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HomeMy WebLinkAbout2010-06-08-9:00AM-REGULARBRAZOSCOUNTY BRYAN, TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON 8 JUNE 2010 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 106, BRYAN, TEXAS. 1. Invocation and Pledge of Allegiance — Commissioner Peters. 2. Call for citizen's input and/or concerns. 3. Presentation by Judge Langley regarding the proposed plan for the County Administration Building North Wing Renovation Project. Consider and take action on agenda items 4 — 21: 4. Proposed North Wing Renovation Plan for the temporary relocation of courts and departments from the County Courthouse to the north wing of the County Administration Building as needed throughout the Courthouse Renovation Project. 5_ Request to transfer $15,300 from Contingency for the North Wing Renovation Project. 6. Budget Amendment 09/10 - 34.1 thru 34.9. 7. Personnel Change of Status. 8. Payment of Claims. 9. Order 10 -006 relocating the Polling Place for Election Precinct 23. Orden 10 -006 para trasladar el Sitio de Election de Precinto 23. Office of the County Judge 200 South Texas Ave. . Suite 332 Bryan, Texas 77803 Fax: (979) 367-4503 Vol. 134 Pg. 99 Commissioners Court Agenda 8 June 2010 Page 2 10. Order 10 -007 dividing one election precinct and creating another election precinct. Orden 10 -007 para divider un precinto de election y crear otro precinto de election. 11. Brazos County Clerk Archival Plan to collect a $5.00 fee for court and non -court filings, effective 1 October 2010. 12. Out of state travel request for Sheriff's Deputies Doug Chambers and Cameron Mitchell to travel to Bellingham, Washington for the purpose of extraditing an inmate to Texas (Cause No. 08- 00940 -CRF). 13. Permission to accept donated property in the form of summer program supplies (meals, t- shirts, bottled water, gift cards, etc.) for the Juvenile Services Department; estimated total value: $1,923.00. 14. Treasurer's Report for the Month of April 2010. 15. Tax Refund Applications for the following: a. CitiMortgage b. Mema Jacobsen c. David & Teresa Peters d. Michael R. Terzian e. LSI Title Agency, Inc. f U -Paint It Pottery g. B. C. & R. A. Patterson h. Edelweiss Gartens i. IndyMac Bank j. Mitchell Crane k. Carolyn S. Carey 1. TexEngrave, LLC 16. Permission to advertise RFP 2010 -38, Exposition Center Paved Fairgrounds. 17. Capital blanket requisition in the amount of $9,300 to Anixter for cabling supplies required for the North Wing Renovation Project. 18. Manual Requisitions as follows: a. in the amount of $24,243.65 to Caldwell Country Chevrolet for the purchase of a 2010 Chevrolet Tahoe for Brazos County SIU; b. in the amount of $5,345.60 to Femo for the purchase of EZ Glide Evacuation Chairs for emergency use; c. in the amount of $3,926.92 to Heart Safe America for the purchase of Automated External Defibrillators (AEDs) for emergency use, d. in the amount of $12,493.00 to Scott Equipment, Inc. for the purchase of a commercial washer and dryer for the Brazos County Jail Expansion; e. in the amount of $2,040.00 to GE Consumer & Industrial for the purchase of microwaves and refrigerators for the Brazos County Jail Expansion; f. in the amount of $21,967.55 to Norix for the purchase of beam seating, stools and stacking chairs for the Brazos County Jail Expansion; g. in the amount of $11,356.00 to GE Consumer & Industrial for the purchase of washers and dryers for the Brazos County Jail Expansion. Vol. -- Pg' � � Commissioners Court Agenda 8 June 2010 Page 3 19. Change Order for P.O. #10000312 to Kling Engineering, adding $250.00 for certified as built drawing for City of Bryan public water line, and $700.00 for certified staking. 20. Change Order 13 in the amount of $144.00 to Building Abatement Demolition Company for additional abatement work at the Brazos County Courthouse that is outside the approved amount but the unit pricing was provided for in Bid #2010 -04; total amount is now $109,194.00. 21. Final Plat of Indian Lakes Subdivision Phase VIII, Lot 21 -R, Block 15, being an Amending Plat of Lot 21 and Lot 22, Block 15, Indian Lakes Phase VIII as recorded in Volume 7593, Page 299 (Brazos County Official Records) 2.615 acres, J. M. Barrera survey, A -69, Brazos County, Texas. Site is located in Precinct 1. 22. Acknowledgement of RFP 2010 -39, Urinalysis and Hair Drug Testing, for the Community Supervision & Corrections Department (CSCD) which will not affect Brazos County or its budget as the award of a contract comes from CSCD. 23. Announcement of interest items and possible future agenda topics. 24. Call for citizen input and/or concerns. 25. Agency / Board / Committee reports by Court members. 26. Adjourn Vol. 134 pg. 91 Commissioners Court Agenda 8 June 2010 Page 4 PUBLIC COMMENTS Public Comment during the Commission Meeting may be for all matters, both on and off the agenda, and be limited to four minutes per person. Persons are invited to submit comments in writing on the agenda items and/or attend and make comment at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court is a Constitutional Court, with both judicial and legislative powers, created under Article V, Section 1 and Section 18 of the Texas Constitution. As a Constitutional Court, the Brazos County Commissioners Court also possesses the power to issue a Contempt of Court Citation under Section 81.024 of the Texas Local Government Code. Accordingly, members of the public in attendance at any Regular, Special and /or Emergency meeting of the Court shall conduct themselves with proper respect and decorum in speaking lo, and/or addressing the Court; in participating in public discussions before the Court; and in all actions in the presence of the Court. Those members of the public who are inappropriately attired and/or who do not conduct themselves in an orderly and appropriate manner will be ordered to leave the meeting. Refusal to abide by the Court's Order and /or continued disruption of the meeting may result in a Contempt of Court Citation. It is not the intention of the Brazos County Commissioners Court to provide a public forum for the demeaning of any individual or group. Neither is it the intention of the Court to allow a member (or members) of the public to insult the honesty and/or integrity of the Court, as a body, or any member or members of the Court, or County employees, individually or collectively. Accordingly, profane, insulting or threatening language directed toward the Court and/or any person in the Court's presence and/or racial, ethnic or gender slurs or epithets will not be tolerated. Violation of these rules may result in the following sanctions: 1. cancellation of a speaker's time; 2. removal from the Commissioners Court; 3. a Contempt Citation; and/or 4. such other and /or criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Texas. The County Commissioners Court can deliberate or take action only if a matter has been listed on an agenda properly posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. However, responses from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without notice to the public. To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge and/or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite existing policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act §551.042. The County Administration Building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361 -4102. Vol. 13q Pg. 9 a COMMISSIONERS' COURT REGULAR MEETING JUNE 8, 2010 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Brazos County Commissioners Courtroom in the Administration Building, 200 South Texas Avenue, in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, June 8, 2010 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; Irma Cauley, Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheets contain the names of the citizens and officials that were in attendance. Commissioner Peters 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 by 85ht District Court Judge J. D. Langley. Judge Langley asked that the presentation be moved to the end of the meeting. Items 4, 5 and 6 on the agenda were skipped as they were associated with the presentation by Judge Langley. Vol 13q Page 93 Commissioners Court meeting June 8, 2010 2 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: 7074184 through 7075385 Commissioner Cauley moved to approve the claims pending verification of claim numbers. Commissioner Peters seconded the motion. The vote on this was delayed to allow the Treasurer time to verify the claim numbers. The County Judge proceeded to consider Order 10 -006 relocating the Polling Place for Election Precinct 23. The polling place for Election Precinct 23 is currently located in Westminster Presbyterian Church, 3333 Oakridge Drive, Bryan, Texas. Although Texas Election Law Sec.43.031(d) states a building must allow electioneering, the church does not allow political signs on the property. The First Baptist Church located at 3100 Cambridge Drive, Bryan, Texas has agreed to allow the polling place for Election Precinct 23 to be located in the church building. On motion by Commissioner Cauley, seconded by the County Judge, the Court voted unanimously to Vol 13 Page 14 Commissioners Court meeting June 8, 2010 3 locate the polling place for Election Precinct 23 in the First Baptist Church Bryan building located at 3100 Cambridge Drive, Bryan, Texas and submission be made to the Assistant Attorney General, Civil Rights Division, Voting Section, Department of Justice, Washington D.C. requesting pre - clearance of this Order pursuant to Section 5 of the Federal Voting Rights Act. A copy of the Order is attached. The next matter for consideration was Order #10 -007 Dividing One Election Precinct and creating another election Precinct. The City of Navasota approved Ordinance #609 -10 on March 11, 2010 annexing 3.545 acres of land located in Voting Precinct 1. Section 42.007 of the Texas Election Code states "A Commissioners Court may not establish a county election precinct containing territory inside a city with population of 10,000 or more and unincorporated territory outside the city." On motion by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to divide Election Precinct 1 to follow the City of Navasota city limit lines in Brazos County, Texas, Election Precinct 22 be created to follow the new City of Navasota city limit lines and that submission be made to the Assistant Attorney General, Civil Rights Division, Voting Section, Department of Justice, Washington D.C. requesting pre - clearance of this Order Vol 134 Page �5 Commissioners Court meeting June 8, 2010 4 pursuant to Section 5 of the Federal Voting Rights Act. A copy of the Order is attached. The next matter for consideration was the Brazos County Clerk Archival Plan to collect a $5.00 fee for court and non - court filings, effective October 1, 2010. On motion by the County Judge, seconded by Commissioner Cauley, the Court voted unanimously to approve the collection of a $5.00 fee for court and non -court filings effective October 1, 2010. A copy is attached. The next matter for consideration by the Court was a request submitted by the Sheriff's Office seeking approval for out of state travel for Deputy Sheriff Doug Chambers and Deputy Cameron Mitchell to travel to Bellingham, Washington to extradite Jonathan Wazenegger to Texas. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to grant the request from the Sheriff and approved payment of out of state travel expense for Deputy Sheriff Doug Chambers and Deputy Cameron Mitchell, The Court next considered authorizing acceptance of donated property from various vendors to be used as Summer Program supplies. Juvenile Services was offered t- shirts, meals- breakfast and lunch, a pallet of water, gift cards, George Bush Library tours, bowling passes and other supplies Vol 135 - Page 9 Commissioners Court meeting June 8, 2010 5 with an estimated value of $1,923.00. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to accept the donated property. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to receive, approve and order filed as submitted the Treasurer's report for April 2010. A copy is attached to and made a part of these minutes. The next matter for consideration was approval of tax refund applications from the following individuals and /or companies: a. CitiMOrtgage, over payment $270.00 b. Merna Jacobsen, over payment $134.81 c. David & Teresa Peters, over payment $14.48 d. Michael R. Terzian, over payment $7.08 e. LSI Title Agency, Inc., over payment $1,559.08 f. U -Paint It Pottery, over payment $7.52 g. B.C.& R. A. Patterson, over payment $10.02 h. Edlweiss Gartens, over payment $12.00 i. IndyMac Bank, over payment $20.75 j. Mitchell Crane, over payment $1,613.01 k. Carolyn S. Carey, over payment $10.00 1. TexEngrave, LLC, over payment $6.72 On motion by Commissioner Wassermann, seconded by Commissioner Cauley, the Court voted unanimously to approve the tax refund applications. The next matter for consideration was approval for the Purchasing Agent to advertise RFP 2010 -38, Exposition Center Paved Fair Grounds. On motion by Commissioner Cauley, Vol 131 - Page 9� Commissioners Court meeting June 8, 2010 6 seconded by Commissioner Peters, the Court voted unanimously to authorize the Purchasing Agent to advertise RFP 2010 -38, Exposition Center Paved Fair Grounds. The County Judge skipped item 17 until after Judge Langley presents his plan. The County Judge skipped over agenda items 19 and 20 until the budget amendments are approved. The Court next considered the final plat of Indian Lakes Subdivision Phase VIII, Lot 21 -R, Block 15, being an Amending Plat of Lot 21 and Lot 22, Block 15, Indian Lakes Phase VIII located in Precinct 1. Richard Vance, County Engineer, stated that he had reviewed the plat and all appeared to be in order. On motion by Commissioner Wassermann, seconded by Commissioner Cauley, the Court voted unanimously to approve the final plat of Indian Lakes Subdivision Phase VIII, Lot 21 -R, Block 15, being an Amending Plat of Lot 21 and Lot 22, Block 15, Indian Lakes Phase VIII as submitted. The next matter before the Court was the acknowledgement and advertisement of RFP #2010 -39, Urinalysis and Hair Drug Testing for the Community Supervision Department. This RFP is being processed by the Purchasing Department for the Community Supervision Department but will not affect Brazos County or its budget as the award of the contract comes from the Vol ) 3 y Page L Commissioners Court meeting June 8, 2010 7 Community Supervision Department. The County Judge then went back and took up consideration of the claims. The County Treasurer verified the claim numbers were as follows 7075184 through 7075385. The motion was already on the table having been made by Commissioner Cauley and seconded by Commissioner Peters, the Court voted unanimously to accept and approve the amended claim numbers. The County Judge then went back to agenda item #3 the presentation by Judge J. D. Langley. Judge Langley proceeded to present his proposed plan for the utilization of the north wing, second floor of the Brazos County Administration Building for a temporary relocation of courtrooms and departments as needed while the Courthouse is being renovated. The next matter for consideration was the proposed north wing renovation plan of the Brazos County Administration Building for the temporary relocation of courts and departments from the County Courthouse. The estimated costs are as follows: a. Remodeling done by Building Maintenance Department $5,953.58 b. Computer Cabling by Brazos County Information Technology Department $9,299.80 C. Voice Over IP Phones $20,000 d. Private bid of built bench and jury box unknown at this time. e. Carpeting and lighting for room 281 unknown at this time. Vol 1 3 y Page q Commissioners Court meeting June 8, 2010 8 f. Two copiers, printers, scanners, fax machines unknown at this time g. Furniture unknown at this time. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the plan. The next matter for consideration was the transfer of $15,300 from Contingency for the North Wing Renovation Project. On motion by Commissioner Peters, seconded by the County Judge, the Court voted unanimously to approve the transfer of the funds from Contingency. The Court next considered Budget Amendment #09/10 -34.1 through 34.9 that would reallocate funds for Jail Expansion 2007 (6) , County Clerk, Jail Expansion 2007, Community Supervision- Support; transfer funds from CPS Mediation Support, Cluster Court Support and Guardian Ad -Litem to Court Annex, from Juvenile Services - Academy to Juvenile Services - Detention, from General Fund Contingency to Capital Improvement Fund. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the budget amendment as submitted. A copy each amendment is attached. The Court proceeded to consider item 18, approval of the following manual requisitions: a. $24,243.65 to Caldwell Country Chevrolet for the purchase of a 2010 Chevrolet Tahoe Voles Page 100 Commissioners Court meeting June 8, 2010 for Brazos County Special Investigations Unit; b. $5,345.60 to Ferno for the purchase of EZ Glide Evacuation Chairs for Emergency use; c. $3,926.92 to Heart Safe America for the purchase of Automated External Defibrillators (AEDs) for emergency use; d. $12,493.00 to Scott Equipment, Inc. for the purchase of a Commercial washer and dryer for the Brazos County Jail Expansion; e. $2,040.0 to GE Consumer & Industrial for the purchase of microwaves and refrigerators for the Brazos County Jail Expansion; f. $21,967.55 to Norix for the purchase of gang seating, stools and stacking chairs for the Brazos County Jail Expansion; g. $11,356.00 to GE Consumer & Industrial for the purchase of washers and dryers for the Brazos County Jail Expansion; A On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to approve the preceding manual requisitions. The Court next considered approval of a capital requisition in the amount of $9,300 to Anixter for cabling of the Administration Building North Wing. On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to approve the requisition. Vol 13q Page 101 Commissioners Court meeting June 8, 2010 10 The next matter for consideration was a change order to purchase order #10000312 to Kling Engineering for $950.00 to certify as built drawings for the public water line for the City of Bryan and for certified stacking. On motion by Commissioner Wassermann, seconded by Commissioner Cauley, the Court voted unanimously to approve the change order. A copy is attached. The Court next considered Change Order #13 in the amount of $144.00 to Building Abatement Demolition Company. This will increase the contract amount from $109,050.00 to $109,194.00. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to approve Change Order #13. A copy is attached. There were no announcements of interest items and possible future agenda topics. Under citizen input and /or concerns, the following spoke: Sheriff Chris Kirk a) There were 560 inmates in jail, 49 have monitors and 43 are pending for monitors. b) Rosser flew in the architects yesterday and we should know tomorrow where we are on the jail completion. There were no Agency /Board /Committee reports by Court members. Vol 134 Page I 0a. Commissioners Court meeting June 8, 2010 11 There being no further business to come before the Court, the meeting was adjourned. Vol 13' Page IDS The foregoing minutes of the Commissioners Court meeting held June 8, 2010 have been examined and are approved in open Court this the Ot day of 2010, in Bryan, Brazos Duane Peters Commissioner, Precinct 2 Ir a Cau Commissioner, Pre ct 4 Attest: Kar n McQueen County Clerk Vol 134 Page 10+ Lloyd Vrassermann Commissioner, Precinct 1 atae Kenny Mallard Commissioner, Precinct 3 BRAZOS COUNTY COMMISSIONERS COURT Meeting on t 2 ,2010* a v Name Organization / Department cs NG hjpr � ;W c s Li) \ C PAGE. of Z Vol. 134 Pg. IOS BRAZOS COUNTY COMMISSIONERS COURT Meeting on U 2010 @ © ©� Name Organization /Department y�� p W lip - , I y) 4 54, S C. PAGE .7- of %. Vol. 1 3q- pg. ! D BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2009 -2010 BUDGET YEAR NO. 09/10 — 34.1 thru 34.9 On this the 80' day of June 2010 at a regular meeting of the Commissioners' Court, the following members were present: A. Randy Sims, County Judge, Presiding Lloyd Wassermann, Commissioner, Precinct 1 E. Duane Peters, Commissioner, Precinct 2 G. Kenny Mallard, Commissioner, Precinct 3 Irma Cauley, Commissioner, Precinct 4 Karen McQueen, County Clerk The following proceedings were held: THAT WHEREAS, on 8 June 2010 the Court heard and approved abudget amendment for the 2009- 2010 budget year for Brazos County, Texas; an d 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 21 September 2009, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 8u' day of June 2010. 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 Vol. 134 Pg. D% BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.1 6/8/2010 FUND DIV ACCT PROJ ACCOUNT NAME Increase Decrease 0100 11010000 72190000 CPS Mediation Support 8,500.00 0100 11010000 72191000 Cluster Court Support 5,500.00 0100 11010000 72192000 RDR Guardian Ad -Litem 40,000.00 0100 22900100 72190000 CPS Mediation Su ort 8,500.00 0100 22900100 72191000 Cluster Court Su ort 5,500.00 0100 22900100 72192000 Guardian Ad -Litem 40,000.00 Court Support and Court Annex To reallocate budget of CPS Mediation Support, Cluster Court Support and Guardian Ad -Litem in the Court Annex Division to allow for tracking of these costs in the accounting division where services are being provided. �.= MM Vol. 14 Pg. 1 ©8 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.2 6/8/2010 FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase Decrease 4308 63430800 80130000 CR Building - Sheriff Jail 3,927.00 4308 63430800 67281000 DR Equipment - Electronic 3,927.00 Jail Expansion 2007: Reallocation of funds to purchase Four 4 AEDs with 5 year battery. m Vol. )3q pg. 1 D9 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.3 6/8/2010 FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase I Decrease 4308 63430800 80130000 CR Building - Sheriff fail 5,346.00 4308 63430800 67286000 DR Equipment - Other 5,346.00 Jail Expansion 2007: Reallocation of funds to purchase Two (2 ) EZ -Glide evac chairs. isJ Vol._ 134 --- Pg. ---- W R IS ON p Em alm BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 09110 - 34.4 Services - Vol. 134 pg. III 4308 17 electric BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.5 6/8/2010 Vol. 134 pg. ) I a BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.6 6/812010 FUNDI DIV I ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 4308 63430800 1 80130000 CR Building - Sheriff Jail 22040.00 4308 63430800 67050000 DR A liances 1,230.00 4308 63430800 60500000 DR Office Equipment 810.00 Jail Ex ansion 2007: Reallocation of funds to purchase two 2 refrigerators and ten 10 microwaves. Vol. 131+ pg. 113 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09/10 - 34.7 6/8/2010 FUNDI DIV ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 4308 63430800 80130000 CR Buildin - Sheriff ]ail 12,493.00 4308 63430800 80050000 DR Appliances over $5,000 8,073.00 4308 63430800 67050000 DR Appliances (over $500) 4,420.00 Jail Expansion 2007: Reallocation of funds to purchase one I Commercial Washer and one (1 ) Commercial Dryer. Vol. 13 � pg. I I + BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.8 6/8/2010 FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase Decrease 4308 63430800 80130000 CR Building - Sheriff Jail 21,967.55 4308 63430800 60360000 DR Fumiture 6,385.50 4308 63430800 67342000 DR Furniture over $500 15,582.05 Jail Ex ansion 2007: Reallocation of funds to purcbase Gan g Seating, Stools, and Stacking Chairs to be used throughout the facility. Vol. 13� Pg. 11s BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 09110 - 34.9 6/8/2010 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contin enc - General Fund 15,300.00 0100 91110000 DR Transfer to Capital Improvements 15,300.00 4500 49028000 CR Transfer fm General Fund 15,300.00 4500 63000600 80101000 DR Northwing Renovation 15,300.00 Gendral Fund Contingency and Capital Improvement Fund Transfer of funds to cover cost of construction and cabling costs associated with the renovation of the Northwing side of the County Administration Building. This renovation will facilitate the remodel of the courthouse by providing space for departments that must be relocated during the renovation. Preparitd, MTR IFJ Date 4' _7 - L3720'L0 Vol. 13 q pg. 1149 PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: June 8, 2010 Department Submitting information: Human Resources Puroose of Submissions: Consider and Take Action on Change Requests Department Submitting Employee Request Action Requested Request (s) Applies To Building Maintenance Jasso, Ester Termination District Clerk Ochsner, Alexandria Resignation Thomason, Jessica New Hire Welsh, Katherine Resignation MPO Timms, Jennifer Approved in Commissioners' Court: June 8, 20 "^ County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) Resignation Vol. 134 — Pg. ) 1-1 ORDER RELOCATING POLLING PLACE FOR ELECTION PRECINCT 23 WHEREAS, there exists at the present time a certain polling place which 1 be used for the purpose of conducting elections; and WHEREAS, the polling place for Election Precinct 23 is currently located in Westminster Presbyterian Church, 3333 Oakridge Drive, Bryan, Texas; and WHEREAS, the Texas Election Law (Sec. 43.031(d)) states that the building must allow electioneering. The current location located in Westminster Presbyterian Church does not allow political signs on the property; and WHEREAS, it is recommended that Election Precinct 23 be relocated and conducted at the First Baptist Church Bryan located at 3100 Cambridge Drive, Bryan, Texas: WHEREAS, the First Baptist Church Bryan has agreed to allow the polling place for Election Precinct 23 to be located in the First Baptist Church Bryan building located at 3100 Cambridge Drive, Bryan, Texas: NOW THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS, THAT: Pursuant to chapter 43 of the Texas Election Code that the location of the polling place be relocated in Brazos County to wit: THAT the polling place for Election Precinct 23 be located in the First Baptist Church Bryan building located at 3100 Cambridge Drive, Bryan, Texas; Order 10.006 V o l . ) / 3 - 4 pg. 1 1 9 THAT submission be made to the Assistant Attorney General, Civil Rights Division, Voting Section, Department of Justice, Washington D.C. requesting the preclearance of this Order pursuant to Section 5 of the Federal Voting Rights Act. ADOPTED this 2F' day of J LA, Q 2010 by a vote of J� AYES and F) NAYS. County Judge ATTEST: Karen McQueen, County Clerk Vol. 13 Order 10 -006 pg. 111 ORDER DIVIDING ONE ELECTION PRECINCT AN CREATING ANOTHER ELECTION PRECINCT WHEREAS, the City of Navasota approved Ordinance # 609 -10 annexing 3.543 acres of land located in Voting Precinct 1 on March 11, 2010; and WHEREAS, the new boundary lines of the City of Navasota do not follow the existing election precinct lines created by Brazos County; and WHEREAS, Section 42.007 states "A commissioners court may not establish a county election precinct containing territory inside a city with a population or 10,000 or more and unincorporated territory outside the city "; and WHEREAS, the Commissioner's Court is desirous of complying with the City of Navasota city limit lines, and the Texas Election Code; and WHEREAS, compliance with the Texas Election Code requires the division of one (1) voting precinct and the creation of a new voting precinct according to the newly annexed area; and WHEREAS, Section 42.008 (1) of the Texas Election Code provides for combining election precincts; NOW THEREFORE BE IT RESOLVED BY THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS, that Pursuant to Section 42.007 of the Texas Election Code that Election Precinct 1 be divided to follow the City of Navasota city limit lines in Brazos County, Texas, to wit: 1. Election Precinct 1 be divided; 2. Election Precinct 22 be created to follow the new City of Navasota city limit lines; Vol. ) 3 � pg,_ a___ Order 10 -007 3. Election Precinct 1 and Election Precinct 22 will continue to vote at the current location, located at the Millican Community Center; 4. That submission be made to the Assistant Attorney General, Civil Rights Division, Voting Section, Department of Justice, Washington D.C. requesting the preclearance of this Order pursuant to Section 5 of the Federal Voting Rights Act. ADOPTED this � r" day of 2010 by a vote of 6— AYES and (3 NAYS. Sims, County Judge ATTEST: Karen McQueen, County Clerk Order 10 -007 Vol. 134 pg, ) a Brazos County Clerk Records Management and Archive Plan I. Background (Statutory History) The 77h Texas Legislature passed HB 370 in 2001 to allow border county's to assess a $5.00 Records Management and Preservation Fee for the preservation of older records filed with the County Clerk. The 78"i Legislature passed SB 1731 amending the original legislation allowing all county's to collect this fee with Commissioner's Court approval. The County Clerk is proposing to collect this fee at this time. This legislation amends Local Government Code, Section 118.01 (e), to enable the Commissioner's Court to adopt a Records Archive Fee for the preservation and automation of previously filed and recorded real property and vital statistics records as part of their regularly adopted annual budget. II. Bill Summary • Begins on approval of the County of Brazos 2010 -11 Annual Budget. The fee must be set and itemized in the county's budget as part of the budget preparation process. • Termination: The 79h Legislature extended this bill indefinitely. • The $5.00 fee is assessed on any instrument, document, paper, or other record that the County Clerk is authorized to accept for filing or recording (deed or official public records, assumed names, marriage licenses, civil case filings). • The fee may be used only to provide funds for specific records management and preservation, including for automation purposes — in accordance with this written plan. • Changes to the plan must be approved by Commissioner's Court. The plan may be modified as required. III. Purpose Some of Brazos County official records have been computerized and automated in electronic format since the late 1960s. The County Clerk's office is progressive in the preservation of current records, utilizing the original Records Management Fee from 1991 forward However, this funding has not been sufficient to electronically preserve and restore the older documents that have a priceless historical value. In order to preserve and enhance the integrity of the existing system for recording and preserving public documents; the County Clerk seeks to preserve existing original records by restoring or re- creating old volumes, digitizing older microfilm and paper records, re- indexing old handwritten and typed indexed books and converting all older media into an electronic format and importing this newly created data into the existing computer system. Vol. 1— Pg 1 • Modernize and upgrade old record systems in the office. • Continue to add records and information to your existing computer system. • Eliminate or reduce manual lookups and searches. • Expedite record searching by having more records available for electronic retrieval. • Create a complete electronic records back -up for disaster recovery. • Provide more public information to the citizens of the County via the Intra/Intemet. • Continue to eliminate the need for paper records. • Preserving original records by reducing daily usage. • Reclaiming much needed space in the public records area. V. Annual Revenue Estimate Official Real Property Records 32,000 /annually Marriage Records 1,500 /annually Civil /Criminal Filings 400/annually Total 33,900 Filings Annually X $ 5.00 = $ 169,500.00 VI. Restoration, Preservation and Automation Projects Real Property Records: Projects include computerized re- indexing and converting all real properly records to electronic images and importing new records to the existing real property computer system. Phase 1: Electronic conversion of 1999 to 1967 existing microfilm to images, matching to the existing grantor /grantee index and importing to the computer and internet: Approx 674,000 Instruments filed 1967 to 1999 Estimated $ 370,700 Phase 2: Back conversion of 1966 to Volume A of Deed Records existing microfilm to electronic images and loading to computer by Book, Volume and Page. Approximately 1,167,000 images from 1966 to Volume A. Estimated $ 167,000 Re- indexing real property records from 1966 back to Volume A using the electronic images of the original record books: Data entry/conversion of approx 355,000 instruments Vol. I 3q P9. ,�23 Estimated $ 608,000 Phase 3: Maps and Plats Conversion scanning and reindexing of all maps /plats and importing to existing computer system. Approximately 4,000 maps and plats Estimated $60,000 Phase 4: Commissioner's Court Records Electronic conversion and reindexing of all existing Commissioner's Court minutes and importing this data to existing computer system in a searchable format. Approximately 190,000 pages and 120,000 index entries Estimated $ 128,000 VIII. Length of Projects It is estimated that these projects will take approximately 4 to 5 years to complete and implement. Some projects may be considered as on -going and paid monthly as revenue is collected. Summary The Legislature has provided a means to raise revenue for the records management and preservation of older county property and vital records. This "user" fee is an alternative to raising taxes or spending general fund monies to accomplish these . important projects. This plan will be implemented in "phases" as money is accrued and deposited into a special revenue account. The completion of the initial phases will preserve the original records, provide more space in the public records area, and continue to modernize the Clerk's office through available technology. Vol. APPROVED: _ The State of Texas, County of BRAZOS We, the undersigned, as County Commissioners within and for Brazos County, and the Honorable Randy Sims, County Judge of Brazos County, constituting the entire Commissioners' Court of Brazos County, during a regular meeting of said Court have examined the foregoing report and have caused an order to be entered upon the Minutes of the Commissioners' Court of Brazos County approving said Report as presented and submitted as true and correct by Kay Hamilton, Treasurer of Brazos County, as provided for in the Revised Statutes of the State of Texas. (Texas Local Government Code, 114.026) Witness my hand this Y4— day of A.D. 2010 Karen McQueen County Clerk, County of BRAZOS, State of Texas Examined and approved in open Commissioners' Court this S7jjN day of 2010. /j Randy Lloyd 10assermann, Commissioner Precinct #1 ------- c` - 'S. Duane Peters, Commissioner Precinct #2 Kenny Mallard, Ccq� issioner PreciA4 #3 Irma Cauley, Commis Precinct #4 Treasurer's Report for the MONTH of APRIL 2010 Vol. i �J pg I� a 8 c c rya 1 2 a a A 0 3 3 n a 3 N O C g ^Q VI Y l O Vol. 131 pg. 1 ;�L le n v O 0 A m pF ill A H °8$88SS888880 S��8S8888 $BSSo°S8S888d..s °S Z f➢l 3� A��� V� fJ r 3y N v O �yyllII r D y W O p -1 g m 3 Z O O b C A All JG )c y pZp r (] 1T y 2 n A (1 N v N O K m W O 2 T 2 O 2 O W a C O Z S O Z y Z pO� C➢ A `G 1 5t'4' W m W O g z z C 0 3 �adj Q o fyll � N N Jt� O A� Vbl o O 1011 W m dP N �! N> .O � W d tWil W 0 0 b O w J Ny� OOi {WII N D Y lu V r8C 8� b N V WW W Co ,�p O c 5 m" �:oomw $ rw n°>�' NwQgm ww�w °mm r`:e °ov roNmni Q m N �u W i:1i d r P to N O W4Pp µj b W N VI p� W W N VI W V W V W Y W W d r b N r S �mJO v a w aN d N iv ; D W O P N V vV �O .. 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Purchasing Agent Leslie Williams, Senior Buyer Amanda Rutledge, Buyer MEMORANDUM To: Randy Sims, County Judge Lloyd Wassermann, Commissioner Pct. 1 E. Duane Peters, Commissioner Pct, 2 G. Kenny Mallard, Commissioner Pct. 3 Irma Cauley, Commissioner Pct. 4 From: Amanda Rutledge, Buyer Date: June 3, 2010 Re: Change Order— Expo Expansion Please approve and sign the attached change order for PO # 10000312 to Kling Engineering for $950.00. This is for certifying as built drawings for the public water line for the City of Bryan and for certified stacking. Thank you for your consideration of this request. APPROVED: County Judge date Vol. lsq Pg_ 1 a:-7 BUILDING ABATEMENT DEMOLITION COMPANY, INC. June 2, 2010 We are supplying the following information as a request for cost compensation for additional work to be completed to facilitate the ongoing remodeling project for the Brazos County Courthouse. 13. Pipe insulation -12 LF in crawl space. (Glovebag) $144.00 If additional information is needed please feel free to call anytime. Regards, Jud Stringer, Manager APPROVED: Sims, County Judge date 1501 COUNTY ROAD 256 LIBERTY HILL, TX. 78642 OFFICE 512- 778.6069 FAX 512- 778 -6066 Vol. 13� pg. i at?