HomeMy WebLinkAbout2010-07-27-9:00AM-REGULARBRAZOSCOUN17Y
BRYAN, TEXAS
NOTICE OF MEETING
AND AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR
SESSION ON 27 JULY 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 — Judge Sims.
2. Call for citizens' input and/or concerns.
Consider and take action on agenda items 3 — 31:
3. Proclamation 10 -021 with the Cities of Bryan and College Station establishing 11 -13
August 2010 to be Texas Citizen Policy Academy Alumni Association Days.
4. Agreementwith McCreary, Veselka, Bragg & Allen, PC for the collection of
delinquent hotel/motel occupancy taxes.
5. Texas Statewide Automated Victim Notification Service (SAVNS) maintenance grant
contract for Fiscal Year 2011; term of agreement is 9/01/10 through 8/31/11.
6. Extension agreement with Delucia Mailing Service, extending the current agreement to
15 August 2010 to allow time for competitive bidding of a new contract.
7. Lease Agreement with Documation for a Ricoh MP 171 SPF All -in -one fax machine for
County Court at Law #1.
8. Lease Agreement with Documation for a Ricoh MP 171 SPF All -in -one fax machine for
Magistrate Court 1.
Office of the County Judge 200 South Texas Ave. Suite 332 Bryan, an, Texas 77803 Fax: (979) 361 -4503
Vol. 13 � Pg.
Commissioners Court Agenda
27 July 2010
Page 2
9. Authorization to release funds received on behalf of seven (7) area churches for shelter
expenses related to Hurricane Ike in 2008.
10. Reclassification of the following position from a full time (40 hour week) position to a
three - quarter (3/4) time (30 hour week) position. Deputy Clerk 1, Class 1311, Position
1, Group 10, Step 2.
11. Out of state travel request from the Sheriffs Office for Sheriffs Investigator Mike
Welch to attend the 'Drug Enforcement for the Rural Patrol Officer' course
in Meridian, Mississippi; dates of travel are 27 -30 July 2010.
12. Change Order on P.O. 10000106 to CME Testing & Engineering in the amount of
$25,000.00 for the Expo Expansion.
13. Change Order to the contract with Greenway Constructors, Inc. for the Jail Expansion
Project, adding $9,000.00 to the contract sum.
14. Requisition 00029994 in the amount of $5,850.00 to Troy Group, Inc. for the purchase
of a Troy Printer for the Information Technology Department.
15. Capital Requisition 00030047 in the amount of $105.61 to Lowes Companies, Inc. for
the purchase of construction supplies for the County Administration Building North
Wing Project.
16. Capital Requisition 00030051 to Crawford Electric Supply and 00030052 to Elliott
Electric Supply in the combined amount of $349.34 for the purchase of lighting
supplies for the County Administration Building North Wing Project.
17. Capital Requisition 00030049 in the amount of $2,931.40 to Stanley Security Solution
for the purchase of keys and hardware for the County Administration Building North
Wing Project.
18. Replat of Lot 8 Prosperity Acres, Phase 1, 1.26 acres, volume 7051, page 101 (Brazos
County Official Records), Maria Kegans survey, A -28, Brazos County, Texas. Site is
located in Precinct
19. Request from The 7711 Corporation to place a temporary 3" poly waterline in the right
of way of Elmo Weedon Road near its intersection with Steep Hollow Road; site is
located in Precinct 2.
20. Request from Verizon Communications to construct three (3) 70' road bores for buried
cable installations in the right of way of Chaco Canyon Dr., Anasazi Bluff and Palen
Point (Indian Lakes subdivision) at the following locations:
a. crossing Chaco Canyon Dr at its intersection with Anasazi Bluff;
b. crossing Chaco Canyon Dr at its intersection with Anasazi Bluff;
c. crossing Palen Point at lot line between address #3101 and 3151.
Vol. y3 Pg. a
Commissioners Court Agenda
27 July 2010
Page 3
21. Payment Authorization in the amount of $400.00 to Tarrant County Medical
Examiner's Office for DNA testing performed on evidence in murder trial; a purchase
order was not obtained in advance.
22. Payment Authorization in the amount of $2,619.44 to Crash Dynamics for testing
performed on vehicles involved in a case; a purchase order was not obtained in
advance.
23. Tax Refund Applications for the following
a. Benjamin Rumbaugh e. La Botana Mexican Restaurant
b. Dexter Thomas f. Theta Zeta of Chi Phi
c. James D. Robison & Bertha L. Robison
d. The Turquoise Trunk
24. Budget Amendment 09/10 — 41.1 thin 41.10.
25. Capital Manual Requisition in the amount of $186.75 to Web Supply for the purchase
of a Iaundry cart for the Jail Expansion Project.
26. Capital Manual Requisition in the amount of $3,096.88 to Global Industrial for
the purchase of nest and stack shelving for the Jail Expansion Project.
27. Capital Manual Requisition in the amount of $639.88 to Sherwin Williams for
the purchase of paint supplies for the County Administration Building North Wing
Project.
28. Capital Requisition 00030054 in the amount of $1,175.15 to Southwestern Paint &
Wall for the purchase and installation of carpet for the County Administration Building
North Wing Project.
29. Capital Manual Requisition in the amount of $581.54 for the purchase of various
electrical supplies for the County Administration Building North Wing Project.
30. Personnel Change of Status.
31. Payment of Claims.
32. Announcement of interest items and possible future agenda topics.
33. Call for citizens' input and/or concerns.
34. Agency / Board / Committee reports by Court members.
35. Adjourn
Vol. 13 � pg. 3
Commissioners Court Agenda
27 July 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 to, 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 mles 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 puking 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 -0102.
Vol. Pg• 4'
COMMISSIONERS' COURT
REGULAR MEETING
JULY 27, 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, July 27, 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, Absent;
Karen McQueen, County Clerk, Absent.
The attached sheets contain the names of the citizens and
officials that were in attendance.
The County Judge gave the invocation and then led the
pledge of allegiance.
There was no citizen input /and or concerns.
The County Judge read aloud Proclamation #10 -021
designating August 11 through 13, 2010 to be Texas Citizen
Police Academy Alumni Association Days throughout Brazos
County. The Court joins with the cities of Bryan and College
Station to extend their warmest hospitality and sincere thanks
J
Vol 3 Page
Commissioners Court meeting July 27, 2010 2
to Texas Citizen Police Academy Alumni Association State Board
of Directors, CPAAA members and law enforcement
representatives as they meet in Bryan /College Station for the
2010 Texas Citizen Police Academy Alumni Association State
Convention and Law Enforcement Training.
The Court next considered an agreement with McCreary,
Veselka, Bragg & Allen, P.C. Attorneys at Law (MVBA) for the
collection of delinquent hotel /motel occupancy taxes. Cost to
Brazos County will be 15 percent of all delinquent hotel /motel
occupancy taxes, penalties and interest collected by the
County on the accounts that have been referred to MVBA for
collection. On motion by Commissioner Wassermann, seconded by
Commissioner Peters, the Court voted unanimously to approve
the agreement and authorized the County Judge to execute the
document. A copy is attached.
The next matter for consideration was the Texas Statewide
Automated Victim Notification Service (SAVNS) maintenance
grant contract for Fiscal Year 2011. The term of the
agreement is from September 1, 2010 through August 31, 2011.
On motion by Commissioner Peters, seconded by Commissioner
Mallard, the Court voted unanimously to approve the
maintenance grant contract and authorized the County Judge to
execute the document. A copy is attached.
Vol M Page
Commissioners Court meeting July 27, 2010 3
The Court proceeded to consider an extension agreement
with Delucia Mailing Service, extending the current agreement
to August 15, 2010 to allow time for competitive bidding of a
new contract. On motion by the County Judge, seconded by
Commissioner Peters, the Court voted unanimously to approve
the extension agreement and authorized the County Judge to
execute the document. A copy is attached.
The next matter for consideration was a lease agreement
with Documation for the lease of a Ricoh MP171 SPF all in one
fax machine for County Court at Law I. The term of the lease
is for 48 months at a cost $60 per month. On motion by
Commissioner Peters, seconded by Commissioner Wassermann, the
Court voted unanimously to approve the lease agreement.
The Court proceeded to consider the a lease agreement
with Documation for the lease of a Ricoh MP171 SPF all in one
fax machine for the office of Magistrate Court I. The term of
the lease is for 48 months at a cost $60 per month. On motion
by Commissioner Wassermann, seconded by Commissioner Mallard,
the Court voted unanimously to approve the lease agreement.
The Court next considered a request from the Emergency
Management Office for the release of funds received on behalf
of seven (7) area churches for shelter expenses related to
Hurricane Ike in 2008. On motion by the County Judge, seconded
Vol 131 Page 7
Commissioners Court meeting July 27, 2010 4
by Commissioner Peters, the Court voted unanimously to approve
the release of funds.
The next matter for consideration was a request from the
County Clerk for the reclassification of the following
position from a full time (40 hour week) position to a three
quarter time (30 hour week) position. Deputy Clerk 1, Class
1311, position 1 Group 10, Step 2. The County Judge moved to
approve the request. Commissioner Wassermann seconded the
motion. Commissioners Wassermann, Mallard and the County
Judge voted "Aye ". Commissioner Peters abstained. The motion
carried.
The next matter for consideration by the Court was a
request submitted by Sheriff Chris Kirk seeking approval for
out of state travel for Sheriff's Investigator Mike Welch to
travel to Meridian, Mississippi to attend the "Drug
Enforcement for the Rural Patrol Officer" seminar July 27th
through July 30th 2010. On motion by Commissioner Wassermann,
seconded by Commissioner Peters, the Court voted unanimously
to grant the request from the Sheriff and approved payment of
out of state travel expense for Mr. Mike Welch.
The Court considered a change order to PO #10000106 to
CME Testing & Engineering for $25,000.00 on the Expo Expansion
for additional testing. This will increase the Purchase Order
Vol 130 Page F
Commissioners Court meeting July 27, 2010 5
to $75,000.00. On motion by Commissioner Peters, seconded by
the County Judge, the Court voted unanimously to approve the
change order.
The Court proceeded to consider a change order to the
contract with Greenway Constructors, Inc. for the Jail
Expansion Project adding $9,000.00 to the contract sum for
additional consulting services. The change order will
increase the contract amount to $271,000.00. On motion by
Commissioner Peters, seconded by the County Judge, the Court
voted unanimously to approve the change order.
The next matter for consideration was requisition
#00029994 in the amount of $5,550.00 to Troy Group, Inc. for
the purchase of a Troy Printer for the Information Technology
Department. On motion by Commissioner Peters, seconded by
Commissioner Wassermann, the Court voted unanimously to
approve the requisition.
The Court proceeded to consider the requisition #00030047
in the amount of $105.61 to Lowe's for the purchase of
construction supplies for the north wing project in the Brazos
County Administration Building. Commissioner mallard asked
for an update on the north wing project. Carlos Guitron,
Director of Building Maintenance gave the Court an update on
the project. On motion by the County Judge, seconded by
Vol M Page
Commissioners Court meeting July 27, 2010 6
Commissioner Peters, the Court voted unanimously to approve
the requisition.
The Court next considered requisitions #00030051 in the
amount of $95.59 to Crawford Electric Supply and #00030052 in
the amount of $253.75 to Elliott Electric Supply for the
purchase of light fixtures and supplies for the north wing
project of the Brazos County Administration Building. On
motion by the County Judge, seconded by Commissioner Peters,
the Court voted unanimously to approve the requisitions.
The next matter for consideration was requisition
#00030049 in the amount of $2,931.40 to Stanley Security
Solution for the purchase of keys and hardware for the north
wing project in the Brazos County Administration Building. On
motion by Commissioner Peters, seconded by Commissioner
Wassermann, the Court voted unanimously to approve the
requisition.
The Court next considered approval of the Re -Plat of Lot
8 Prosperity Acres, Phase 1, 1.26 Acres in Precinct 3.
Richard Vance, County Engineer, stated that he had reviewed
the plat and all appeared to be in order. On motion by
Commissioner Mallard, seconded by Commissioner Peters, the
Court voted unanimously to approve the Re -Plat of Lot 8
Prosperity Acres as submitted. Let the minutes reflect the
Vol 3� Page I p
Commissioners Court meeting July 27, 2010 7
correction to the agenda. The site is in Precinct 2 rather
than 1.
The Court next considered the request from the 7711
Corporation to place a temporary 3 inch poly water line in the
right -of -way of Elmo Weedon Road near its intersection with
Steep Hollow Road. The site is located in Precinct z. J'ne
County Engineer stated that all appeared to be in order and
recommended approval. On motion by Commissioner Mallard,
seconded by Commissioner Peters, the Court voted unanimously
to approve the request from the 7711 Corporation and
authorized the installation. A copy of the request is
attached hereto.
The Court next considered the request from Verizon
Communications to construct 3 road bores for buried cable
installations in the right -of -way of Chaco Canyon Drive,
Anasazi Bluff and Paleo Point in the Indian Lakes Subdivision.
The site is located in Precinct 1. The County Engineer stated
that all appeared to be in order and recommended approval. On
motion by Commissioner Wassermann, seconded by Commissioner
Peters, the Court voted unanimously to approve the request
from Verizon Communications and authorized the installations.
A copy of the request is attached hereto.
The next matter for consideration was a payment
Vol 13� Page I t
Commissioners Court meeting July 27, 2010 8
authorization in the amount of $400.00 to the Tarrant County
Medical Examiner's Officer for DNA testing done on evidence in
a murder trial. A purchase order was not obtained in advance.
On motion by Commissioner Peters, seconded by Commissioner
Mallard, the Court voted unanimously to approve the payment
authorization.
The Court proceeded to consider a payment authorization
in the amount of $2,619.44 to Crash Dynamics for work done on
the vehicles involved in an Intoxication Assault Causing
Serious Bodily Injury to Peace Officer /Firefighter /Ems Case. A
purchase order was not obtained in advance. On motion by
Commissioner Peters, seconded by Commissioner Wassermann, the
Court voted unanimously to approve the payment authorization.
The next matter for consideration was approval of tax
refund applications from the following individuals and /or
companies:
a. Benjamin Rumbaugh, over payment $184.19
b. Dexter Thomas, over payment $131.12
c. James D. Robison & Bertha L. Robison, over payment
$20.00
d. The Turquoise Trunk, over payment $12.71
e. La Botana Mexican Restaurant, over payment $13.24
f. Theta Zeta of Chi Phi, over payment $174.91, $15.79
On motion by Commissioner Wassermann, seconded by Commissioner
Peters, the Court voted unanimously to approve the tax refund
applications.
Vol J 3�e Page 1 0'�
Commissioners Court meeting July 27, 2010 9
The Court next considered Budget Amendment #09/10 -41.1
through 41.10 that would reallocate budget for Jail Expansion
2007 (2) , 272nd District Court, Constable Precinct 1, Constable
Precinct 4 (2), Sheriff Administration, Hotel Occupancy Tax;
transfer funds from Contingency to Constable Precinct 4. On
motion by Commissioner Peters, seconded by Commissioner
Mallard, the Court voted unanimously to approve the budget
amendment as submitted. A copy each amendment is attached.
The Court proceeded to consider a capital requisition in
the amount of $186.75 to Web Supply for the purchase of a
laundry cart for the Jail Expansion Project. On motion by
Commissioner Peters, seconded by Commissioner Mallard, the
Court voted unanimously to approve the requisition.
The next matter for consideration was a requisition in
the amount of $3,096.88 to Global Industrial for a Nest and
Stack Shelving System for the Jail Expansion Project. On
motion by Commissioner Peters, seconded by Commissioner
Wassermann, the Court voted unanimously to approve the
requisition.
The Court next considered a manual requisition in the
amount of $639.88 to Sherwin Williams for the purchase of
paint supplies for the County Administration Building North
Wing Project. On motion by Commissioner Peters, seconded by
Vol 13� Page 13
Commissioners Court meeting July 27, 2010 10
Commissioner Mallard, the Court voted unanimously to approve
the requisition.
The Court proceeded to consider a capital requisition
#00030054 in the amount of $1,175.15 to Southwestern Paint &
Wall for the purchase and installation of carpet for the
County Administration Building North Wing Project. On motion
by Commissioner Peters, seconded by Commissioner Wassermann,
the Court voted unanimously to approve the capital
requisition.
The next matter for consideration was a requisition in
the amount of $581.54 to Dealers Electric for the purchase of
miscellaneous electrical supplies for the North Wing Project.
On motion by Commissioner Peters, seconded by Commissioner
Wassermann, the Court voted unanimously to approve the
requisition.
The Court proceeded to consider the change of status of
employees as submitted on the attached Personnel Action
Requests. Commissioner Wassermann moved to approve the change
of status s submitted. Commissioner Mallard seconded the
motion. Commissioners Wassermann, Mallard and the County
Judge voted "Aye ". Commissioner Peters abstained.
The Court next considered the following Claims as
submitted by the County Treasurer for payment:
Vol 131 Page Iq
Commissioners Court meeting July 27, 2010 11
7076894 through 7077131
on motion by Commissioner Mallard, seconded by Commissioner
Wassermann, the Court voted unanimously to approve the Claims
as submitted.
There were no announcements of interest items and
possible future agenda topics.
Under citizen input and /or concerns, the following
spoke:
Wayne Dicky, Jail Administrator
a) There were 580 inmates in jail, 45 have
electronic monitors and 45 are pending for
monitors.
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 13� Page L5
The foregoing minutes of the Commissioners Court meeting held
Julv 27, 2010 have been examined and are approved in open
Court this the day of 2010, in Bryan,
Brazos County,,,Texas.
Count
Lloyd Wassermann
sserman -
Commissioner, Precinct 1
Duane Peters Kenny Mallar
Commissioner, Precinct 2 Commissioner, Precinct
Irufa Lail ey
Commissioner, eci ct 4
Attest:
Kzir6n McQueen
County Clerk
Vol 3 Page
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Vol. 3 pg (=__
MCCREARY, VESELKA, BRAGG & ALLEN, P.C.
ATTORNEYS AT LAW
P.O. Box 1269
Round Rock, Texas 78680
SHELBURNEJ.VUELKA
ATTORNEY AT LAW
July 16, 2010
Ms. Tina L. Snelling
Assistant County Attorney
Brazos County Courthouse
300 East 26th Street, Suite 325
Bryan, Texas 77803 -5327
-gq
TELE.512- 323 -3225
FAx. 512 -323 -3205
Re: Representation for the Collection of Delinquent Hotel /Motel Occupancy Taxes
Dear Ms. Snelling:
We propose providing collection service for collection of any delinquent hotel /motel occupancy
taxes due the County under the following terms and conditions:
I. The County agrees to retain McCreary, Veselka, Bragg & Allen, P.C. ( "MVBA ") to enforce
by suit or otherwise the collection of delinquent hotel /motel occupancy taxes, penalties and
interest due to the County. MVBA will further advise the County on all matters relating to
the collection of delinquent hotel /motel occupancy taxes.
2. The County may refer delinquent hotel /motel occupancy tax accounts to MVBA on a case by
case basis as it deems necessary. The County agrees to furnish all necessary delinquent tax
information to MVBA on any delinquent accounts referred by the County to MVBA for
collection.
3. The County agrees to pay MVBA, for delinquent hotel /motel occupancy tax collection
services rendered, Fifteen Percent (15 %) of all delinquent hotel /motel occupancy taxes,
penalties and interest collected by the County on the accounts that have been referred to
MVBA for collection.
4. Cost for filing and service fees, and the preparation of records required for review, litigation
or appeal of any matter for representation hereunder will be the responsibility of the County,
when approved in advance by the County Attorney.
5. This agreement may be cancelled by either party upon thirty (30) days written notice to the
other. In the event, however, that MVBA is representing the County in a litigation and
MVBA is not allowed by the Court to withdraw from representation in that litigation, this
contract shall continue through the duration of that litigation for purposes of that litigation
only.
Vol. — Pg• L q
Ms. Tina Snelling
July 16, 2010
Page 2 of 2
Should you find these terms and conditions acceptable, please return a signed copy to me.
Yours very truly,
Shelburne J. Veselka,�
AGREED TO:
Tina Snelling, Assistant County Attorney
County of Brazos, Texas
Additionally, it is understood and agreed that MVBA shall request and with
reasonable diligence obtain actual legal fees and court costs in all claims and petitions
filed on behalf of Brazos County. n Ij
RS TS V
APPROVED:
County Judge date
Vol. Pg. C>[ -1
SAVNS MAINTENANCE GRANT CONTRACT
THE OFFICE OF THE ATTORNEY GEN)
AND BRAZOS COUNTY
FOR THE STATE FISCAL YEAR 201
OAG Contract No. 1120484
THIS GRANT CONTRACT is executed between the Office of the Attorney General of Texas
(OAG) and Brazos County (GRANTEE) for certain grant funds. The Office of the Attorney General
and GRANTEE may be referred to in this contract individually as a "Party" and collectively as the
"Parties."
SECTION 1. PURPOSE OF THE CONTRACT
The purpose of the OAG Statewide Automated Victim Notification Service (SAVNS) grant program
is to maintain Texas counties in a statewide system that will provide relevant offender release
information, notification of relevant court settings or events, promote public safety and support the
rights of victims of crime. To accomplish the public purpose, the OAG will reimburse GRANTEE
for certain cost incurred in the implementation and operation of its portion of the SAVNS. To ensure
a standard statewide service to all interested counties, including GRANTEE, the OAG will reimburse
GRANTEE for eligible expenses related to services delivered to GRANTEE by the vendor, certified
by the OAG, to provide certain SAVNS services to the GRANTEE.
The OAG published a Request for Proposals (RFP) for Statewide Automated Victim Services May
15, 2009. After an evaluation of proposals, the OAG identified and certified a single vendor to
provide statewide automated victim notification services. The initial term of the Vendor Certification
is from September 1, 2009 to August 31, 2011, with an option to extend up to an additional two years.
The Vendor Certification includes a "Detail of Services ", containing a detail description of services to
be provided by the Certified Vendor as well as the Pricing Model, all comprising the "Vendor
Certification Documents" The vendor certified to provide the services is Appriss, Inc., ( "Certified
Vendor"), a Kentucky corporation authorized to do business in Texas.
SECTION 2. SERVICE PERIOD (TERM) OF THE CONTRACT
2.1 Service Period (Term). The Service Period (Tenn) of this contract shall commence on the
later of September 1, 2010 or the date of the signature by the OAG executing this contract, (being the
date shown on this contract as the date executed by OAG); and unless terminated earlier as provided
by another provision of this contract, this contract will terminate August 31, 2011,
2.2 Option to Extend Service Period (Term). This contract may be extended for an additional
Service Period (Term) by a written amendment executed with the same formalities as this contract.
Extending the Service Period (Tenn) does not increase the contract amount. Any increase in the
SAVNS Maintenance Grant (12 Months) FY 2011
Page 1 of 18
vol.- 31? Pg.
ai
contract amount must also be by written amendment executed with the same formalities as this
contract.
SECTION 3. GRANTEE'S CONTRACTUAL SERVICES
3.1. Grantee Services Agreement. GRANTEE will execute a "Services Agreement," a contractual
agreement, with the Certified Vendor to provide services consistent with the Vendor Certification
documents. The Services Agreement will include terms and conditions that are intended to provide
the GRANTEE such rights and remedies as are necessary to ensure the delivery of the services from
the Certified Vendor in accordance with the Scope of Services as stated in this contract and the
Vendor Certification documents
3.2 Grantee Maintenance Plan. GRANTEE agrees to establish and follow a "Maintenance
Plan ". The Maintenance Plan, at a minimum, will be designed to accomplish the following: make
available offender information that is timely, accurate and relevant to support the SAVNS services;
verify the Certified Vendor's performance according to Services Agreement; satisfactorily discharge
GRANTEE's obligations as described in the Services Agreement; and identify and dedicate
GRANTEE staff, resources and equipment necessary to maintain the SAVNS services in the Services
Agreement.
3.3 GRANTEE Service Levels. In addition to other service levels that the GRANTEE may
impose, GRANTEE will inspect, monitor and verify the performances required of the Certified
Vendor. GRANTEE will inspect, monitor and verify the performances required of the Certified
Vendor as provided in the Services Agreement as well as this contract. In particular, GRANTEE will
execute a Services Agreement or a Service Agreement Renewal Notice with the Certified Vendor, for
the Service Period (Term) of this contract; verify that the GRANTEE input data (the jail and court
data elements used by the SAVNS system) is entered accurately and in a timely basis. The standard
to define whether the data is timely and accurate should be determined by the GRANTEE; establish a
SAVNS "Log" for GRANTEE to use for the purpose of recording all problems noted with the
SAVNS system; to whom the problem was referred, and when the problem was resolved and allow
on -site monitoring visits to be conducted by OAG or its authorized representative.
3.4 Cooperation with Statewide Stakeholders. GRANTEE will reasonably cooperate with and
participate in Statewide Stakeholders meetings and efforts to monitor and improve the SAVNS
services on a statewide basis. GRANTEE may reasonably agree to designate third - parties to assist
the OAG, GRANTEE and the other Statewide Stakeholders, in the overall monitoring, inspection and
verification of the Certified Vendor's performances.
3.5 Data Extract. To the extent permitted by law, GRANTEE agrees to provide the OAG with a
copy of data transmitted by GRANTEE to the Certified Vendor. GRANTEE authorizes the Certified
Vendor to directly provide such data to the OAG. The Parties agree that this data may be used to
monitor GRANTEE performance and the Certified Vendor's performance. This data may be used for
such other purposes allowed by law. The data will be provided in such electronic format (including,
but not limited to, an XML extract) as requested by the OAG.
3.6 Scope of Services. For the purpose of this contract, the requirements, duties and obligations
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contained in Section 3 of this contract are collectively referred to as the "Scope of Services ". As a
condition of reimbursement, GRANTEE agrees to faithfully, timely and in a good- and - workman-like
manner implement and maintain the services in compliance with the Scope of Services. GRANTEE
shall bear full and sole responsibility for the integrity of the fiscal and programmatic management of
its SAVNS program.
SECTION 4. GRANTEE'S OBLIGATIONS AND REQUIRED REPORTS
4.1 General Matters
4.1.1 Required Reports; Form of Reports; Filings with OAG. GRANTEE shall forward to the
OAG, the applicable reports on forms as specified by the OAG. GRANTEE shall establish
procedures to ensure that it files each document or form required by the OAG in an accurate and
timely manner. Unless filing dates are given herein, all other reports and other documents that
GRANTEE is required to forward to the OAG shall be promptly forwarded. From time to time, the
OAG may require additional reports or statistical information from GRANTEE.
4.1.2. Cooperation; Additional Information. GRANTEE shall cooperate fully with the OAG. In
addition to the information contained in the required reports, other information, including but not
limited to information relating to the services rendered by the Certified Vendor, may be required as
requested by the OAG.
4.1.3 Notification of Changes in Organization, Changes in Authorized Official or Grant
Contact. GRANTEE shall submit within ten (10) business days notice to the OAG of any change of
the following: GRANTEE's name; contact information; key personnel, officer, director or partner;
organizational structure; legal standing; or authority to do business in Texas. GRANTEE shall
promptly notify the OAG, preferably in advance, of a change in address or main telephone number of
GRANTEE. A change in GRANTEE's name requires an amendment to the contract.
GRANTEE must submit a written request by the governing body on GRANTEE's letterhead, with
original signature, to change an Authorized Official. GRANTEE, by an email, fax or GRANTEE
letterhead signed by the Authorized Official, may request a change to the Grant Contact.
4.1.4 Standards for Financial and Programmatic Management. GRANTEE and its governing
body shall bear full and sole responsibility for the integrity of the fiscal and programmatic
management of the organization.
Such fiscal and programmatic management shall include accountability for all funds and materials
received from the OAG; compliance with OAG rules; policies and procedures, and applicable federal
and state laws and regulations; and correction of fiscal and program deficiencies identified through
self - evaluation and /or the OAG's monitoring processes. Ignorance of any contract provisions or other
requirements referenced in this contract shall not constitute a defense or basis for waiving or failing
to comply with such provisions or requirements.
GRANTEE shall develop, implement, and maintain financial management and control systems that
include appropriate financial planning, including the development of budgets that adequately reflect
SAVNS Maintenance Grant (12 Months) FY 2011
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all functions and resources necessary to carry out authorized activities and the adequate determination
of costs; financial management systems, including accurate and complete payroll, accounting, and
financial reporting records; cost source docutnentation; effective internal and budgetary controls;
determination of reasonableness, allocation of costs; and timely and appropriate audits and resolution
of any findings; and annual financial statements, including statements of financial position, activities,
and cash flows, prepared on an accrual basis in accordance with Generally Accepted Accounting
Principles (GAAP) or other recognized accounting principle.
4.1.5. Security and Confidentiality of Records. GRANTEE shall establish a method to secure the
confidentiality of records and other information relating to services provided in accordance with
applicable federal and state law, rules and regulations. This provision shall not be construed as
limiting the OAG's access to such records and other information.
4.2 Program Reports
4.2. GRANTEE shall cooperate fully in any fiscal or programmatic monitoring, auditing,
evaluating, and other reviews pertaining to services rendered by GRANTEE which may be conducted
by the OAG or its designees. GRANTEE shall submit service delivery reports, contract or self -
evaluations of performance and other reports requested by the OAG in appropriate format and on a
timely basis.
4.3 Financial Matters
4.3.1 Annual Budgets. With regard to the use of funds pursuant to this contract, GRANTEE will
immediately review the budget for the fiscal year and the allowable expenditures, as shown on
Exhibit A.
4.3.2 Request for Reimbursement. OAG Grant funds are paid on a cost reimbursement basis.
GRANTEE will submit a to the OAG a request for reimbursement for the actual and allowable
allocable costs incurred by GRANTEE to obtain services from the Certified Vendor for services
within the "scope of services" of this contract. The request for reimbursement must be accompanied
by supporting documentation as required by the OAG. The OAG may from time to time require
different or additional supporting documentation.
4.3.3 Limited Pre - Reimbursement Funding to GRANTEE. The OAG, may, at its sole discretion,
provide limited pre - reimbursement funding for reimbursable expenses to GRANTEE. This limited funding is
not preferred and may be allowed upon submission of the following written documentation supporting the
request:
a. A fully executed GRANTEE's Services Agreement Renewal Notice with the
Certified Vendor for the time period covered by the pre - reimbursement funding request;
b. An invoice from the Certified Vendor which includes the dates covered under the
Maintenance Phase;
C. A completed OAG form titled Verification of Continuing Production Record;
d. An invoice to the OAG that complies with the requirements of the OAG Template
Invoice; and
e. A written justification explaining the need for pre- reimbursement funding.
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The GRANTEE should submit an invoice to the OAG no sooner than forty -five (45) days and no later than
thirty (30) days before the GRANTEE'S obligation to pay matures. The OAG will not provide pre -
reimbursement funds any sooner than thirty (30) calendar days pri or to the payment becoming due and payable
under the GRANTEE's Service Agreement with the Certified Vendor. The GRANTEE must pay the Certified
Vendor within sixty (60) days of receiving the pre - reimbursement funding from the OAG.
4.3.4 Audit Reports and Other Documents. Unless otherwise noted on Exhibit C (Special
Conditions), GRANTEE shall timely submit to the OAG a copy of its annual independent financial
audit — "timely" means on or before May 31, 2011, (and, if this contract is extended, on or before
May 31, 2012 and May 31, 2013), for a grantee whose fiscal year ends on August 31 of each year;
otherwise, the timely submission to the OAG is on or before nine (9) months after the end of
GRANTEE's accounting year. GRANTEE will contract an independent CPA firm to perform an
annual financial audit engagement. GRANTEE's independent CPA firm will determine the type of
annual financial audit, which may include a compliance attestation in accordance with the
requirements of OMB Circular A -133 (audits of State, Local Government, and Non- Profit
Organizations) and /or Texas Single Audit Circular (Single Audit or non - Single Audit financial audit).
If applicable, GRANTEE will provide the OAG with any and all annual independent financial audits
or audited financial statements, related management letters, and management responses of
GRANTEE.
4.3.5 One Time Submission of Invoice for Request for Reimbursement to the OAG.
GRANTEE is responsible for submitting its invoice to the OAG in an accurate and timely manner.
The OAG will make all reasonable efforts to promptly process and make payment on a properly
completed invoice. Upon submission and approval of the GRANTEE's request for reimbursement,
the GRANTEE will receive up to the full amount of "Total Grant Funds. Available" as noted in
Exhibit A.
Complete invoice submission instructions are described in the Texas SAVNS Program Request
Procedures for FY 2011 Maintenance Expenses packet. The form of any invoice for reimbursement
of expenses submitted must comply with such invoicing requirements and such detail and supporting
documentation that the OAG may from time to time require. The OAG may from time to time
require different or additional supporting documentation.
4.3.6 Reimbursement of Actual and Allowable Costs. The OAG shall only reimburse costs
incurred and paid by GRANTEE during the term of this contract. The payments made to GRANTEE
shall not exceed its actual and allowable allocable costs for GRANTEE to obtain services from the
Certified Vendor for services within the "scope of services" of this contract.
4.3.7 Refunds and Deductions. If the OAG determines that GRANTEE has been overpaid grant
funds under this contract, such as payments made inadvertently or payments made but later
determined to not be actual and allowable allocable costs, GRANTEE shall refund that amount of the
OAG reimbursement identified by the OAG as an overpayment. The OAG may offset and deduct the
amount of the overpayment from any amount owed to GRANTEE, as a reimbursement, but not yet
paid by the OAG to GRANTEE. The OAG may choose to require a payment directly from
GRANTEE rather than offset and deduct a specified amount. GRANTEE shalt refund any
overpayment to the OAG within thirty (30) calendar days of the receipt of the notice of the
overpayment from the OAG unless an alternate payment plan is specified by the OAG.
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4.3.8 Purchase of Equipment; Maintenance and Repair; Title upon Termination. GRANTEE
shall not give any security interest, lien or otherwise encumber any item of equipment purchased with
contract funds. GRANTEE shall permanently identify all equipment purchased under this contract by
appropriate tags or labels affixed to the equipment. GRANTEE shall maintain a current inventory of
all equipment or assets, which is available to the OAG at all times upon request.
GRANTEE will administer a program of maintenance, repair, and protection of equipment or assets
under this contract so as to ensure the full availability and usefulness of such equipment or assets. In
the event GRANTEE is indemnified, reimbursed, or otherwise compensated for any loss of,
destruction of, or damage to the assets provided under this contract, it shall use the proceeds to repair
or replace said equipment or assets.
To the extent that the OAG reimburses GRANTEE for its purchase of equipment and supplies with
funds from this contract, GRANTEE agrees that upon termination of the contract, title to or
ownership of all such purchased equipment and supplies, at the sole option of the OAG, shall remain
with the OAG.
4.3.9 Direct Deposit. GRANTEE may make a written request to the OAG to be placed on Direct
Deposit status by completing and submitting to the OAG the State Comptroller's Direct Deposit
Authorization Form. After the direct deposit request is approved by the OAG and the setup is
completed on the Texas Identification Number System by the State Comptroller's Office, payment
will be remitted by direct deposit and the OAG will discontinue providing GRANTEE with copies of
reimbursement vouchers.
SECTION 5. OBLIGATIONS OF THE OFFICE OF THE ATTORNEY GENERAL
5.1 Monitoring. The OAG is responsible for closely monitoring GRANTEE to ensure the
effective and efficient use of grant funds to accomplish the purposes of this contract.
5.2 Maximum Liability of OAG. The maximum liability of the OAG for FY 11 is contained in
the attached Exhibit A. Any change to the maximum liability must be supported by a written
amendment to this contract. Any change to the maximum liability of the OAG must be supported by a
written amendment to this contract. The OAG and GRANTEE agree that any act, action or
representation by either party, their agents or employees that purports to increase the maximum
liability of the OAG is void, without first executing a written amendment to this contract and
specifically amending this provision. GRANTEE agrees that nothing in this contract will be
interpreted to create an obligation or liability of the OAG in excess of the funds as stated in the
attached Exhibit A.
5.3 Reimbursement of Grantee Expenses. The OAG shall be liable to reimburse GRANTEE
for all actual and allowable allocable costs incurred by GRANTEE pursuant to this contract. The
OAG is not obligated to pay unauthorized costs. In addition to other reasons, prior written approval
from the OAG is required if GRANTEE anticipates altering the scope of the grant, adding funds to
previously un- awarded budget categories, changing funds in any awarded budget category by more
than 10% of the annual budget and /or adding new line items to any awarded budget category.
SAVNS Maintenance Grant (12 Months) FY 2011
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5.4 Contract Not Entitlement or Right. Reimbursement with contract funds is not an
entitlement or right. Reimbursement depends, among other things, upon strict compliance with all
terms, conditions and provisions of this crisis.
5.5 Funding Limitation. GRANTEE agrees that funding for this contract is subject to the actual
receipt of grant funds (state and /or federal) appropriated to the OAG and such funds are sufficient to
satisfy all of OAG's duties, responsibilities, obligations, liability, and for reimbursement of all
expenses, if any, as set forth in this contract or arising out of any performance pursuant to this
contract. GRANTEE agrees that the grant funds, if any, received from the OAG are limited by the
term of each state biennium and by specific appropriation authority to the OAG for the purpose of
this contract.
SECTION 6. TERMINATION
6.1 Termination for Convenience. Either Party may, at its sole discretion, terminate this
contract in whole or in part, without recourse, liability or penalty, upon thirty (30) calendar days
notice to the other party.
6.2 Termination for Cause. In the event that GRANTEE fails to perform or comply with an
obligation of the terms, conditions and provisions of this contract, the OAG may, upon written notice
of the breach to GRANTEE, immediately terminate all or any part of this contract.
6.3 Termination Not Exclusive Remedy; Survival of Terms and Conditions. Termination is
not an exclusive remedy, but will be in addition to any other rights and remedies provided in equity,
by law, or under this contract.
Termination of this contract for any reason or expiration of this contract shall not release the Parties
from any liability or obligation set forth in this contract that is expressly stated to survive any such
termination or by it nature would be intended to be applicable following any such termination. The
following tennis and conditions, (in addition to any others that could reasonable be interpreted to
survive but are not specifically identified), survive the termination or expiration of this contract:
Sections 4; Section 7; Section 11; and Section 12.
If the GRANTEE terminates for convenience under Section 6.1, or if the OAG terminates under
Sections 61 or 6.2 before the purpose of this contract is accomplished, then the OAG may require the
GRANTEE to refund all or some of the grant funds paid under this contract, for the funds
representing the number of months of SAVNS services previously invoiced and paid by the OAG to
the GRANTEE under this contract
6.4 Rights Upon Termination or Expiration. Upon termination or expiration of this contract,
the OAG will not reimburse GRANTEE, if after the notice of termination or expiration of this
contract, the GRANTEE thereafter receives services from the Certified Vendor and seeks
reimbursement for that time period from the OAG. .
6.5 Notice to Certified Vendor. Any termination of this contract will also be forwarded by the
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terminating party to the Certified Vendor.
SECTION 7. RECORDS RETENTION AND ACCESS; AUDIT RIGIITS.
7.1 Duty to Maintain Records. GRANTEE shall maintain adequate records to support its
charges, procedures, and performances to OAG for all work related to this Contract. GRANTEE also
shall maintain such records as are deemed necessary by the OAG, OAG's auditor, the OAG and
auditors of the State of Texas, the United States, or such other persons or entities designated by the
OAG, to ensure proper accounting for all costs and performances related to this contract.
7.2 Records Retention GRANTEE shall maintain and retain for a period of four (4) years after
the submission of the final expenditure report, or until full and final resolution of all audit or litigation
matters which arise after the expiration of the four (4) year period after the submission of the final
expenditure report, whichever time period is longer, such records as are necessary to fully disclose
the extent of services provided under this contract, including but not limited to any daily activity
reports and time distribution and attendance records, and other records that may show the basis of the
charges made or performances delivered.
7.3 Audit Trails. GRANTEE shall maintain appropriate audit trails to provide accountability for
updates to mission critical information, charges, procedures, and performances. Audit trails
maintained by GRANTEE will, at a minimum, identify the supporting documentation prepared by
GRANTEE to permit an audit of the system by tracing the activities of individuals through the
system. GRANTEE's automated systems must provide the means whereby authorized personnel have
the ability to audit and to verify contractually required performances and to establish individual
accountability for any action that can potentially cause access to, generation of, or modification of
confidential information. GRANTEE agrees that GRANTEE's failure to maintain adequate audit
trails and corresponding documentation shall create a presumption that the services or performances
were not performed.
7.4 Access. GRANTEE shall grant access to and make available copies of all data extracts
described in Section 3.5, as well as all paper and electronic records, books, documents, accounting
procedures, practices, and any other items relevant to the performance of this contract and the
operation and management of GRANTEE to the OAG, the State of Texas, the United States, or such
other persons or entities designated by OAG for the purposes of inspecting, auditing, or copying such
items. All records, books, documents, accounting procedures, practices, and any other items, in
whatever form or media, relevant to the performance of this contract shall be subject to examination
or audit in accordance with all contract performances and duties, all applicable state and federal laws,
regulations or directives, by the OAG, the State of Texas, the United States, or such other persons or
entities designated by OAG. GRANTEE will direct any contractor to discharge GRANTEE's
obligations to likewise permit access to, inspection of, and reproduction of all books and records of
the subcontractor(s) that pertain to this contract.
GRANTEE shall provide physical access, without prior notice, and shall direct any contractor and
subcontractor to likewise grant physical access to all program delivery sites to representatives of the
State of Texas and /or the OAG and its designees.
SAVNS Maintenance Grant (12 Months) FY 2011
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7.5 Location. Any audit of documents listed in Section 7.4 shall be conducted at the
GRANTEE's principal place of business and /or the location(s) of the GRANTEE's operations during
the GRANTEE's normal business hours and at the OAG's expense. GRANTEE shall provide to
OAG and such auditors and inspectors as OAG may designate in writing, on GRANTEE's premises
(or if the audit is being performed of a subcontractor, the subcontractor's premises if necessary)
space, office furnishings (including lockable cabinets), telephone and facsimile services, utilities and
office - related equipment and duplicating services as OAG or such auditors and inspectors may
reasonably require to perform the audits described in this Section 7.
SECTION 8. SUBMISSION OF INFORMATION TO THE OAG
The OAG will designate methods for submission of information to the OAG by GRANTEE. The
OAG may require submission of information via facsimile or in an electronic format, including via
the intemet and/or a web -based data collection method. Unless otherwise indicated by the OAG in
writing, the submission of information to the OAG will be by hard -copy to the addresses listed as
follows:
8.1 Information, Excluding Invoices. All correspondence, reports or notices, except invoices,
must be submitted to:
Grants Management
Office of the Attorney General
Grants Administration Division, Mail Code 004
Post Office Box 12548
Austin, Texas 78711 -2548
8.2 Invoices. All invoices must be submitted to:
Grants Financial Management
Office of the Attorney General
Grants Administration Division, Mail Code 004
Post Office Box 12548
Austin, Texas 78711 -2548
SECTION 9. CORRECTIVE ACTION PLANS AND SANCTIONS
The Parties agree to make a good faith effort to identify, communicate and resolve problems found by
either the OAG or GRANTEE.
9.1 Corrective Action Plans. If the OAG finds deficiencies with GRANTEE's performance
under this contract, the OAG, at its sole discretion, may impose one or more of the following
remedies as part of a corrective action plan: increase monitoring visits; require additional or more
detailed financial and/or programmatic reports be submitted; require prior approval for expenditures;
require additional technical or management assistance and /or make modifications in business
practices; reduce the contract amount; and /or terminate this contract. The foregoing are not exclusive
remedies, and the OAG may impose other requirements that the OAG determines will be in the best
interest of the State.
SAVNS Maintenance Grant (12 Months) FY 2011
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9.2 Financial Hold. Failure to comply with the terms of this contract may result in the OAG, at
its sole discretion, placing GRANTEE on immediate financial hold without further notice to
GRANTEE and without first requiring a corrective action plan. No reimbursements will be processed
until the requested information is submitted. If GRANTEE is placed on financial hold, the OAG, at
its sole discretion, may deny reimbursement requests associated with expenses incurred during the
time GRANTEE was placed on financial hold.
9.3 Sanctions. In addition to financial hold, the OAG, at its sole discretion, may impose other
sanctions without first requiring a corrective action plan. The OAG, at its sole discretion, may
impose sanctions, including, but not limited to, withhold or suspend funding, offset previous
reimbursements, require repayment, disallow claims for reimbursement, reduce funding, terminate
this contract and/or any other appropriate sanction.
9.4 No Waiver. Notwithstanding the imposition of corrective actions, financial hold and /or
sanctions, GRANTEE remains responsible for complying with the contract terms and conditions.
Corrective action plans, financial hold and /or sanctions do not excuse or operate as a waiver of prior
failure to comply with this contract.
SECTION 10. GENERAL TERMS AND CONDITIONS
10.1 Federal and State Laws, Rules and Regulations, Directives, Guidelines, OMBs, and
Other Relevant Authorities. GRANTEE agrees to comply with all applicable federal and state laws,
rules and regulations, directives, guidelines, OMB circulars, or any other authorities relevant to the
performance of GRANTEE under this contract.
10.2 Uniform Grant Management Act, UGMS and Applicable Standard Federal and State
Certifications and Assurances. GRANTEE agrees to comply with applicable laws, executive
orders, regulations and policies as well as the Uniform Grant Management Act of 1981 (UGMA),
Texas Govemtnent Code, Chapter, 783, as amended, GRANTEE agrees to comply with Uniform
Grant Management Standards (UGMS), as promulgated by the Governor's Budget and Planning
Office. GRANTEE agrees to comply with the applicable Office of Management and Budget (OMB)
Circulars A -21, A -87, or A -122 relating to cost principles; OMB Circular 1 -110 relating to
administrative Requirements; and OMB Circular 1 -133 relating to audit requirements. GRANTEE
also shall comply with all applicable federal and state assurances contained in UGMS, Part III, State
Uniform Administrative Requirements for Grants and Cooperative Agreements, Subpart A, _14,
State Assurances.
10.3 Generally Accepted Accounting Principles or Other Recognized Accounting Principles.
GRANTEE shall adhere to Generally Accepted Accounting Principles (GAAP) promulgated by the
American Institute of Certified Public Accountants, unless other recognized accounting principles are
required by GRANTEE, and follow OAG fiscal management policies and procedures in processing
and submitting for reimbursement GRANTEE's billing and maintaining financial records related to
this contract.
10.4 Conflicts of Interest; Disclosure of Conflicts. GRANTEE has not given, offered to give, nor
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intends to give at any time hereafter, any economic opportunity, future employment, gift, loan,
gratuity, special discount, trip, favor, or service to a public servant or employee of the OAG, at any
time during the negotiation of this contract or in connection with this contract, except as allowed
under relevant state or federal law. GRANTEE will establish safeguards to prohibit its employees
from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest or personal gain. GRANTEE will operate with complete
independence and objectivity without actual, potential or apparent conflict of interest with respect to
their performance under this contract. GRANTEE must disclose, in writing, within fifteen (15)
calendar days of discovery, any existing or potential conflicts of interest relative to their performance
under this contract.
10.5 Compliance with Regulatory and Licensing Bodies. GRANTEE agrees that it has
obtained all licenses, certifications, permits and authorizations necessary to perform the
responsibilities of this contract and currently is in good standing with all regulatory agencies that
regulate any or all aspects of GRANTEE's business or operations. GRANTEE agrees to comply with
all applicable licenses, legal certifications, inspections, and any other applicable local ordinance,
state, or federal laws.
10.6 Certifications and Assurances. Exhibit B, attached hereto and incorporated herein, and is
applicable to this contract. GRANTEE agrees to strictly comply with the requirements and obligation
described in Exhibit B.
SECTION 11. SPECIAL TERMS AND CONDITIONS
11.1 Independent Contractor Status; Indemnity and Hold Harmless Agreement. GRANTEE
agrees that it is an independent contractor and under no circumstances shall any owners,
incorporators, officers, directors, employees, or volunteers of GRANTEE be considered a state
employee, agent, servant, joint venturer, joint enterpriser or partner of the OAG or the State of Texas.
GRANTEE agrees to take such steps as may be necessary to ensure that any contractor of GRANTEE
performing services related to this contract will be deemed to be an independent contractor and will
not be considered or permitted to be an agent, servant, joint venturer, joint enterpriser or partner of
OAG.
All persons furnished, used, retained, or hired by or on behalf of GRANTEE or any of GRANTEE's
contractors shall be considered to be solely the employees or agents of GRANTEE or GRANTEE's
contractors. GRANTEE shall be responsible for ensuring that there is payment of any and all
appropriate payments, such as unemployment, workers compensation, social security, and other
payroll taxes for such persons, including any related assessments or contributions required by law.
To the extent allowed by law, GRANTEE or GRANTEE's contractors are responsible for all
types of claims whatsoever due to the actions or performance under this contract, including,
but not limited to, the use of automobiles or other transportation, taken by its owners,
incorporators, officers, directors, employees, volunteers or any third parties; further, to the
extent allowed by law, that GRANTEE and /or GRANTEE's contractors will indemnify and
hold harmless the OAG and /or the State of Texas from and against any and all claims arising
out of the actions or performance of GRANTEE or GRANTEE's contractors under this
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contract. To the extent allowed by law, GRANTEE agrees to indemnify and hold harmless the
OAG and/or the State of Texas from any and all liability, actions, claims, demands, or suits,
and all related costs, attorney fees, and expenses, that arise from or are occasioned by the
negligence, misconduct, or wrongful act or omission of the GRANTEE, its employees,
representatives, agents, or GRANTEE's contractors in their performance under this contract.
11.2 Publicity. GRANTEE shall not use the OAG's name or refer to the OAG directly or
indirectly in any media release, public service announcement or public service disclosure relating to
this contract or any acquisition pursuant hereto, including in any promotional or marketing materials,
without first obtaining the written consent from the OAG. This section is not intended and does not
limit GRANTEE's ability to comply with its obligations and duties under the Texas Open Meetings
Act and /or the Texas Public Information Act.
11.3 Intellectual Property. GRANTEE agrees that where funds obtained under this contract may
be used to produce original books, manuals, films, or other original material and intellectual property,
GRANTEE may copyright such material subject to the royalty -free, non - exclusive, and irrevocable
license which is hereby reserved by the OAG and GRANTEE hereby grants to the OAG or the state
(or federal government, if federal funds are expended in this grant) government. The OAG is granted
the unrestricted right to use, copy, modify, prepare derivative works, publish and distribute, at no
additional cost to the OAG, in any manner the OAG deems appropriate in its sole discretion, any
component of such intellectual property made the subject of this contract.
11.4 Program Income. Gross income directly generated from the OVAG grant funds through a
project or activity performed under this contract are considered program income. Unless otherwise
required under the terms of this contract, any program income shall be used by GRANTEE to further
the program objectives of the project or activity funded by this grant, and the program income shall
be spent on the same project or activity in which. it was generated. GRANTEE shall identify and
report this income in accordance with the OAG's reporting instructions. GRANTEE shall expend
program income during this contract term; program income not expended in this contract term shall
be refunded to the OAG.
11.5 No Supplanting. GRANTEE shall not supplant or otherwise use funds from this contract to
replace or substitute existing funding from other sources that also supports the activities that are the
subject of this contract.
11.6 No Solicitation or Receipt of Funds on Behalf of OAG. It is expressly agreed that any
solicitation for or receipt of funds of any type by GRANTEE is for the sole benefit of GRANTEE and
is not a solicitation for or receipt of funds on behalf of the OAG or the Attorney General of the State
of Texas.
11.7 No Subcontracting or Assignment Without Prior Written Approval of OAG. GRANTEE
may not subcontract or assign any of its rights or duties under this contract without the prior written
approval of the OAG. It is within the OAG's sole discretion to approve any subcontracting or
assignment.
11.8 No Grants to Certain Organizations. Consistent with the OAG's Appropriation, Rider 12,
in S.B. No. 1, Article 1, Victims Assistance Grants, 81st Leg. Reg. Sess. (2009), GRANTEE confirms
SAVNS Maintenance Grant (12 Months) FY 2011
Page 12 of 18
V0 1. Pg._3_ 2
that by executing this contract that it does not make contributions to campaigns for elective office or
endorse candidates.
11.9 No Waiver of Sovereign Immunity. To the extent allowed by law, the Parties agree that no
provision of this contract is in any way intended to constitute a waiver by the OAG or the State of
Texas of any immunities from suit or from liability that the OAG or the State of Texas may have by
operation of law.
11.10 Governing Law; Venue. This contract is made and entered into in the State of Texas. This
contract and all disputes arising out of or relating thereto shall be governed by the laws of the State of
Texas, without regard to any otherwise applicable conflict of law rules or requirements.
Except where state law establishes mandatory venue, and to the extent allowed by law, GRANTEE
agrees that any action, suit, litigation or other proceeding (collectively "litigation') arising out of or in
any way relating to this contract shall be commenced exclusively in the Travis County District Court
or the United States District Court in the Western District, Austin Division, and to the extent allowed
by law, hereby irrevocably and unconditionally consent to the exclusive jurisdiction of those courts
for the purpose of prosecuting and /or defending such litigation. To the extent allowed by law,
GRANTEE hereby waives and agrees not to assert by way of motion, as a defense, or otherwise, in
any suit, action or proceeding, any claim that GRANTEE is not personally subject to the jurisdiction
of the above -named courts, the suit, action or proceeding is brought in an inconvenient forum and /or
the venue is improper.
SECTION 12. CONSTRUCTION OF CONTRACT AND AMENDMENTS
12.1 Construction of Contract. The provisions of Section 1 are intended to be a general
introduction to this contract. To the extent the terms and conditions of this contract do not address a
particular circumstance or are otherwise unclear or ambiguous, such terms and conditions are to be
construed consistent with the general objectives, expectations and purposes of this contract.
12.2 Entire Agreement, including All Exhibits This contract, including Exhibits A and B,
reflects the entire agreement between the Parties with respect to the subject matter therein described,
and there are no other representations (verbal or written), directives, guidance, assistance,
understandings or agreements between the Parties relative to such subject matter. Exhibit A and B are
attached and incorporated herein. By executing this contract, GRANTEE agrees to strictly comply
with the requirements and obligations of this contract, including Exhibits A and B.
12:3 Amendment. This contract shall not be modified or amended except in writing, signed by
both parties. Any properly executed amendment of this contract shall be binding upon the Parties and
presumed to be supported by adequate consideration.
12.4 Partial Invalidity. If any term or provision of this contract is found to be illegal or
unenforceable, such construction shall not affect the legality or validity of any of its other provisions.
The illegal or invalid provision shall be deemed severable and stricken from the contract as if it had
never been incorporated herein, but all other provisions shall continue in full force and effect.
SAVNS Maintenance Grant (12 Months) FY 2011
Page 13 of 18
vol. 13 Pg. 33
12.5 Non - waiver. The failure of any Party to insist upon strict performance of any of the terms or
conditions herein, irrespective of the length of time of such failure, shall not be a waiver of that
party's right to demand strict compliance in the future. No consent or waiver, express or implied, to
or of any breach or default in the performance of any obligation under this contract shall constitute a
consent or waiver to or of any breach or default in the performance of the same or any other
obligation of this contract.
12.6. Official Capacity. The Parties stipulate and agree that the signatories hereto are signing,
executing and performing this contract only in their official capacity.
OFFICE OF THE ATTORNEY GENERAL
Attorney General or designee
Printed Name
Date:
SAVNS Maintenance Grant (12 Mondu) FY 2011
Page 14 of 18
Vol. 1 3 te pg.
Date: /).4226D
EXHIBIT A
SAVNS MAINTENANCE GRANT CONTRACT BETWEEN
THE OFFICE OF THE ATTORNEY GENERAL
AND BRAZOS COUNTY
FOR THE STATE FISCAL YEAR 2011
OAG Contract No. 1120484
Population Size: Large
The OAG will reimburse GRANTEE for allowable SAVNS expenditures as follows:
Limitation of Liability of the OAG. The total liability of the OAG to GRANTEE for any type of
liability directly or indirectly arising out of this contract and in consideration of GRANTEE'S full,
satisfactory and timely performance of all its duties, responsibilities, obligations, liability, and for
reimbursement by the OAG to the GRANTEE for expenses, if any, as set forth in this contract or
arising out of any performance herein shall not exceed:
THIRTY THOUSAND SEVEN HUNDRED TEN and NO 1100 ($30,710)
Maximum Number of Months. The maximum number of months is provided above. If this
contract does not commence before September 1, 2010, then the portion of any partial month
thereafter will be a prorated amount of the monthly amount as determined by the OAG. The OAG is
not obligated to pay for services prior to the commencement or after the termination of this contract.
SAVNS Maintenance Grant (12 Months) FY 2011
Page 15 of 18
r
Vol. Pg.
Maximum
Total Grant Funds
Event
Cost for Jail
Cost for Courts
Number of
SHALL NOT
Months
EXCEED
Standard
Maintenance
$26,333
$ 4,377
12
$30,710
Phase
Limitation of Liability of the OAG. The total liability of the OAG to GRANTEE for any type of
liability directly or indirectly arising out of this contract and in consideration of GRANTEE'S full,
satisfactory and timely performance of all its duties, responsibilities, obligations, liability, and for
reimbursement by the OAG to the GRANTEE for expenses, if any, as set forth in this contract or
arising out of any performance herein shall not exceed:
THIRTY THOUSAND SEVEN HUNDRED TEN and NO 1100 ($30,710)
Maximum Number of Months. The maximum number of months is provided above. If this
contract does not commence before September 1, 2010, then the portion of any partial month
thereafter will be a prorated amount of the monthly amount as determined by the OAG. The OAG is
not obligated to pay for services prior to the commencement or after the termination of this contract.
SAVNS Maintenance Grant (12 Months) FY 2011
Page 15 of 18
r
Vol. Pg.
EXHIBIT B
SAVNS MAINTENANCE GRANT CONTRACT BETWEEN
THE OFFICE OF THE ATTORNEY GENERAL
AND BRAZOS COUNTY
FOR THE STATE FISCAL YEAR 2011
OAG Contract No. 1120484
The Uniform Grant Management Standards ( "UGMS "), Part III, Section _.14;
Promulgated by the Office of the Governor, State of Texas,
Establish the following assurances applicable to recipients of state grant funds:
(1) GRANTEE must comply with Texas Government Code, Chapter 573, Vernon's 1994, by ensuring that no
officer, employee, or member of the applicant's governing body or of the applicant's contractor shall vote or
confirm the employment of any person related within the second degree of affinity or the third degree of
consanguinity to any member of the governing body or to any other officer or employee authorized to employ
or supervise such person. This prohibition shall not prohibit the employment of a person who shall have been
continuously employed for a period of two years, or such other period stipulated by local law, prior to the
election or appointment of the officer, employee, or governing body member related to such person in the
prohibited degree.
(2) GRANTEE must insure that all information collected, assembled or maintained by the applicant relative to
a project will be available to the public during normal business hours in compliance with Texas Government
Code, Chapter 552, Vernon's 1994, unless otherwise expressly prohibited by law.
(3) GRANTEE must comply with Texas Government Code, Chapter 551, Vernon's 1994, which requires all
regular, special or called meeting of governmental bodies to be open to the public, except as otherwise
provided by law or specifically permitted in the Texas Constitution.
(4) GRANTEE must comply with Section 231.006, Texas Family Code, which prohibits payments to a person
who is in arrears on child support payments.
(5) No health and human services agency or public safety or law enforcement agency may contract with or
issue a license, certificate or permit to the owner, operator or administrator of a facility if the license, permit or
certificate has been revoked by another health and human services agency or public safety or law enforcement
agency.
(6) GRANTEE that is a law enforcement agency regulated by Texas Government Code, Chapter 415, must be
in compliance with all rules adopted by the Texas Commission on Law Enforcement Officer Standards and
Education pursuant to Chapter 415, Texas Government Code or must provide the grantor agency with a
certification from the Texas Commission on Law Enforcement Officer Standards and Education that the
agency is in the process of achieving compliance with such rules.
(7) When incorporated into a grant award or contract, the standard assurances become terms or conditions for
receipt of grant funds. GRANTEE shall maintain an appropriate contract administration system to insure that
all terms, conditions, and specifications are met.
8) GRANTEE must comply with the Texas Family Code, Section 261.101 which requires reporting of all
suspected cases of child abuse to local law enforcement authorities and to the Texas Department of Child
SAVNS Maintenance Grant (12 Months) FY 2011
Page 16 of 18
Vol. 3 Pg.
Protective and Regulatory Services. GRANTEE shall also ensure that all program personnel are properly
trained and aware of this requirement.
(9) GRANTEE will comply with all federal statutes relating to nondiscrimination. These include, but are not
limited to, the following: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) which prohibits
discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of
1972, as amended (20 U.S.C. §§ 1681 -1683, and 1685- 1686), which prohibits discrimination on the basis of
sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits
discrimination on the basis of handicaps and the Americans With Disabilities Act of 1990; (d) the Age
Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101- 6107), which prohibits discrimination on the
basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92 -255), as amended, relating to
nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism
Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91 -616), as amended, relating to the
nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§ 523 and 527 of the Public Health
Service Act of 1912 (42 U.S.C. 290 dd -3 and 290 ee -3), as amended, relating to confidentiality of alcohol and
drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as
amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other
nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being
made; and Q) the requirements of any other nondiscrimination statute(s) which may apply to the application.
(10) RANTEE, as applicable, will comply, with the provisions of the Davis -Bacon Act (40 U.S.C. § § 276a to
276a -7), the Copeland Act (40 U.S.C. § § 276c and 18 U.S.C. § § 874), and the Contract Work Hours and
Safety Standards Act (40 U.S.C. § § 327 -333), regarding labor standards for federally assisted construction sub
agreements.
(11) GRANTEE, as applicable, will comply with requirements of the provisions of the Uniform Relocation
Assistance and Real Property Acquisitions Act of 1970 (P. L. 91 -646) which provide for fair and equitable
treatment of persons displaced or whose property is acquired as a result of Federal or federally assisted
programs. These requirements apply to all interests in real property acquired for project purposes regardless of
Federal participation in purchases.
(12) GRANTEE will comply with the provisions of the Hatch Political Activity Act (5 U.S.C. § 7321 -29)
which limit the political activity of employees whose principal employment activities are funded in whole or in
part with Federal funds.
(13) GRANTEE will comply with the minimum wage and maximum hours provisions of the Federal Fair
Labor Standards Act and the Intergovernmental Personnel Act of 1970, as applicable.
(14) GRANTEE, as applicable, will insure that the facilities under its ownership, lease or supervision which
shall be utilized in the accomplishment of the project are not listed on the Environmental Protections Agency's
(EPA) list of Violating Facilities and that it will notify the Federal grantor agency of the receipt of any
communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in
the project is under consideration for listing by the EPA. (EO 11738).
(15) GRANTEE, as applicable, will comply with the flood insurance purchase requirements of 102(a) of the
Flood Disaster Protection Act of 1973, Public Law 93 -234. Section 102 (a) requires the purchase of flood
insurance in communities where such insurance is available as a condition for the receipt of any Federal
financial assistance for construction or acquisition proposed for use in any area that has been identified by the
Secretary of the Department of Housing and Urban Development as an area having special flood hazards.
(16) GRANTEE, as applicable, will comply with environmental standards which may be prescribed pursuant
SAVNS Maintenance Grant (12 Months) FY 2011
Page 17 of 18
Vol. 13 J(e Pg.,7
to the following: (a) institution of environmental quality control measures under the National Environmental
Policy Act of 1969 (P.L. 91 -190) and Executive Order (EO) 11514; (b) notification of violating facilities
pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in
floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved State
management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§ 1451 et
seq.); (f) conformity of federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the
Clear Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.); (g) protection of underground sources of
drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93 -523); and (h) protection of
endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93 -205).
(17) GRANTEE, as applicable, will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§ 1271
et seq.) related to protecting components or potential components of the national wild and scenic rivers system.
(1 8) GRANTEE, as applicable, will assist the awarding agency in assuring compliance with Section 106 of the
National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and
protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C.
469a -1 et seq.).
(19) GRANTEE, as applicable, will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89 -544, as
amended, 7 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held
for research, teaching, or other activities supported by this award of assistance.
(20) GRANTEE, as applicable, will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C.
§§ 4801 et seq.) which prohibits the use of lead -based paint in construction or rehabilitation of residential
structures.
(21) GRANTEE, as applicable, will comply with Public Law 103 -277, also known as the Pro - Children Act of
1994 (Act), which prohibits smoking within any portion of any indoor facility used for the provision of
services for children as defined by the Act.
(22) GRANTEE, as applicable, will comply with all federal tax laws and are solely responsible for filing all
required state and federal tax forms.
(23) GRANTEE, as applicable, will comply with all applicable requirements of all other federal and state laws,
executive orders, regulations and policies governing this program.
(24) GRANTEE, as a signatory party to the grant contract, must certify that they are not debarred or suspended
or otherwise excluded from or ineligible for participation in federal assistance programs.
(25) GRANTEE must adopt and implement applicable provisions of the model HIV /AIDS work place
guidelines of the Texas Department of Health as required by the Texas Health and Safety Code, Ann., Sec.
85.001, et seq.
SAVNS Maintenance Grant (12 Months) FY 2011
Page 18 of 18
Vol. S
Brazos County
Purchasing Department
200 S. TX. AVE., STE. 352 BRYAN, TX 77803
PHONE (979) 361 -4292 FAX (979) 361 -4293
Pat Howard, Purchasing Agent
Leslie Williams, Senior Buyer
Wm. Charles Wendt, Assistant Purchasing Agent
Amanda Rutledge, Buyer
EXTENSION AGREEMENT
By signing herewith, I acknowledge and agree to renew the Contract
for Mail Services, in accordance with all terms and conditions
previously agreed to and accepted. The term of this Extension is
from August 1, 2010 through August 15, 2010.
I understand this agreement will be in effect upon approval by
Commissioner's Court.
DELUCIA MAILING SERVICE
Au oriz d Signature
BRAZOSCOUNTY
Date
212 9 ItD
Date
Vol. �J Pg._. ?_7
RENTOR: DOCUMATION, Inc
.: +.s '��a•V C. Offices
San Antonio - Austin • Bryan /College Station
Kerrville • The Woodlands • DelleslFl Worth • Waco
dusiness Tiewiiiaingy ftegm06n.. Sgg -201 -8431
DOCUMANAGE RENTAL MASTER AGREEMENT
Ef +i
Monthly
0
Copier Engine Consumable Supplies Included unless 011hmw4se Indicated. Excludes Throughput Stocks. Excludes Fax Supplies S, Service, Staples Included.
THIS AGREEMENT CANNOT BE TERMINATED EARLY. I Joe Carver
Fax
undersigned on ... dlli.re ly Jolnlly, and sensually, and personally guarantee prompt payment of all the Customses obligations. The Rentor is not required to proceed against the Customer or
too other remedies before proceeding against mains. Uwe waive notice of acceptance and all other notice, or demand starry kind to which Uwe maybe entitled. Uwe consent to any extensions
igcalion granted Is the Customer and the release and/or compromise of any abiigation. of the Customerur any other guarantors without releasing mehw from my /aurob9ga[rons. "Islas
iroing guaranty and will remain in effect in the event of my /our death and may be enforced by offs, the benefit of any assignee or successor of the Renter, i/weagme ail Judsdfctionandcosts
bursements as stated in the terms and conditions on the reverse also apply to me /us.
put In use, is in good worklog order and is satisfactary. All conditions and terms of Nis agreement have been reelewed, acknowledged and are now irtevocabie and
Vol. UL— Pg•-- ---
DOCUmanage RENTAL MASTER AGREEMENT
TERMS and CONDITIONS
1.Ownership and Use of System: Renbris the sole owner and title holder to the'Systeny.
The-SysloW Shall as defined as as hardwire end software included on the DOCUmanage
Rental Agreement. Customer agrees to keep me System and associated products free end
clear of all bens and daims. Customer agrees Met the System and associated products WU be
used Solely fa business W Moses and not fW cansurner purposes or personal use and that the
Customers location is a business address.
2. Rant: Monthly paymords wig begin on the Commencement dale, unless subject to toms
covered under The Software Management Agreement Mdendum. The Customer agrees to
pay Rerdor the rental payment which Includes the minimum base image allowance when due.
The Customer also agrees to pay a charge for each Image in excess of the image allowance.
The hotel payment and the large for overages ere as indicated on [he first page of his
Agreement. If any payment is move than tan data late, the Customer agrees to pay a penally
of up 10150A 529 (whichever is greeter) an Me overtire amount, lot not to exceed the
maximum amount allowed by law. The Customer also agrees to pay $35 for each dadt that
the Mine returns far Insufficient funds or any other reason At the end of the first year of this
Agreemet, and once each..... twelve monN period Shanahan. Rator may I...
MIS base rental payment and the excess images charge by an amount not to exceed 60A. The
Customer's obligation b Pay the rerdal p nymwgs and its other obligations hereunder is
.1onluts ant unconditional and is not subject to cancetlalion, reduction, setoff or countercdam.
THIS AGREEMENT IS NON-CANCELABLE-
3. Excess Images: Customer wig submit true and accurate Station molar readings to ReMor
far be System by the and of the Second work day of each Lillhg period In any r"..Us
manner requested by RetW. Including an automated collection system. If Customer fails to
submit meter readings, Rector may estimate motors and generate Invoking based uporn has
estimated meta readings.
4. Term and Trensither Billing: This Agreement is binding upon Cuswmeron the data
Customer signs the Agreement. The Agreement k effective an the date Customer signs the
Delivery end Acceptance (Effective Date'). Tie term of Me Agreement begins on date
designated by us after receipt Mall required documentalipn and acceplance by us
('Commencement Date) ant continues for the number amonths designated as -Term' on the
first page a MIS Agreement Customer agrees In Pay an htenm fantal payment In Me amount
M 1/30 athe moerly rental payment, for each day from and including 00 Effective Dale until
Me day preceding Me Commencement Dale,
S. Upgrade and Downgrade Provision: Rentor may review your Image volume and propose
options for upgrading Or downgrading W accommodate your needs.
6. Taxes and Pan; The is a net agreement. In addition to rent, the Customer agrees to pay all
faxes, fees, and filing costs related to Me use of the System, even billed after the end of Me
Agreement Bangor wit file property tax ratans and! big the Customer as soon as an invoice
from the local junsi idon Is received. Rate has des option to estimate any taxes due for the
year and big the Customer monthly In advance an the bans a that estimate. The Customer
agrees Nat N ReMor pays any Wes or charges an the Customers behalf. Customer will
reimburse Rector for 0 such payment. and will pay RetW a fee far colledirp and
adMnlstering any taxes, assessments or fees and mingling them to the appropriate aulhoriies.
The Customerwill indemnify Renlor an an aflerHax basis against the loss of act ter brow is
anticipated at he Commencement Date arising oul athe Customers acts or omissions. Arty
fee charged under his agreement may Include a pMd.
7. UCC Filing: The Customer avthonzes Behar or its assignee to sign any doorments in
connection with Me Uniform Commercial Cade ( -UCO') on the Customers behalf. The
Customer aunerizes Recto to lunch the aerial number(s) of file System In this Agreement
(including any schedules) and in any flings. In Older to protect our rights in Me System,
Customer grants the Rentor a secunly irderesl in the System N this Agreement is deemed a
Second transaction and Customer eulhoizes Rentor to record a UCC -1 financing statement or
simiia instrument, and appoint Renter as its altomey -in -fad to execute and deliver such
imimment in order to show Retors interest in the System.
B. Collateral Protection, Liability and Insurance: The Customer is responsob far any losses
or iryury caused by the System no Customer promises to keep Me System fully insured
against loss and the Agreement is pad in full and maintain Insurance Nat protects Renter from
liability for any damage or injury caused by the System or its use. The Customer promises to
provide Renlw with evidence of the insurance, showing Re rlar as the loss payee for Me full
replacement value of [be System and additional insured for public liability and Nird party,
property insurance, upon request If Customer falls to provide Such evidence, Me Customer
authorities Renlor to obtain coverage on their behalf. ROntor shag have the rgM but nil the
obligation, to obtain Insurance on behalf of Cuslorear and charge the Customer roc acquiring
and makneudng his coverage plus a service fee, "should you wish us to waive this
requirement we will Its you and you will pay a monhly property damage surcharge of W to
.00a5 of to tonal payment dream. Win either option Rentor may make a profit. ReMor may
file Balms and andorse bergamot checks on fine Customers transit.
e. indemnky: After installation, ReMor is cot responsible fa any bases or injuries caused by
the use or, possession of the System. Customer agrees to hold Recto harmless and
reimburse ReMor for loss and to defend Renlor against any claim for lessen or Injury caused
by the System This Indemnity obligation wig continue &her she lormiration of this Agreement N
the loss w Injury assured during the term of the Agreement. Tire Customer agrees to
reimbum , Rentor far and defend Recto against any dams, f" losses or injuries caused by
the System, unless such bases W Injuries are caused by the gross negligence or willful
misconduct of Rant ".
10, Malntenanco art Care of Rentoes System: The Customer agrees to install, use and
maintain Me System In accordance with the dealer specificatiom and use only those supplies
supplied or approved by The Dealer which meet manufacturer spedgctions Customer
agrees to maintain ft System in good working condition, eligible far manufacturer'S
certification, normal wear and tear excepted. Maintenance, provided by Me Dealer, Is Induced
for the fisted System. Maintenance hwludes, and is limited b; pads repair or replacement and
associated labor, for service required as a result of normal wear end tear. Supplies, excluding
throughput stoda and staples are included unless otherwise indicated. Work associated win
Customers Information Technologies rot listed on this Agreement, including but not limited to
Scheme. Computers, Data Files and Network is rat covered by Ne Rector, and is billable to
Customer. Raptor is not respanside for any damage to Customers Information Technology
Systemn. Customer is responsible for S4 Software Agreements and ReMor is not a party to
any sudn licandrg, but wit Include such software as pan of the Rental Agreement
In Accordance with his agreement, within 10 tlays of he expireltan Or Seniortermvation, for
whatever reason, of the Agreement Customer will deliver rho System to Rent« in good
condition and repair, except for normal wear and tear.
11. Location of System: The Customer will keep the System at the location Specified In this
Agreement. The Customer must obtain Rohl written permission to move the System. The
Customer will Same Raclin or its agents to impact the System at any reasonable time
wherever H Is located.
12. Assignment: THE CUSTOMER HAS NO RIGHT TO SELL, TRANSFER, ENCUMBER,
SUBLET OR ASSIGN THE SYSTEM OR THIS AGREEMENT. Renter may sell, transfer W
awlgn We Agreement end if Rant. doss, the hew omen will haves the same rights and
benefits Rector has and will out have to perform any a'Rent&e obligations. Rentor wig
retain goose obligations and Customer agrees Nat the rights of the assignee will not be subject
to any claims, defenses or setoffs the customer may have against the ReMor.
13. Waryanties: WARRANTY DISCLAIMER. RENTOR MAKES NO WARRANTY EXPRESS
OR IMPLIED, INCLUO WG THAT THE SYSTEM IS FIT FOR A PARTICULAR PURPOSE OR
THAT THE SYSTEM IS MERCHANTABLE. RENTOR TRANSFERS TO CUSTOMER ANY
WRITTEN WARRANTIES MADE BY THE VARIOUS MANUFACTURERS REPRESENTED IN
THIS AGREEMENT, CUSTOMER AGREES CUSTOMER HAS SELECTED THE SUPPLIER
AND EACH ITEM OF SYSTEM AND ASSOCIATED PRODUCTS BASED UPON ITS OWN
JUDGMENT AND DISCLAIM ANY RELIANCE UPON PLAY ORAL STATEMENTS OR
REPRESENTATIONS MADE BY RENTORS.
14. Default and Romedlec: The Customer will be in defat4l if any of fie
C.I. does not pay any amount to Rector Will Ian (10) days of wh
Customer baechea any Cher term of Ws agroemerd, and Such breach
day. after Renlor has ns iled Customer of such default fig) Customer o
of or substantially all of its assets, or (v) Customer makes
creditors or vosanterily file or have filed against It an action
b) demand that the Customer pay the remaining bdancO of the Agreement and return the
System to Rector IS the Customer's expense; c) repossess the System or d) exercise any
other remedy available W law or equity. At Rectors option, we may repossess the System.
Customer waives any rights Customer may have to notice before Rent" seizes any of the
System end waives any requirement that Rotor post a bond in connection with any such
..a. ar repoasmslon. In addton, N the Customer breaks any Promise h Me Agreement,
Renor can use any remedies aa0able to ReMor under the UCC or any other applicable law.
The Customer prombea to pay Raptors masonable, attorney fees and any cost associated wish
enforcement of this Agreement. This action will not void the Customers responsibility to
maintain and use for the System, nor will RENTOR be table f" any acion taken on any
assigned p"ty'a behalf.
15. Business Agreement and Choice of Law: THE CUSTOMER AGREES THAT THIS
AGREEMENT WILL BE GOVERNED UNDER THE APPLICABLE LAW FOR THE STATE IN
WHICH RELATOR OR ASSIGNEE HAS ITS HOME OFFICE. RENTOR OR ASSIGNEE HAS
THE OPTION OF PURSUING ANY ACTION UNDER THIS AGREEMENT IN ANY COURT OF
COMPETENT JURISDICTION AND THE CUSTOMER CONSENTS TO JURISDICTION AND
VENUE IN THE STATE OF OUR OR OUR ASSIGNEE'S CHOICE. RENTOR OR ASSIGNEE
AND CUSTOMER WAIVE THE RIGHT TO A TRW. BY JURY IN THE EVENT OF A
LAWSUIT.
16L Renewal and Return of System: After the Minimum Term, as defined by the Rental
Agreement and any wrillen extension thereof, this Agreement will automatically renew an e
twelve (12) month basis utess the Customer haggles ReMW In Wiling not less Nan W days
prig to the expiration of the Minimum Term or extension of its intention to return the System.
Provided the Customer has given woh timely notice, it shall return the System, freight and
Insurance prepaid, to Renlor in good repair aondilion and working order, Ordinary wear and
bear excepted, In a manner and to a location designated by Renton. The Customer must pay
any additional renss due until the System is received n good working condition by Renlor or Its
carrots.
17. Other Rights: The Customer agree. that Reoll delay, or feure to exercise any Nine,
dons not prevent Rentor from axemising them at a later tune. If any part of loss Agreement is
found to be Invalid, than N shall cwt invalidate any of the other pads and the agreement shall be
modified to the mhmum shat as permlNed by law. Purchase Orders "any other type of
Ordering document will not modify Or affed the Agreement, nor will any Such document lava
any legal effect and wW only serve for the purpose of Identifying me System and associated
seMm. ordered by the Customer.
1s. UCC -2A Rovielonc: Custom. agrees Nat Renlor may use nary ant e0 Of Me remedies
available through law. Customer also wolves any and if rights and remedies granted to
Customer under Sections 2A-506 through 2!622 of the UCC.
19. Broke Agreement: This Agreement represents the entire Agreement between Renter and
IN Customer regarding the financing of the System. Neither Renlor car the Customer will be
bound by any amendment waiver or other change unless agreed b h writing and signed by
bdh panes.
20, MISCELLANEOUS: Any charge In any of the terms and conditions of this Rental
Agreement must be In writing and signed by Ranks, Customer agrees, however, mat Rentor
is ai morixed, wmuut notice to Customs , to supply missing Information or coma obvious
arms in this Agreement. A fax version of Customers signature on We Agreement when
resolved by Renlor shall be binding upon Cusbmar as if Originally signed. However, INS
Agreement shall be noun, on Rentor when signed by Renton Both Customer and Rentor
agree mat the verdon of this Agreement with Rentor's Original signature shall constitute the
original eNhontalive version.
Vol.
Rev. 5/12/2009
RENTOR: DOCUMATION OF EAST TEXAS, JNC.
4700 Elmo Weedon Rd., Suite 100
College 5 TX
T. 0
97
T. 979,731.850.8500
New Ideas, New Solutions. F. 979,731.8588
DOCUINANAGE RENTAL AGREEMENT
ADDENDUM to the RENTAL AGREEMENT originally signed by Customer on /_/ with a Rental Payment of
1. CUSTOMER COVENANTS. Customer covenants and warrants:
A. It has, in accordance with the requirements of law, fully budgeted and appropriated sufficient funds for the current budget year to
make the payments scheduled to come due and to meet its other obligations under the Agreement and such funds have not been
expended for other purposes; and
B. There is no action, suit, proceeding or investigation pending, or threatened in any court or other tribunal or-competent jurisdiction,
state or federal or before any public board or body, which in any way would (a) restrain or enjoin the delivery of the Agreement or the
ability of the Customer to make its Base Payments (as set out above); (b) contest or affect the authority for the execution or delivery of,
or the validity of, the Agreement; or (c) contest the existence and powers of the Customer; nor is there any basis for any such action,
suit, proceeding or investigation; and
C. The equipment will be operated and controlled by the Customer and will be used for essential government purposes and will be
essential for the term of the Agreement.
D. Customer has not previously terminated a agreement for non - appropriation, except as specifically described in a letter appended
hereto.
2. NON APPROPRIATION. In the event Customer is in default under the Agreement because:
A. Funds are not appropriated for a fiscal period subsequent to the one in which the Agreement was entered into which are sufficient
to satisfy all of Customer's obligations under the Agreement during said fiscal period.
B. Such non - appropriation did not result from any act or failure to act of customer.
C. Customer has exhausted all funds legally available for all payment due under the Agreement.
D. There is no other legal procedure by which payment can be made to Rentor.
Then, provided that Customer has given Rentor written notice of the occurrence of paragraph 1, above thirty (30) days prior to such
occurrence; Rentor has received a written opinion from Customer's counsel verifying the same within ten (10) days thereafter; and the
Customer does not directly or indirectly purchase, rent or in any way acquire any services or equipment supplied or provided for
hereunder; upon receipt of the equipment delivered to a location designated by Rentor, at Customer's expense, Rentor's remedies for
such default shall be to terminate the Agreement at the end of the fiscal period during which notice Is given; retain the advance
payments, if any; and /or sell, dispose of, hold, use or rent the equipment as Rentor in its sofe discretion may desire, without any duty
to account to Customer.
3. SIGNATURES. Each signor (two if monthly payment exceeds $1,200.00) warrants that he /she is fully conversant with the
governing relevant legal and regulatory provisions and has full power and authorization to bind Customer. Signor(s) for Customer
further warrant(s) its governing body has taken the necessary steps; including any legal bid requirements, under applicable law to
arrange for acquisition of the Equipment; the approval and execution has been in accordance with all applicable open meeting laws;
and that a resolution of the governing body of Customer authorizing execution of the Agreement has been duly adopted and remains in
full force and effect.
CUSTOMER
Entity Name: �(� S
•
Entty Name:
By (Please Print): )
By (Please Print):
signature:
signature:
Title:
Ikdln Title:
Date:
� � Q
Vol. Pg.a
tis s� �r RENTOR: DOCUMATiON, Inc.
Offices
330 A San Antonio • Austin • Bryan /College Station
Kerrville • The Woodlands • Dallas /Ft Worth • Waco
i-BBS -201 -8431
Business TechnohVy Integration:,
DOCUMANAGE RENTAL MASTERAGREEMENT
Copier Fngim Consumable Supplies Included Unless Otherwise Indicated. Excludes Throughput Stocks. Excludes Fax Supplies S Service. Staples Included
BLACK Supplies Included []No COLOR Supplies Included ❑ No
Anne MENT NUM a All amounts exelusix.of anelicable Was. SALES REPR"ENTATME
o 1 THIS AGREEMENT CANNOT BE TERMINATED EARLY. I Joe Carver
Tema and Conditions an reverse side. Other Agreed Upon Addendum(s) Include:
Fax LI email
Inc.
red uneondtlooallyjointly, and severally, and personally guarantee prompt payment of all are Customers obligations. The Ranter is not required to proceed aganstlhe Customerar
remedies before procaadng against mebus. Uwe waive notice M acceptance anti all aNer notices or demand of any kind to which Uwe may be entitled. Uwe consent to any extenslom,
immod to the Customer and the release sector compromise of any obligations of the Customer or any other guarentma without releasing rearm from my /our obligations. This is
seamy and will remain In affect in the event of my /our death and may be oMorced by orfortho benefit of any assignee or successor of the Ranter. Uwe agree ell jurisdiction and costa
da as Sidled in the burns and corld{gons on the revem also apply to m0us.
has been received, put In use, is in good working ender and is satisfactory. All conditions and terms of this agreement have been m braved, ackrawledgad and are now irrevocable and
Vol. Pg' 13
DOCUmanage RENTAL MASTER AGREEMENT
TERMS and CONDITIONS
1.O memhlp and Use of System: Neer" Is the sole owman and falls Muter to (be 'Systsm'.
The'Syctam'san be defined as at hardware and software Included an ono DOCUmanage
Rental Agreement Customer agrees, te keep me System and associated products free and
clear of at liens and daima. Customer agrees that the System and maocmted prax will be
used solely for Name, purposes seat not fix consumer purposes or personal use and mat ere
Customers location is a business address.
2. Rent: MonWy payments win begin on the Commencement date, unless subitn to terms
covered under The Software Management Agreement Adoendum. The Customer agrees to
pay Raptor ere rental payment which includes the minimum base Imago allowance when due,
The Castanet else agrees to pay a Grange ter each image In axcess athe nonage anowanos.
The rental payment and the charge for overages am as inchmed on IM first page of ma
Agreement. If any payment is more than ten days late, the Customer agrees to pay a penalty
of up to 15% or Egg (whimamf Is gaemr) an me animus amount, but not, to exwad IM
maximum meant allowed by law. The Customer also agrees to Pay $35 fa each check that
IM bank reform for insufficient funds or any other reason Al the end of the fire year of this
Agreement, and o am each successive twelve month pednd Themaner. Rena may increase
the bards, rental Payment and the seems Merges charge by an amount Pal to exceed 6 %. The
Customers obligation to pay the rental payments and its other obligations hereunder is
absolute and mWnOinonC and k hot subject b cancellation, reduction, small or muntodaM.
THIS AGREEMENT IS NON - CANCELABLE.
3. Excess Meadow Customer will submit tae antl acwrecto System meter readings to Renbr
for the System by me end M the second workday or each billing period in any reasonable
manner requested by Rant ", including an automated collection system. If Customer falls to
submit meter roofings. Renlor may estimate meters are genereto invoicing bond upon IM
estimated motor readings.
6. Term and Transition Blllli g: This Agreement k binding Won Customer on the tlme
Customer signs the AgmeaaM The Agreement is efadive on the date Customer aigrrs Ina
Delivery and Acceptors, ('Efeceve Dote'). The ten, a me Agreement begins on date
designated by us after receipt of all required documentation and acceptance by us
('Commencement Dete) and commute f" The number of months designated as'Tehm' on me
Mat page of this Ageemml. Customer agrees to pay an Interim rental payment In the amount
of 1130 of May monthly mnlbl payment, for cam day from and inducing the Effective Date met
The day preceding us, Commencement Dale,
6, Upgrade and Downgrade Provision: Ramat may review your image volume and propose
options for upgrading or downsimdeg o accommodate yew needs.
6. Taxes and Rea: This is a net agreement In addition to ant, the Customer agrees to pay all
taxes, fees, and filing Wets related to the use of me System, even bilked afar the and of me
Agreement Ranter will rile propedy, tax rebme and bill the Cudorrer as soon as an Invoice
from the local ju sdncgal is received. Remor Me the option to estimate any taxes due fa the
year and Nil IM Customer monthly in advance on the basis of tad estimate. The CUMMUfr
agrees met if Rentor pays any hams or charges on the Customers behalf, Customer will
reimburse Renter for all such payments and win pay Raeor afee f. Wilecting and
Mminisfedrg any ever, assessments or fees and rerafteg them to the appropriate authohities.
The Customer will indemnify Rentor on an afemae basis against the an a any tax benefits
anticipated Ot the Commencement Data arising out of the Customers eels of anteaters. Any
fee merged under cis agreement may indak a profit.
T. UCC Filing: The Cuefo nor authorizes Renter or its assignee to sign arty dommena in
connection with me Urifam Commordmi Code ('UCC') on the Customers behalf. The
Customer authorizes Rental to insect the serial almoners) of me System in the Agreement
(Including arty schedules) and in any filings. In Older to protect our fights In me System,
Customer grants the Renter a security interest In to System 9 this Agreement is deemed a
seined fa eaction and Customer eulMdZSS Ramer to record re UCC -1 financing statement or
similar instrument, and appoml Remor as its takrnay -in -fad to execute and deliver such
instrument In order to show Renlors Infused in the System.
B. Collateral Protection, Liability and Insurance: The Customer is responsible fa any losses
or Injury mused by [he System. The Customer promises to keep me System fully insured
against loss until me Agreement Is paid In fun erd malnlam insurance that protocts Rentor from
liability for any damage or injury caused by the System or its use. The Customer pmmaes to
provide Rentor with evidence of the m au ance, shaving Rent" as ere loss Payee for the full
rdpkcemtnl value of Me System and addi(lonal Insured for public Imbifity and third party
property Insurance, upon request. If Customer fans to provide wch W10or m, me Customer
authorizes Renter to obtain coverage on heir behalf. Rentor shall have the right, but not the
obligation, to obtain insurance an behalf G Customer and charge me Customer for acquiring
and maimakhhhg the Wverego Pius a service fee, or shroud you wich us to werm this
requirement we will ble you and YOU wan pay a monthly property damage re rage of up to
.BOSS of me totel payment atm.. Wm either option Rentor may make a profit. Rentor may
foe engine and endorse insurance chinks on the Customers behalf,
9. recommit, Affair Imendion, Remor is nb mini fa any losses al Injuries caused by
the use or possession of the System. Customer agrees to hold Rent" harmless and
reimburse Remor for loss and to defend Rentor against any claim for losses or Injury caused
by the System. This IndemnIty obligation win continue after the tenninatbn of this Agreement f
(ha loss or mi occurred! dMkg the term of the Agreement. The Customer agrees to
reimburse Rental for and defend Rentor agami any Gains, Per losses or injuries caused by
the System, unless such losses "injums am mused by to gross negligence or willful
misocioductof Renlor.
1D. Maintenance and Care a Raptors System: The Customer agrees to iratall, use and
maintain me System in accordance with me dealer specifications antl use only nose supplies
supplied of approved by The Dealer which moat manufacturer epedfntlons. Customer
agrees to maintain the System in good working condition, eligible for manufacturers
mdifcation, normal wear and lea sampled MaIntenanW, provided by me Dealer, Is included
la the listed System Maintenance Includes, and is Nailed to; parts repair of replacement and
mandated lab., for service required as a result d normal at and tear. Supplies, excluding
throughput stocks and staples ere Included unless otherwise Indicated. Work associated with
Customers Womemon Technologies not listed on this Agreement, including but not limited to
Bollworm, Computers, Data Rtes and Network Is not covered by me Rader, and Is billable to
Customer. Rentor a nut responsible far my damage as Crmromers Inf.malbn Tedmwlogy
Systems. Customer is responsible far an SolNrare Agreements and Remor Is not a party to
any such finansng, but will include such software as part or the Rental Agreement
In AcWrdarae with this agreement, within 10 days N the "Islander " earlier termination, for
whatever reason, of Ina Agreement, Customer win deliver the System to Rentor in good
condition and repair. except for normal weer end tear.
11. Location of System: The Customer will keep the System at me location specified In this
Agreement. The Customer must obtain Rwlor s wra n permission to move the System. The
Customer will alibi Remor or fts agents to inspect the System at any reasonable fine
wherever it Is faceted.
12. Assignment.. THE CUSTOMER HAS NO RIGHT TO SELL, TRANSFER, ENCUMBER,
SUBLET OR ASSIGN THE SYSTEM OR THIS AGREEMENT. Renter may sell. smefa or
assign "a Agreement and it Rena does, the new owner will have the same rights and
benefits, Renter has and will not have to perform any of'Rmtori obligations. Rentor wfl
retain those obligaflons and Customer agrees that the rights of the assignee will flat be subject
to any claims, defenses or mMUs the customer may have against the Renlor.
W. Warranties: WARRANTY DISCLAIMER RENTOR MARES NO WARRANTY EXPRESS
OR IMPLIED, INCLUDING THAT THE SYSTEM IS FIT FORA PARTICULAR PURPOSE OR
THAT THE SYSTEM IS MERCHANTABLE. RENTOR TRANSFERS TO CUSTOMER ANY
WRITTEN WARRANTIES MADE BY THE VARIOUS MANUFACTURERS REPRESENTED IN
THIS AGREEMENT. CUSTOMER AGREES CUSTOMER HAS SELECTED THE SUPPLIER
AND EACH ITEM OF SYSTEM AND ASSOCIATED PRODUCTS BASED UPON ITS OWN
JUDGMENT AND DISCLAIM ANY RELIANCE UPON ANY ORAL STATEMENTS OR
REPRESENTATIONS MADE BY RENTORS.
14. Default and Reentrance: The Customer will be In default if any of the fallowing occurs: (i)
Customer does raft pay any amount to Rental within pun (10) days ofwhon ft a dm, (it)
Customer breathes any Other kin of eta agreement, and such breach remains uncured for 30
days afar Ranter has ranged Customer of such default, (iii) Cusloma an any guarantor dies;
(iv) Customer or any gumenter becomes Insolvent at unable to pay its debts when due;
Customer slops doing business as gang concern; Customer merges, cansolidales, or Irarhdars
all al substantially an of its assets; or (v) Customer makes an assignment for the beneril of Its
—darrs n vnt,Mwr lv ins "have fined mainst it an action under env bankruptcy proceedings.
System to Renter at the Customers expense; a) represses Ina system a al exercise any
other remedy available at taw or equity. At Ramous option, we may repossess the System.
Customer waives any rights Customer may have to notice before Rental seizes any d the
System and waives any requirement mad Renlor Post a bond in connection with any such
seizure or repossession. In adolfon, 9 the Cusomer breaks any promise in tle Agreement.
Rentor can use any remedies available to Renter under the UCC or any other applbable Iaw.
The Custom" prn has to pay Remora reasonable eHomey fees and any cost associated with
enfawment of this Agreement. This ocean will not void the Customers responsibility to
maintain and care for the System, nor Wit RENTOR be liable fa any action taken on any
nsignedpartysbehaff.
15. Business Agreement and Choice of Law: THE CUSTOMER AGREES THAT THIS
AGREEMENT WILL BE GOVERNED UNDER THE APPLICABLE LAW FOR THE STATE M
WHICH RENTOR OR ASSIGNEE HAS ITS HOME OFFICE. RE-NTOR OR ASSIGNEE HAS
THE OPTION OF PURSUING ANY ACTION UNDER THIS AGREEMENT IN ANY COURT OF
COMPETENT JURISDICTION AND THE CUSTOMER CONSENTS TO JURISDICTION AND
VENUE IN THE STATE OF OUR OR OUR ASSIGNEE'S CHOICE. RENTOR OR ASSIGNEE
AND CUSTOMER WAIVE THE RIGHT TO A TRIAL BY JURY IN THE EVENT OF
LAWSUIT.
16, Rerhawal and Realm of System: After the Minimum Term, as defined by the Rental
Agraerrhent and any wrillen extension thereof, this Agreement will aulomalically renew on a
hveNe (12) mono basis unless tie Customer retain Rehla In wreng not less men 90 days
prim to the expiration of the Minimum Term or sdermon of its stallion to ratan me System.
Provided the Customer has given such timely notice, It shell,turn the System, freight and
Insurance prepaid, W Rento in good repair condition and walking moat, Ordinary wear and
tear somr tad, in a manner and lealoceem designated by Renlor. The Customer must pay
any additional rents due ma Ina System is received in good working condition by Rentor or its
.gems.
17. Other Rights: The Customer agrees mat Rehlors delay, a failure to sxam se any rights,
does net prevent Rentor, from exercising them at a later time. If any pad of this Agreement is
found to be Invalid, men it shat] Mt invalidate any of the Other Pads and the agreement shall be
modified to IM minimum extent as permitted by law. Purchase orders or any other type of
ordering document will not modify err affect the Agreement, nor wig any such document have
any legal affect and wit only No for me propose of identifying me System end associated
services ordered by the Customer.
1& UCC -2A Provisions: Customer agrees mat Rentor may use any and all of the remedies
available through law. Customer also waives any and all rights antl monodies granted to
Customer under Sections MA B through 2A522 d ire UCC.
19. EMI. Agreement: This Agreement represents me situ Agreement between Rentor and
me Customer regarding the financing of the System. Neither Ranter nor the Customer will M
bound by any amendment, waiver or other Monge unless agreed to in writing are signed by
boa panes.
20. MISCELLANEOUS: Any dingo in any of the terns and conditions a ale form?
Agreement must be in writing and signed by Renter. Customer agrees, however, tat Remor
Is authorized, wBhad notice la Custom", to supply missing Information or need obvious
a.. a mis Agreement. A fax version of Customers signalao on this Agreement wren
received by Rand" Chat be bIWN upon Customer as if ariginany signed. However, cis
Agreement shell be binding an Romer when signed by Remor. Both Customer and Remor
agree that ere version d INS Agreement with Benicia.kginal signature shall comforts the
Mghal euteimfive version
"I.
Rev. 5/1212009
<1 RELATOR: DOCUMAmiv OF EAST TEXAS, INC.
Z%X LrA AT10 4700 Elmo Weeoon Rd.. Suite 108
College Station, TX 77840
T. 070.731.8500
New ideas, New Solutions. F. 070.731.8586
DOCLAMANAGE RENTAL AGREEMENT
1. CUSTOMER COVENANTS. Customer covenants and warrants
A. It has, in accordance with the requirements of law, fully budgeted and appropriated sufficient funds for the current budget year to
make the payments scheduled to come due and to meet its other obligations under the Agreement and such funds have not been
expended for other purposes; and
B. There is no action, suit, proceeding or investigation pending, or threatened in any court or other tribunal or competent jurisdiction,
state or federal or before any public board or body, which in any way would (a) restrain or enjoin the delivery of the Agreement or the
ability of the Customer to make its Base Payments (as set out above); (b) contest or affect the authority for the execution or delivery of,
or the validity of, the Agreement; or (c) contest the existence and powers of the Customer; nor is there any basis for any such action,
suit, proceeding or investigation; and
C. The equipment will be operated and controlled by the Customer and will be used for essential government purposes and will be
essential for the term of the Agreement.
D. Customer has not previously terminated a agreement for non - appropriation, except as specifically described in a letter appended
hereto.
2. NON APPROPRIATION. In the event Customer is in default under the Agreement because:
A. Funds are not appropriated for a fiscal period subsequent to the one in which the Agreement was entered into which are sufficient
to satisfy all of Customer's obligations under the Agreement during said fiscal period.
B. Such non - appropriation did not result from any act or failure to act of customer.
C. Customer has exhausted all funds legally available for all payment due under the Agreement.
D. There is no other legal procedure by which payment can be made to Rentor.
Then, provided that Customer has given Rentor written notice of the occurrence of paragraph 1. above thirty (30) days prior to such
occurrence; Rentor has received a written opinion from Customer's counsel verifying the same within ten (10) days thereafter; and the
Customer does not directly or indirectly purchase, rent or in any way acquire any services or equipment supplied or provided for
hereunder; upon receipt of the equipment delivered to a location designated by Rentor, at Customer's expense, Rentor's remedies for
such default shall be to terminate the Agreement at the end of the fiscal period during which notice is given; retain the advance
payments, If any; and/or sell, dispose of, hold, use or rent the equipment as Rentor in its sole discretion may desire, without any duty
to account to Customer.
3. SIGNATURES. Each signor (two if monthly payment exceeds $1,200.00) warrants that he /she is fully conversant with the
governing relevant legal and regulatory provisions and has full power and authorization to bind Customer. Signor(s) for Customer
further warrant(s) its governing body has taken the necessary steps: including any legal bid requirements, under applicable law to
arrange for acquisition of the Equipment; the approval and execution has been In accordance with all applicable open meeting laws;
and that a resolution of the governing body of Customer authorizing execution of the Agreement has been duly adopted and remains in
full force and effect.
Vol. 3 pg-_ 5
BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 56001000
DATE OF COURT MEETING: July 27, 2010
ITEM: Request from The 7711 Corporation to place a temporary 3" poly water line in the rt
way of Elmo Weedon Road near its intersection with Steep Hollow Road. Site is located in
Precinct-2-..'3
SOURCE OF FUNDS: N/A
REQUIREMENTS:
I. 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.
NOTES /EXCEPTIONS: Temporary water line is expected to be in place for
approximately 45 days.
SUBMITTED BY:
APPROVED BY:
�
Richard F. Vance, P.E.
Commission
County Engineer
Precinct 2- g
CC2010 -048
This Request is Approved V//"D"enied 0 by Commissioners' Court
Date: 242
Randy Sirgg, County Judge
Vol. I� pg.'— —_
REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT -OF -WAY
TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS
BRAZOS COUNTY ADMINISTRATION
BRYAN, TEXAS 77803
Formal notice is hereby given that (applicant) THE 7711 CORPORATION proposes to place
a (type) 3" Poly Pipe within on across .,L the right-of- -way of (road) Elmo Weedon Road
in Brazos County, Texas as follows:
The location or description of the proposed installation is more fully shown by copies of the
drawings attached to this notice.
I understand and agree that:
1.The Co unty Engineer must be notified 72 hours prior to the beginning of construction in
order that he, or his designated inspector, may inspect the actual installation;
2.All damage to the roadways and rights -of -way will be repaired to their original condition
to the satisfaction of the County Engineer;
3.Brazo s County reserves the right to require Applicant to relocate or lower any such line
at no cost to Brazos County, should same become necessary due to widening or
lowering, or other alteration of the roadway or right -of -way;
4.11razo s County will in noway be responsible for any damage which might occur to any
existing utility lines in the right-of-way;
5.The line w ill be constructed and maintained on the County right -of -way in accordance
with the Utility Accommodation Policy which was adopted by the Texas Department of
Transportation on May 29, 1989;
6.The line o r lines will be constructed no less than twenty-four inches (24 ") lower than the
lowest part of the drainage or bar ditch and the drainage is to be considered at least two
feet (2') below the center of the roadway;
7.All sites will be barricaded during the construction period.
Construction of this line will begin on or after the 22 day of July . 2010.
APPROVED BY COMMISSIONERS' COURT:
Date a2
Randy Sim ounty Judge
Brazos C nty, Texas
WM00s
Firm: THE 7711 CORPORATI f /'
By: G. D. BRYANT /'
Title: PRESIDENT
Address: P O BOX B J
COLLEGE STATION 77841
Phone: 979 -779 -0777
k r/;
Vol. P�' 7 --
BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPA RTMENT Road and Bridge NUMBER 56001000
27
DATE OF COURT MEETING: Jul 2v .2010
ITEM: Request from Verizon Communications to construct 3 road bores for buried cable
installations in the right of way of Chaco Canyon Drive, Anasazi Bluff and Paleo Point (Indian
Lakes Subdivision). Site is located in Precinct 1.
SOURCE OF FUNDS: N/A
PRESENTATION: 1. 70' road bore will cross Chaco Canyon Dr. at its intersection with Anasazi Bluff
2. 70' road bore will cross Anasazi Bluff at its intersection with Paleo Point
3. 70' road bore will cross Palen Point at lot line between address #3101 and 3151
REOUIREMENTS:
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, tways, published by the Texas Department of Transportation, and all other
State and Federal laws governing utility construction.
SUBMITTED BY:
APPROVED BY:
i�GI�LGlAiriV-
Richard F. Vance, P.E. Commi (sinner Lloyd Wassermatm
County Engineer Precinct 1
CC2010 -046
This Request is Approve j I� Denied D by Commissioners' Court
1%
Date: 4-2,2jf l/
Judge
veri on
Engineering & Planning
301 Industrial Blvd.
Bryan, TX 77803
July 12, 2009
GARY ARNOLD
Brazos County Engineering Office
County Engineer
2617 W. Hwy. 21
Bryan, TX 77803
Dear Mr. ARNOLD:
Subject: AGRMNTS 24 BURIED CABLE
Enclosed are From ED -135 and a work location sketch showing the location of our
proposed buried cable line on county roads in Brazos County at College Station, Texas.
This work is to be completed on Work Order 5416- 3POAORK which is scheduled for
08/02/2009 If you have any questions concerning this work, please contact Richard
Wallace at our office in Bryan, telephone 979 - 821 -4752 within 15 days so that we may
explain of modify our proposal, otherwise, it is understood that this proposal is
approved.
X cerely
do
t/(100(c_
BRENDA VAJDAK
Supervisor — Network Engineer
JS:ec
Attachment
/-A/0
d /Z �A-,�
Vol. — P8• O
j 4r :> 0 10
VERIZON COMMUNICATION Notice of
Line Installation
DATE 07/12/2010
To The Commissioner's Court of Brazos County
ATTENTION COUNTY JUDGE:
Formal notice is hereby given that VERIZON COMMUNICATIONS will construct
a communication line within the right -of -way of a County Road in
County, Texas as follows:
At the junction of Chaco Canyon Dr and Anasazi Bluff Dr, a road bore will be
made from the south corner of Anasazi Bluff crossing Chaco Canyon. A second
bore will be made on the north side of the intersection of Anasazi Bluff and Paleo
Point, crossing Anasazi Bluff. A third bore will cross Paleo Point near the lot line
between addresses 3101 and 3151.
The location and description of this line and associated appurtenances is
more fully shown by three (3) 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 will begin on or after
VE IZON COMMUNICATIONS
9
qJdq, .
Brenda Vajdak
Supervisor - Network Engineer
301 Industrial Blvd.
Vol.
Vol. LP Pg. 9A
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BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2009 -2010 BUDGET YEAR
NO, 09110 — 41.1 thru 41.10
On this the 27th day of July 2010 at a regular meeting of the Commissioners' Court, the following
members were present:
A. Randy Sims, County Judge, Presiding
B. Lloyd Wassermann, Commissioner, Precinct I
C. Duane Peters, Commissioner, Precinct 2
D. Kenny Mallard, Commissioner, Precinct 3
E. Irma Cauley, Commissioner, Precinct 4
F. Karen McQueen, County Clerk
The following proceedings were held:
THAT WHEREAS, on 27 July 2010 the Court heard and approved a budget amendment for the
2009 -2010 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 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 27°i day of July 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. % 3 Pg. -- S, 5
DIV
DR
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09/10 - 41.1
712712010
rellocate funds for the purchase ofa standard laundry cart w /double pole rack plus shipping. This budget amendment is for proper
Vol. I Pg. -56
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09/10 - 41.2
7/2712010
FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease
0100 11001500 61130000 CR Contingency - General Fund 2,800.00
0100 30401100 65350000 DR Gasoline 2,800.00
General Fund Contin enc &Constable Precinct #4:
Transfer of funds to cover gasoline costs for Constable Pct #4.
Vol. Pg. 5 7
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09/10 - 41.3
7/27/2010
FUND DIV ACCT PROJ DR/CRJ ACCOUNT NAME Increase Decrease
0100 22100100 60600000 CR Office Supplies 325.26
0100 22100100 67281000 DR IMinorEquipment 325.26
District Court - 272nd:
Reallocation of funds to cover the purchase of a shredder for the 272nd District Court. PO #10003781
Vol. 13 � Pg. 4.9
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09110 - 41.4
7/2712010
FUND DIV jkCCT ACCT PROJI DR/CR ACCOUNT NAME Increase Decrease
0100 30101100 59100000 CR DDEA 464.09
0100 30101100 65950000 DR Vehicle Maintenance 444.17
0100 30101100 65550000 DR Radio Maintenance 19.92
Constable Pet #1:
Reallocation of funds to cover overages in vehicle and radio maintenance.
It, _ „_ 13 �_pg. J q
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09110 - 41.5
7/27/2010
FUND DIV ACCT PROD DRICR ACCOUNT NAME Increase Decrease
0100 30401100 67286000 CR Equipment - Other 200.00
0100 30401100 60500000 DR Office Equipment 200.00
Constable Pct #4:
Reallocation of funds to purchase additional handcuffs.
Vol. — P9 - -- —
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09/10 - 41.6
7/27/2010
FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease
0100 30401100 67286000 CR Equipment - Other 60.00
0100 30401100 60400000 DR llnvestigative 60.00
Constable Pet #4:
Reallocation of funds to purchase Crack/Cocaine tests.
Vol. _____3 � pg.- —
28000100 1 60600000
of funds to cover the
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09110 - 41.7
Decrease
Vol. pg —�- a
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 09110 - 41.8
7/27/2010
FUND DIV ACCT I PROJ DR/CR ACCOUNT NAME Increase Decrease
0100 11002600 71060000 CR Contract Utility Construction 10 000.00
0100 11002600 61880000 DR Utilities 10,000.00
H.O.T. Fund:
To reallocate funds from Contract Utility Construction line item to Utilities line item to cover the future expenditure.
Vol. 13 pg. 6 3
BRAZOS COUNTY, TEXAS
BUDGETAMENDMENTS
No. 09110 - 41.9
6/2912010
FUND
DIV
ACCT
PROJ
DR1CR
ACCOUNT NAME
Increase
Decrease
0100
11001500
61130000
CR
Contingency- General Fund
1,000.00
0100
91110000
DR
Transfer to Capital Improvements
1,000.00
4500
49028000
CR
Transfer fm General Fund
1,000.00
4500
63000600
80101000
DR
Building Renovations
1000.00
General Fund Contingency and Capital Improvement Fund:
Transfer of funds to over expenditures assocaiated with the North Wing Renovation.
0
Vol. 1 3 � Pg. k*
BRAZOS COUNTY, TEXAS
BUDGETAMENDMENTS
No. 09110 -41.10
7/27/2010
FUNDI DIV I ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease
4308 63430800 80130000 CR Building - Sheriff Jail 3,096.88
4308 63430800 60420000 DR Jail Supplies 3,096.88
Jail Expansion 2007:
To rellocate funds for the purchase of multiple shelving kits. This budget amendment is for proper account coding of the purchases.
Vol. )3iQ pg. `���
PERSONNEL
CHANGE OF STATUS REQUESTS
Commissioner Court Date: July 27, 2010
Department Submitting Information: Human Resources
Purpose of Submissions: Consider and Take Action on Change Requests
Department Submitting . Employee Request Action Requested
Request(s) Applies To
Building Maintenance Espinoza, Irma Budget Change
County Attorney
County Clerk
Magistrate 2
SO — Jail
Guzman, Graciela
Gallion, Seth
Peters, Ashlie
Glenn, James
Price, Robert
Dennis, Nathan
Approved in Commissioners' Court: July 27, 2C "'
County Judge's or Commissioner's Signature:
(This Copy to be attached to minutes)
New Hire
Resignation
Budget Change
Retirement
New Hire
Transfer w /in Dept.
Vol. --L31- Pg. 1p