Family as $144.61. The contract included an additional Aggregate Premium Payable per employee per month of $3.28. BE IT FURTHER REMEMBERED that the application did not include the underwriting management fees payable to MedEx in the following amounts: $5.71 for a Single Employee, $16.07 for a Family, and $0.36 for an aggregate premium per employee. WHEREFORE, Brazos County and MedEx hereby agree to consider this document in addition to the original contract to provide for the payment by Brazos County for the additional underwriting management fees to include the following services: Filing & Tracking stoploss claims, Plan document review, Compensation, Billing / collections, Claim Coordination with Blue Cross Blue Shield, and Management / review of contracts. Brazos County hereby agrees to pay in total $57.06 as the Monthly Premium Rate per Covered Participant Unit for the Coverage Period for a Single Employee, and $160.68 as the Monthly Premium Rate per Covered Participant Unit for the Coverage Period for a Family, and $3.64 for an aggregate premium per employee. Signed and accepted on tj By: Approved this ( 2 F-t~k Y ,-V 2008 By: ounty Judge 0~ (printed name & title) I AIG LIFE AIG LIFE INSURANCE COMPANY Incorporated as a CAPITAL STOCK COMPANY by the State of Delaware One Allco Plaza, Wilmington, DE 19801 Medical Excess, LLC, One MacArthur Place, Suite 620, South Coast Metro, California 92707 (800) 634-7462 APPLICATION FOR INSURANCE COVERAGE Applicant (Plan Sponsor): Brazos County Proposed Effective Date: November 1, 2007 Name of Employer: Brazos County Initial Premium Deposit: $60,025.17 Address: 300 E. 26 h Street, Bryan, TX 77803 Telephone Number: N/A Type of Business: Municipality Other Locations: ❑ Yes ® No If yes, where: If any subsidiary or affiliated companies (under common control through stock ownership, contract etc.) are to be included, list legal name, address and nature of business. Name(s): Address: Type Of Business Broker(s): Plumhoff & Associates, Inc. Third Party Administrator(s): Blue Cross Blue Shield of Texas PPO Name(s): Blue Cross Blue Shield of Texas Medical Management Facilities (Entities) Blue Cross Blue'Shield of Texas Address: 901 South Central Expressway, Richardson, TX, 75080 Utilization Management Firm (Other than TPA): Address: Blue Cross Blue Shield of Texas 901 South Central Expressway, Richardson, TX, 75080 Benefit Options (Describe all medical plan choices available to all employees during Open Enrollment whether they are included or not included. under Stop Loss.) Plan Description(s): Included Not Included Brazos County Employee Benefit Plan X Coverage Applied For: ® Specific Stop Loss ® Aggregate Stop Loss ❑ Life and AD&D - Complete Life Questionnaire M20006-TX 1 of 4 97 Address: 1220 Augusta, Suite 450, Houston, TX 77057 Address: 901 South Central Expressway, Richardson, TX, 75080 Address Coverage Area 901 South Central Expressway, Richardson, TX, 75080 AR, TX, VA ADDITIONS INCLUDED NOT INCLUDED Quota Share - l J Hospital Reimbursement Limitation ❑ ❑ ❑ EXCLUSIONS INCLUDED NOT INCLUDED Organ and Tissue Transplant Exclusion Endorsement LJ AGGREGATE EXCESS LOSS INSURANCE: Included Monthly Aggregate Factors: Single Employee $463.26 Family $1,065.72 Estimated Annual Aggregate Attachment Point: $5,581,421 Minimum Aggregate Attachment Point $5,581,421 Limit of Liability for the Coverage period $1,000,000 Aggregate Percentage Reimbursable: 100% AGGREGATE PREMIUM PAYABLE: Per Employee Per Month of. $3.28 MINIMUM PREMIUM: ® Is the greater of 1) the sum of the first four months Premiums and 2) the first month's Premium Multiplied by four. ❑ Not Applicable Aggregate Coverage Basis: Incurred and Paid Incurred and Paid with Run-In Period of 3 Months Incurred and Paid with Run-Out Period of N/A months Paid (Renewal Option only) Include Run-In Limit of Incurred in N/A months and Paid within N/A months AGGREGATE BENEFITS Medical COVERED NOT COVERED Prescription Drug ® ❑ EJ_ Dental Vision ❑ ❑ Weekly Income ❑ Optional Aggregate Benefits ❑ Monthly Aggregate Protection Endorsement Premium: ❑ Premium Rate Per Employee Per Month: ❑ Included In Above Aggregate Premium ❑ Annual Premium: ❑ Aggregate Terminal Liability Endorsement Premium: ❑ Premium Rate Per Employee Per Month: ❑ Included In Above Aggregate Premium ❑ Annual Premium: M20006-TX 3 of 4 107 = ~8 0 0 N O 0 v N O m 'k MON u 0A N M r e t M ~ r C' a~ ,oo m C O m x m X (~Q N a 0 J ro v c m Cc m v c co c O E U O 0 U { BYLAWS OF THE BRA70S COUNTY STEERING COMMITTEE FOR INFORMATION TECHNOLOGY Idly 90 TABLE OF CONTENTS ARTICLE I - OFFICE 3 Section 1. Principal Location ..........................................................3 Section 2. Other Offices 3 ARTICLE II - MEMBERS 3 Section 1. Membership .................................................................3 Subsection 1. Appointments and Terms of Service 3 Subsection 2. Vacancies .......................................................3 Section 5. Organization - Meetings .................................................4 Section 2. Meetings of Members 3 Subsection 1. Notice of Meetings 3 Subsection 2. Quorum .........................................................3 Subsection 3. Action 3 Section 3. Officers of the Steering Committee ..................................4 Subsection 1. Officers ..........................................................4 Subsection 2. Election and Term Limits ..................................4 Subsection 3. Removal and Resignation .................................4 Subsection 4. Vacancies 5 Subsection 5. Eligibility ........................................................5 Subsection 6. Chair .............................................................5 Subsection 7. Vice Chair 5 Subsection 8. Secretary 5 Section 4. Place of Meeting 5 Section 5. Other Regular Meetings Error! Bookmark not defined. Section 6. Special Meetings ................Error! Bookmark not defined. Section 7. Proper Business of Special Meeting 6 Section 8. Participation of County Officials 6 Section 9. Adjournment Section 10. Compensation ............................................................6 Section 11. Standards of Care 6 Subsection 1. Prudent Person Rule 6 Subsection 2. Reliance on others 6 Section 12. Self-Dealing Transactions Prohibited 7 ARTICLE III - SUBCOMMITTEES 7 Section 1. Subcommittees .............................................................7 Section 2. Creation and Combination of Subcommittees 7 Section 3. Appointment and Tenure 7 Section 4. Meetings and Notice 7 Section 5. Quorum .......................................................................8 Section 6. Manner of Acting 8 Section 7. Resignation and Removal ...............................................8 Section 8. Vacancies .....................................................................8 ARTICLE IV - AMENDMENTS 8 Section 1. Power of the Members 8 100 W ARTICLE I - OFFICE Section 1. Principal Location. The principal location for the transaction of the business of the Brazos County Steering Committee for Information Technology (Steering Committee) shall be located at 205 E. 27th Street, in the County of Brazos, City of Bryan, State of Texas. Section 2. Other Offices. Branch or subordinate Locations may at any time be established by the Commissioner's Court at any place or places. ARTICLE II - MEMBERS Section 1. Membership. Subsection 1. Appointments and Terms of Service Members of this Steering Committee shall be as provided for in the Charter and shall serve for an indeterminate period of time. The members of this Steering Committee shall act in accordance with the Committee's Charter, the will and pleasure of the County Commissioner's and the applicable state laws. Subsection 2. Vacancies. A Member may be removed by a Commissioner's Court order. Vacancies caused by death, resignation or removal shall be filled by another Commissioner's Court appointment. Chair and Vice-Chair elected to fill vacancies shall serve the remainder of their predecessor's term. Section 2. Meetings of Members. Regular meetings shall be held as provided for in the Charter. Subsection 1. Notice of Meetings. Written notice of each regular or special meeting shall be given to each Steering Committee member either personally or by mail, electronic mail or other means of written communication, addressed to such person. All such notices shall be sent to the person as soon as practical prior to the meeting; shall specify the place, day and hour of such meeting; and shall also state the general matter of the business or proposal to be considered or acted upon at such meeting. Such notice shall also be given to the Commissioner's Court. Subsection 2. Quorum. The presence in person of eleven (11) members'of the Steering Committee shall constitute a quorum for the transaction of business at all meetings. Subsection 3. Action. Membership action shall be effective upon written notification to the Commissioner's Court by the chair of the Steering Committee. Subsection 4. Regular Meetings. Regular meetings of the Committee shall be held as provided for in the Charter. Subsection 5. Other Regular Meetings. Other regular meetings of the Steering Committee shall be held without call on such day in each month, or on such day in such months, as the members of the Steering Committee shall from time to time fix and determine by resolution. Provided however, that should said day fall upon a legal holiday then said meeting shall be held at the same time on the next day thereafter ensuing which is not a legal holiday or upon such other day designated by the Officers. Notice of all such regular meetings shall be as provided for in Special Meetings in Section 8. Subsection 6. Special Meetings. A special meeting of the Members may be held upon call by the Members or by the Chair, or, if he or she is absent, unable or refuses to act, by any Vice Chair or by any two members. Special meetings of the Steering Committee, for any purpose or purposes, may be called at any time by the Chair or by any two members of the Steering Committee. At least twenty-four (24) hours, notice of such meeting shall be given to each member, either personally or by mail or other electronic means. Such notice shall contain the date, time and place of the meeting and a specific description of the business to be transacted. Such notice shall also be given to the Commissioner's Court. No business shall be transacted at any special meeting except that specifically described in the notice of such meeting. The notice shall be posted at least 24 hours prior to the special meeting in a location that is freely accessible to members of the Committee. Subsection 7. Officer Elections. During September, the Members shall hold a regular meeting for the purpose of election of officers and the transaction of other business. The terms of Officers elected at said meeting shall commence on the first day of October. Section 3. Officers of the Steering Committee. Subsection 1. Officers. The officers of the Committee shall be a Chair and as many Vice Chairs as the Committee may from time to time appoint and a Secretary. Subsection 2. Election and Term Limits. The officers of the Committee shall be chosen annually by a majority vote of the members present and each shall hold office until he or she shall resign or shall be removed or otherwise disqualified to serve, or his other successor shall be elected and qualified. Officers may serve, if elected, no more than two successive terms in the same office. Subsection 3. Removal and Resignation. Any officer may be removed, either with or without cause, by a two-thirds majority of the members at the time in office, at any regular or special meeting 4 i~~ 93 of the Committee or by order of the Commissioner's Court. Any officer may resign at any time by giving written notice to the Committee or to the Commissioner's Court. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein; and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. Subsection 4. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or any other cause shall be filled in the manner prescribed in the Bylaws for regular elections to such office, provided that such vacancies shall be filled as they occur and not on an annual basis. Subsection 5. Eligibility. No person shall be eligible for the office of Chair or Vice Chair unless that person is a member of the Steering Committee. Subsection 6. Chair. The Chair shall preside at all meetings of the Steering Committee. The Chair shall be an ex-officio member of all the standing subcommittees and shall have the general powers and duties of management usually vested in. the office of Chairman of the Board of an incorporated body and shall have such other powers and duties, as may be prescribed by the Commissioner's Court, the Charter, and the Bylaws. Subsection 7. Vice Chair. In the absence or disability of the Chair, the Vice Chairs in order of their rank as fixed by the members of the Steering Committee, or if not ranked, the Vice Chair designated by the Commissioner's Court, shall perform all of the duties of the Chair, and whey so acting shall have all of the powers of and be subject to all of the restrictions upon the Chair. The vice Chairs shall have such other powers and perform such other duties as from time to time may be prescribed for them respectively by Commissioner's Court, the Charter, and the Bylaws. Subsection 8. Secretary. The Secretary shall keep, or cause to be kept, a book of minutes at the principal office or other place as the members or the Steering Committee may order, of all meetings. The minutes shall include; the time and place of holding, whether regular or special, and if special, how authorized. The number of Court Officials present at the meetings, the notice given thereof, the names of those present at meetings and the proceedings thereof shall also be included in the minutes. The Secretary shall give, or cause to be given, notice of all meetings of the Members of the Steering Committee required by the Bylaws or by law to be given, and he or she shall have such other powers and perform such other duties as may be prescribed by the Commissioner's Court, Charter, the Bylaws, or the Chair. Section 4. Place of Meeting. Regular meetings shall be held at any place within the County of Brazos which has l dip qy- been designated from time to time by resolution of the Steering Committee or Commissioner's Court. In the absence of such designation, regular meetings shall be held at the principal office of the County. Special meetings of the officers may be held either at a place so designated or at the principal office. Section 5. Proper Business of Special Meeting. No business, other than the business the general nature of which was set forth in the notice of the meeting, may be transacted at a special meeting. Section 6. Participation of County Officials. The County Judge, and Commissioner's of the County of Brazos are entitled to make recommendations to the Steering Committee or any subcommittee thereof with respect to any matter at any meeting thereof. The County Judge, and Commissioner's shall be ex-officio members of the Steering Committee, with all rights and privileges except the right to vote on any matter considered by the members or any committee thereof, notwithstanding the right to vote retained by the one Commissioner chosen to serve on the Steering Committee. The County Judge, and Commissioner's or their authorized representatives shall have the right to attend any meeting of the Steering Committee or any subcommittee thereof with the right of debate, but they shall not be entitled to vote on any matter considered by the Steering Committee or any subcommittee thereof. Section 7. Adjournment. A quorum of the members may adjourn any meeting to meet again at a stated day and hour, provided, however, that in the absence of a quorum a majority of the members present at any meeting, either regular or special, may adjourn from time to time until the time fixed for the next regular meeting of the committee. Section 8. Compensation. No member shall receive any other form of salary or compensation without the approval of the Commissioner's Court of the County of Brazos. Section 9. Standards of Care. Subsection 1. Prudent Person Rule. A chair shall perform the duties of a chairman, including duties as a member of any subcommittee of the Steering Committee on which the Chair may serve, in good faith, in a manner such Chair believes to be in the best interests of the County and with such care, including reasonable inquiry, as an ordinarily prudent person in a like situation would use under similar circumstances. Subsection 2. Reliance on others. In performing the duties of a Chair, a Chair shall be entitled to rely on information, opinions, reports or statements, including financial statements and other financial data, in each case prepared or presented by: One or more officers or employees of the County whom the Chair believes to be reliable and competent in the matters presented; Legal counsel, independent accountants or other persons as to matters which the Chair believes to be within such person's professional or expert competence; or 1 bl 95 A subcommittee of the Steering Committee upon which the Chair does not serve, as to matters within its designated authority, which subcommittee the Chair believes to merit confidence, so long as, in any such case, the Chair acts in good faith, after reasonable inquiry when the need therefore is indicated by the circumstances and without knowledge that would cause such reliance to be unwarranted. Section 10. Self-Dealing Transactions Prohibited. Self dealing transaction means a transaction to which the Committee is a party and in which one or more members has a material financial interest. Subject to certain limited statutory exceptions, members are prohibited from participating in any self- dealing transactions. ARTICLE III - SUBCOMMITTEES Section 1. Subcommittees. The Chair, subject to the limitations imposed by the Commissioner's Court, or the Steering Committee itself may create Subcommittees to serve the Steering Committee, which do not have the powers of the Steering Committee. Subcommittees shall be either standing or ad hoc. Standing committees have either a continuing subject matter jurisdiction or a meeting schedule fixed by formal action of the Steering Committee. All other committees are ad hoc committees with a discrete function and limited duration. Meetings of standing and ad hoc committees must be noticed and conducted in the same manner as meetings of the Steering Committee. Section 2. Creation and Combination of Subcommittees. The creation of committees is discretionary with the Steering Committee. If the Steering Committee determines that any one or more Subcommittees should not exist, it shall assign the functions of such Subcommittee to a new or existing Subcommittee or to the Steering Committee acting as a committee of the whole. Section 3. Appointment and Tenure. The Chair, with the approval of the Steering Committee, shall appoint members to serve on Subcommittees. One of the members appointed shall be designated chair. Each member of a Subcommittee shall continue as such until the next annual election of officers and until his or her successor is appointed, unless the member shall sooner resign or be removed from the Subcommittee. Section 4. Meetings and Notice. Meetings of a Subcommittee may be called by its Chair, the chair of the Steering Committee or a majority of the Steering Committee's voting members. Each Subcommittee shall meet as often as is necessary to perform its duties. Notice of a meeting of a Subcommittee may be given at any time and in any manner reasonably designed to inform the Subcommittee members of the time and place of the meeting. 116 710 Section 5. Quorum. A majority of the voting members of a Subcommittee shall constitute a quorum for the transaction of business at any meeting of the Subcommittee. Each Subcommittee may keep minutes of its proceedings and shall report periodically to the Steering Committee. Section 6. Manner of Acting. A Subcommittee may take action by majority vote. Such actions shall neither bind nor direct the Steering Committee unless and until they have been approved by the full Steering Committee at a properly noticed meeting. Section 7. Resignation and Removal. Any member of a Subcommittee may resign at any time by giving written notice to the chair of the Subcommittee or to the Chair of the Steering Committee. Such resignation, which may or may not be made contingent upon formal acceptance, shall take effect upon the date of receipt or at any later time specified in' the notice. The Chair may, with prior approval of the Steering Committee, remove any member of a Subcommittee. Section 8. Vacancies. A vacancy in any Subcommittee or any increase in the membership thereof shall be filled for the un-expired portion of the term by the Chair with approval of the Steering Committee. ARTICLE IV - AMENDMENTS Section 1. Power of the Members. New Bylaws may be adopted or the Bylaws may be amended or repealed by the Members of the Steering Committee and the approval of the Commissioner's Court. APPRO Sims, County Judge date Ib~ rI RESOLUTION NUMBER R- ADOPTED ON BE IT RESOLVED, by the Commissioner's Court of the County of Brazos, as follows: 1. That the Proposed Amendments to Bylaws of Brazos County Steering Committee, a copy of which is on file in the County Clerk's Office as Document No. and having been unanimously recommended by the Steering Committee of Brazos County, be and they are hereby approved and duly adopted. APPROVED AS TO FORM: By County's Attorney County 10~ APPROVED: By Judge l Adopted By-Laws of the IT Steering Committee a. Page 4, Section 3, Subsection 2. Election and Term Limits. Change the last sentence to read: Officers shall serve, if elected, no more than two successive terms in the same office. b. Motion was submitted by George Boyett to adopt bylaws as submitted. Motion was seconded by Kristie Ponzio. Motion passes unanimously. 10l 99 Justice Systems Subcommittee Selected by IT Steering Committee 1/23/08 i. Auditor ii. Treasurer iii. Tax Assessor iv. Justice of the Peace V. Community Supervision vi. Sheriff vii. Local Administrative Judge viii. District Attorney ix. County Attorney X. District Clerk xi. County Clerk xii. Commissioner Information Security Subcommittee Selected by IT Steering Committee 1/23/08 i. Health Department ii. Auditor iii. Treasurer iv. District Clerk V. County Clerk vi. Human Resources vii. Risk Management viii. Emergency Management ix. Commissioner Technology Planning Subcommittee Selected by IT Steering Committee 1/23/08 i. County Attorney ii. District Attorney iii. Community Supervision iv. JP V. Budget Officer vi. Purchasing vii. Auditor viii. Treasurer ix. Emergency Management X. Health Department xi. Commissioners I b~ ido IT Steering Committee Meeting January 23, 2008 10:00 a.m. Maxwell Center Meeting Type: Regular Number of Court Officials Present: None Notice Given: Mon, 14 Jan 2008 16:58:17 -0600 All, Please note that, as provided for in the new charter adopted on November 20, 2007, members of the new Information Technology Steering Committee include all of the old Justice Systems Steering Committee members as well as the following new members: County Judge, Building Maintenance, County Auditor, County Engineer, Emergency Management, Events Facilities, Health Department, Human Resources, Juvenile Justice, Purchasing, Risk Management, One Constable, and the Budget Officer. Please review the attached draft bylaws and the agenda items available below and at httn://bcweb/wiki/display/open/ITSCMtg20080123 and plan on attending this meeting on January 23 at 10:00am in the Maxwell Building. If you cannot attend, please send your rox to represent you and your department. RSVP Requested - If you cannot attend and cannot send someone to represent your department, please inform Marc Hamlin by emailing him at mhamlingeo.brazos tx us. And remember, absence is often the quickest way to get volunteered for service on subcommittees.:-1 In Attendance: Charles Wendt, Purchasing Wayne Thompson, Constable Pct. 3 Jennifer Salazar, Human Resources Ernest Stuffs, Maintenance Chuck Frazier, Emergency Management Brian Pratt, Auditor's Office Terri White, Treasurer's Office Candy Gallego, Commissioners George Boyett, JP3 Arlene Parchman, CSCD Kristie Ponzio, District Attorney Marc Hamlin, District Clerk Lori White, District Clerk Andria Chavarria, District Clerk Tony Kutiper, Information Technology 14 1©( Ekpe Okorafor, Information Technology Hoa Nguyen, Information Technology Brandi George, Information Technology Ben Truong, Information Technology Courtney Dainty, Information Technology Josh Patten, Information Technology Blake Lambright, Information Technology Bill Jeanes, Risk Management Kristy Roe, Tax Office Ian Soares, Information Technology Julie Anderson, Health Department Anita Lee, Information Technology Karen Giles, Information Technology Eric Caldwell, Information Technology Call to Order: Meeting was called to order by Marc Hamlin. 1. Election of Officers a. Karen Giles was nominated for Secretary by Bill Jeanes. Motion was seconded by Kristie Ponzio. Motion passes unanimously. b. Wayne Thompson was nominated for Vice Chair by Bill Jeanes. Motion was seconded by Arlene Parchman. Motion passes unanimously. c. Marc Hamlin was nominated for Chair by Kristie Ponzio. Motion was seconded by Wayne Thompson. Motion passes unanimously. II. By-Laws a. Page 4, Section 3, Subsection 2. Election and Term Limits. Change the last sentence to read: Officers shall serve, if elected, no more than two successive terms in the same office. b. Page 8, Section 5. Quorum. Mr. Hamlin wants to make sure everyone is clear and is ok with having the majority of the voting members of a subcommittee constitute a quorum even though the IT Steering Committee requires a specific number to constitute a quorum. c. Motion was submitted by George Boyett to adopt bylaws as submitted. Motion was seconded by Kristie Ponzio. Motion passes unanimously. III. Discussion/Action: Justice Systems Subcommittee Selection of subcommittee members and chair a. George Boyett makes a motion to create the committee. Motion was seconded by Kristie Ponzio. Motion was approved unanimously. b. George Boyett makes a motion to add the following appointments to the committee. Motion was seconded by Kristie Ponzio. i. Auditor ii. Treasurer iii. Tax Assessor iv. Justice of the Peace v. Community Supervision vi. Sheriff Y vii. Local Administrative Judge viii. District Attorney ix. County Attorney x. District Clerk xi. County Clerk xii. Commissioner c. Motion is approved unanimously. IV. Discussion/Action: Information Security Subcommittee Selection of subcommittee members and chair a. George Boyett makes a motion to create the committee. Motion was seconded by Wayne Thompson. Motion is approved unanimously. b. George Boyett makes motion to add the following appointments to the committee. Motion was seconded by Julie Anderson. i. Health Department ii. Auditor iii. Treasurer iv. District Clerk v. County Clerk vi. Human Resources vii. Risk Management viii. Emergency Management ix. Commissioner c. Motion is approved unanimously. V. Discussion/Action: Technology Planning Subcommittee Selection of subcommittee members and chair a. George Boyett makes a motion to create the committee. Motion was seconded by Kristie Ponzio. Motion passes unanimously. b. George Boyett makes a motion to add the following appointments to the committee. Motion was seconded by Wayne Thompson. i. County Attorney ii. District Attorney iii. Community Supervision iv. JP v. Budget Officer vi. Purchasing vii. Auditor viii. Treasurer ix. Emergency Management x. Health Department xi. Commissioners 14 1 b3 c. Motion is approved unanimously. VI. Brief discussion of current projects at IT a. Projects were discussed briefly. b. No action was taken. Submitted by: Karen Giles V 0, S. M. Hodge Co. 301 Suffolk Ave. College Station, Texas 77840 February 7, 2008 Pat Howard Brazos County Purchasing Department 300 East 26th Street Suite 117 Bryan, TX 77803 Dear Pat, Please accept this proposal for services relating to the design of audio/visual systems for the Brazos County Commissioner's Courtroom. I estimate it will take between 16 to 26 hours to complete including initial meetings, site visit, design, review of submittals, answering contractor questions, equipment calibration and programming, and final system testing. My time is billed at $100.00 per hour. Billing will be based on actual time spent and can vary depending on unknown conditions. Additional time can result if changes are made once the design is complete or if the chosen contractor fails to deliver a functioning system. Thank you for this opportunity and I look forward to working with you. Sincerely, Appr Steven Hodge Randy Si s 979-587-2323 Coun Judge stevenhodge@gmaii.com OL lb( PAGE l b5 n O S n c p a 3 m z a y< z F R a ° s vs = g bo a C cr "a 0 CL a o C) ~ 7 m o m ~ a D M p :100 C CID * gg D B N n y A K CD n=i v CD N CL = CD n ° ~ 3 R Cl) CD o B N C~ O CD rn 2 s- g _ - o = CD ~ o w ° cn c p CD = y CD 0 CD N CD a C~ [1 CD N N ~ d O) CD Cr N f TI C D N lu a = N ~ D N Q • C C - W N y. Cc C CD C1 N a) z Z ~a) CD a ama d -5 O " A C co o 0 CD O CD N C,71 N CJ C/) 7C o nai G7 m 3 =L D 70 c CD N Cl) D n a co m C ) " C0 0 N CO) N N N CA Iq 2 2 2 M L W zS cm o O W C O Xw p ♦ I M n v S NN c O ~p A ODD w - 3 A Z PO « T ~ , v I Zc z cIn o C) D O ~ ~ O ~ ~ O =r ~n N N N O) C" ) N D ~i O O D 0 CD pp o a r 3 O Z W A Q' O Co O t~ rn co v' w ~ ~ S Ox E o O° c J+ °O o C) ,Cil $ °o i r y z ra 169 V O ,69 CO co -69 Ca co 69 V 1 M CO) m O O O C" c, n O O O O -i bq J v 0. W 4A Ca S EA p) T W m :,J r V O C" O - C) OD c N o ~ a Z m d BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPA RTMENT Road and Bridge NUMBER 56001000 DATE OF COURT MEETING: February 12, 2008 ITEM: Request from Verizon Communications to construct a 1'/2 " subduct with fiber optic cable 3' in the south right of way of Old Reliance Road beginning at its intersection with Wallis Road and extending for a distance of 3,052 feet (at a depth of 48"). Site is located in Precinct 2. SOURCE OF FUNDS: N/A PRESENTATION: REQUIREMENTS: 1) No work will be permitted between front slope and/or back slope. 2) All installation(s) shall be constructed in designated utility easements, if applicable. If no utility easement exists, the installation(s) shall be 1) within 3-5' of and parallel to the right-of-way line and/or 2) in the case of a road bore, perpendicular to the right-of-way line. 3) If clearing of brush, trees and other obstruction is necessary, it shall be the Applicant's responsibility to do so and to remove all cleared brush, trees etc. from county right-of-way. 4) Ditch line shall be compacted to 90% standard density ASTM-Test Method No. D-698; test shall be conducted by an independent geotechnical testing firm; copies of all test results shall be furnished to the office of the Brazos County Engineer. 5) Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: APPROVED BY: Richard F. Vance, P.E. Commissioner E. Duane Peters County Engineer Precinct 2 CC2008-011 i This Request is Approved V-1-De i~ed 0 by Commissioners' Court Date: ~,L Randy Si , County Judge ANINNOWKW Jan 28, 2008 Richard Vance Brazos County Engineering Office County Engineer 2617 W. Hwy 21 Bryan, TX 77803 Dear Mr. Vance: Subject: AGRMNTS 24 BURIED CABLE Engineering & Planning 301 Industrial Blvd. Bryan, TX 77803 Enclosed are Form ED-135 and a work location sketch showing the location of our proposed buried cable line on County Roads in Brazos County at Bryan, Texas. This work is to be completed on Work Order 5413-7FOAOAb which is scheduled to start on 02/27/2008. If you have any questions concerning this work, please contact Charles Allen at our office in Bryan, telephone 979-821-4761 within 15 days so that we may explain of modify our proposal, otherwise, it is understood that this proposal is approved. Sincerely, 4Iaj aat pir< Brenda Vajdak Supervisor - Network Engineer BV:ec Attachment VERIZON COMMUNICATION To The Commissioner's Court of Brazos County ATTENTION COUNTY JUDGE: Randy Sims Notice of Line Installation Jan 28, 2008 Formal notice is hereby given that VERIZON COMMUNICATIONS will construct a communication line within the right-of-way of a County Road in Brazos County, Texas as follows: At the intersection Old Reliance Rd and Wallis Rd a 1 Subduct with a fiber optic cable will be placed 3' in the south ROW extending west for a distance of approximately 3052' at depth of 48" The location and description of this line and associated appurtenances is more fully shown by four (4) copies of drawings attached to this notice. The line will be constructed and maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that the tender of this notice by the Verizon Southwest Incorporated does not constitute a waiver, surrender, abandonment or impairment of any property rights, franchise, easement, license, authority, permission, privilege or right now granted by law or may be granted in the future and any provision or provisions so construed shall be null and void. Construction of this line is in progress VERIZON COMMUNICATIONS &ndc- VCk--j G &x-,A, Brenda Vajdak Supervisor-Network Engineer 301 Industrial Blvd. Bryan, TX 77803 5413-7FOAOAB 14 Io9 u niV L HI L= 111 LJ S4 3 D F0friM .8 %Or. t`~ R• ip 'BECv------ .~ve.•- ~-..r... bra a~rri v.,av~o~ .,o M Rp\Np ~ Z StE 0M` S~ \ ROSEMARY W. 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