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2011-07-26-4:00PM-REGULAR
BRYAN,TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON JULY 26, 2011 AT 4:00 PM IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVE., SUITE 106, BRYAN, TX 77803 Invocation and Pledge of Allegiance - Chaplain G.H. Jones and Commissioner Cauley 2. Call for Citizen input and /or concerns. Consider and take action on agenda items 3 - 30: 3 Approval of donated property estimated at $25.00 to Brazos County Juvenile Services. 4, Request for out -of -state travel for Megan Kasperbauer, . Expo Marketing Coordinator to attend the 2011 International Association of Business Communicators (IABC) Southern Region Conference held in New Orleans. La. on October 12 -14, 2011. The local IABC Chapter will be covering all of her travel expenses. 5 Request from Jail Administration for out -of -state travel to allow Sergeant Melvin Bowser and Deputy Dwayne Holloway to attend the Crisis Intervention Team International Conference in Virginia Beach Virginia September 12 -14, 2011. 6 Brazos County Clerk Archival Plan to collect a $5.00 fee for court and non -court filings. 7 Brazos District Clerk Archival Plan to collect a $5.00 fee for court and non -court filings. 8. Brazos County Policy and Procedure on Mass Gatherings. g Request to make the following correction to the Pay Code of the Pre -Trial Intervention Officer from Hourly Staff to Hourly Part-time. There is no impact to the FY 11 budget. Class 0210 Position 1 Pay Code 014 to Pay Code 016 10. Payment Authorization to CME Testing and Engineering, Inc. in the amount of $1,697.88 for a Certified Welding Inspector for the Brazos County Courthouse Renovation. A purchase order was completed but the amount was insufficient. vol. ----I A �e Pg. 90 BRAZOS COUNTY 11. Change Order to PO # 11003120 to add $1,700.00 for additional asbestos abatement at the Courthouse to be performed by AAR Inc. 12. Change Order to PO # 11002229 to add $1,000.00 for additional asbestos monitoring at the Courthouse for Phase 111 to be performed by Austin Environmental. 13. Change Order to PO # 11000230 for Madison Constructon to add $13,112.00 for additional construction for the Brazos County Courthouse Phase I & 11 Renovation. 14. Change Order to PO # 11000230 for Patterson Architects to add $1,311.20 for additional construction for the Brazos County Courthouse Phase I & II Renovation. 15. Manual requisition to Patterson Architects in the amount of $1.325.00 to coordinate payment and review of the Courthouse plans for accessibility requirements from reimbursibles included in our contract. 16. Capital requisitions for the purchase of a Wireless Backhaul System for the Sheriff's Office as follows: • a. # 00034540 CDW Government, Inc. - $4,256.60 • b. # 00034599 Anixter, Inc. - $472.50 • c. # 00034610 JTS - $3,174.77 17 . Request from Road and Bridge Department to purchase the following equipment: • a. Leeboy Vibratory Roller - $56,004.50 with delivery before September 30, 2011; • b John Deere Tractor - $61,823.90 and Diamond Mower - $72,581.00 with delivery after October 1 2011 Funds for the purchase of tractor /mower will need to be carried forward to FY 2012 budget. 18. Request from Charles J Gardner for Elliott Construction Ltd. to construct a road bore in the right of address # 8395). Site is located in Precinct 2. im 20. Request from Verizon Communications for placement of approximately 760 ft. of buried cable along the new right of way of Old Reliance Road. Site is located in Precinct 2. 21. located in Precinct 2. 22. Request from Wickson Creek Special Utility District to construct a 30' road bore in the right of way of Riley Road approximately 2 800' from its intersection with Grassbur Road for placement of a V /z" encasement pipe with 1" waterline enclosed (to provide service to address # 8395). Site is located in Precinct 2. 23. Rescind the action taken by Commissioners Court on May 3. 2011 to approve Budget Amendment 10/11 -29.4. 24. Tax Refund Applications for the following: • a. Discount Floors Superstore- overpayment - $2929.40 • b. Jim Holloway- overpayment -$8.96 25. Budget Amendments. Budget Amendments FY 10/11 41.1 - 41.18 26. Requisition for Justice of the Peace Pct 2.1 to Govconnection in the amount of $1,422.35 for an Elite book laptop computer to be purchased from JP Technology funds. VOI. 149 p g. 1 27. Personnel Change of Status. Personnel Action Forms 28. Payment of Claims. 29. Convene into Executive Session pursuant to Texas Government Code 551.074 to discuss the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of the position of Brazos County Engineer. 30. Consider and possible action on the Executive Session. 31. Acknowledgement of the Brazos County Purchasing Department Update for the week of July 15 -21. 2011. 32. Sheriff's report on inmate population. 33. Announcement of interest items and possible future agenda topics. 34. Call for Citizen input and /or concerns. 35. Agency/ Board/ Committee reports by Court members. 36. Adjourn. Vo P8• I =— 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 rules may result in the following sanctions: 1. cancellation of a speaker's time; 2. removal from the Commissioners Court; 3. a Contempt Citation; and /or 4. such other and/or criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Texas. The County Commissioners Court can deliberate or take action only if a matter has been listed on an agenda properly posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. However, responses from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without notice to the public. To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge and /or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite existing policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act ? 551.042. INVOCATION Any invocation that may be offered before the official start of the Court meeting shall be to and for the benefit of the Court. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Court and do not necessarily represent the religious beliefs or views of the Court in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Court. The Commissioners Courtroom of the County Administration Building, 200 South Texas Ave., suite 106, Bryan, TX 77803 is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361 -4102. VOL 14 9 P g . 0113 BRAZOSCOUNTY BRYAN,TEXAS MINUTES July 26, 2011 BRAZOS COUNTY COMMISSIONERS COURT REGULAR MEETING Signature Page 7- 26.pdf tO File Stamped Agenda 7- 26.pdf 10 Sign in sheet 7- 26.pdf 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 4:00 p.m. on Tuesday, July 26, 2011 with the following members of the Court present: Duane Peters, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Sammy Catalena , Commissioner of Precinct 2; Kenny Mallard , Commissioner of Precinct 3; Irma Cauley , Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheets contain the names of the citizens and officials that were in attendance. 1. Invocation and Pledge of Allegiance - Chaplain G.H. Jones and Commissioner Cauley 2. Call for Citizen input and /or concerns. t 4 Vol. 14F Pg• There was no citizen's input. Consider and take action on agenda items 3 - 30: 3. Approval of donated property estimated at $25.00 to Brazos County Juvenile Services. 10 Item 3.odf Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 4. Request for out -of -state travel for Megan Kasperbauer , Expo Marketing Coordinator to attend the 2011 International Association of Business Communicators (IABC) Southern Region Conference held in New Orleans, La. on October 12 -14, 2011. The local IABC Chapter will be covering all of her travel expenses. U) Item 4.)d Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 5. Request from Jail Administration for out -of -state travel to allow Sergeant Melvin Bowser and Deputy Dwayne Holloway to attend the Crisis Intervention Team International Conference in Virginia Beach, Virginia September 12 -14, 2011. 0 Item 5.odf Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 6. Brazos County Clerk Archival Plan to collect a $5.00 fee for court and non -court filings. 10 Item 6.odf The plan to collect the $5 archival fee will begin with approval of the 2011 -2012 budget. Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 7. Brazos District Clerk Archival Plan to collect a $5.00 fee for court and non -court filings. L0 Item 7.odf The plan to collect the $5 archival fee will begin with approval of the 2011 -2012 budget. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 8. Brazos County Policy and Procedure on Mass Gatherings. UD Item 8.pdf The Couny has not had an application form or a process before now. Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 9. Request to make the following correction to the Pay Code of the Pre -Trial Intervention Officer from Hourly Staff to Hourly Part -time. There is no impact to the FY 11 Vol. -�_ � S � P9. budget.Class 0210 Position 1 Pay Code 014 to Pay Code 016 1� Item 9.pdf Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 10. Payment Authorization to CME Testing and Engineering, Inc. in the amount of $1,697.88 for a Certified Welding Inspector for the Brazos County Courthouse Renovation. A purchase order was completed, but the amount was insufficient. 1D Item 10.pdf Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 11. Change Order to PO # 11003120 to add $1,700.00 for additional asbestos abatement at the Courthouse to be performed by AAR Inc. 0 Item 11.pdf Motion: Remove, Moved by Commissioner Irma Cauley, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 12. Change Order to PO # 11002229 to add $1,000.00 for additional asbestos monitoring at the Courthouse for Phase III to be performed by Austin Environmental. 0 Item 12.pdf Motion: Remove, Moved by Commissioner Irma Cauley, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 13. Change Order to PO # 11000230 for Madison Constructon to add $13,112.00 for additional construction for the Brazos County Courthouse Phase I & II Renovation. 1 - Item 13.pdf This increases the contract amount from $4,240,708.96 to $4,253,820.96. Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 14. Change Order to PO # 11000230 for Patterson Architects to add $1,311.20 for additional construction for the Brazos County Courthouse Phase I & II Renovation. U. Item 14.pdf There was a correction to the purchase order listed on the agenda. The correct purchase order number is 11000226. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 15. Manual requisition to Patterson Architects in the amount of $1,325.00 to coordinate payment and review of the Courthouse plans for accessibility requirements from reimbursibles included in our contract. 1 0 Item 15.pdf Motion: Approve , Moved by County Judge Duane Peters, Seconded by Commissioner Vol. pg. Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard, Peters, Wassermann . 16. Capital requisitions for the purchase of a Wireless Backhaul System for the Sheriff's Office as follows:a. # 00034540 CDW Government, Inc. - $4,256.60b. # 00034599 Anixter, Inc. - $472.50c. # 00034610 JTS - $3,174.77 lb Item 16.pdf Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 17. Request from Road and Bridge Department to purchase the following equipment:a. Leeboy Vibratory Roller - $56,004.50 with delivery before September 30, 2011;b. John Deere Tractor - $61,823.90 and Diamond Mower - $72,581.00 with delivery after October 1, 2011. Funds for the purchase of tractor /mower will need to be carried forward to FY 2012 budget. 0 Item 17.odf Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 18. Request from Charles J. Gardner for Elliott Construction Ltd. to construct a road bore in the right of way of Rye Loop Road approximately 100 yds. south of its intersection with Allen Road for placement of a 3" PVC encasement pipe with 1 & #189;" waterline enclosed (to provide service to Charles Gardner address # 8395). Site is located in Precinct 2. Item 18.odf Approved as submitted. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 19. Request from Verizon Communications for placement of approximately 2,969 ft. of buried cable and a 145 ft. road bore along and within the right of way of Merka Road at a minimum depth of 30 inches to accommodate roadway widening project. Site is located in Precinct 2. Item 19.0f Approved as submitted. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 20. Request from Verizon Communications for placement of approximately 760 ft. of buried cable along the new right of way of Old Reliance Road. Site is located in Precinct 2. 1 0 Item 20.odf Approved as submitted. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley , Mallard , Peters , Wassermann . Vol. 149 pg• U 21. Request from Wickson Creek Special Utility District to construct a 30' road bore in the right of way of Dilly Shaw Tap Road approximately 800' from its intersection with House Cemetery Road for placement of a 1 W 89;" encasement pipe with 1" waterline enclosed (to provide service to address # 15286). Site is located in Precinct 2. 1D Item 21.pdf Approved as submitted. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 22. Request from Wickson Creek Special Utility District to construct a 30' road bore in the right of way of Riley Road approximately 2,800' from its intersection with Grassbur Road for placement of a 1 W 89;" encasement pipe with 1 " waterline enclosed (to provide service to address # 8395). Site is located in Precinct 2. lb Item 22.0f Approved as submitted. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley , Mallard , Peters , Wassermann . 23. Rescind the action taken by Commissioners Court on May 3, 2011 to approve Budget Amendment 10/11 - 29.4. ID Item 23.pdf The budget amendment rescinded was to reallocate funds for Ag Extension in the amount of $2,083.76 Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . 24. Tax Refund Applications for the following: a. Discount Floors Superstore- overpayment- $2929.40b. Jim Holloway- overpayment- $8.96 0 Item 24.pdf • a. Discount Floors Superstore- overpayment - $2929.40 • b. Jim Holloway- overpayment -$8.96 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . 25. Budget Amendments. Budget Amendments FY 10/11 41.1 - 41.18 10 Item 25.pdf 41.1 Reallocate funds for Tax Assessor /Collector 41.2 Reallocate funds for Justice of the Peace, Precinct 2, Place 1 41.3 To eliminate division 11002700 in HOT Funds 41.4 Transfer funds from Contingency to Information Technology 41.5 Reallocate funds for County Clerk- Elections 41.6 Reallocate funds for Information Technology Vol. 14 9 p qW. 41.7 Acceptance of donated property for Health Department - Support 41.8 Reallocate funds for Juvenile Services 41.9 Transfer funds from Contingency to Court Support Civil 41.10 Transfer funds from Contingency to Road & Bridge 41.11 Reallocate funds for County Clerk Records Mnagement Fund 41.12 Reallocate funds for GDEM -State Homeland Security 41.13 Transfer funds from Contingency - General Fund to SO -Jail 41.14 Transfer funds from Contingency - General Fund to Court Support- Criminal 41.15 Reallocate funds for Emergency Management 41.16 Transfer funds from Building- Sheriff Jail to Building Renovation - Courthouse 41.17 Transfer funds from Contingency - General Fund to Building Maintenance 41.18 Reallocate funds for Ag Extension Motion: Approve, Moved by County Judge Duane Peters, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, , Mallard, Peters , Wassermann . 26. Requisition for Justice of the Peace, Pct 2.1 to Govconnection in the amount of $1,422.35 for an Elite book laptop computer to be purchased from JP Technology funds. 0 Item 26.odf Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley , Mallard , Peters , Wassermann . 27. Personnel Change of Status. Personnel Action Forms U- Item 27.odf A copy of the Personnel Change of Status Requests is attached. Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, , Mallard , Peters , Wassermann . 28. Payment of Claims. 7088732 through 7088968 Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, , Mallard, Peters, Wassermann . D Claims Sheet.pdf MI BILL LIST 7.26.11.odf 29. Convene into Executive Session pursuant to Texas Government Code 551.074 to discuss the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of the position of Brazos County Engineer. At this point the County Judge deviated from the agenda and skipped down to consider items 31 through 35. Having considered items 31 through 35, the County Judged next closed the meeting at Vol. 14 9 Pg. 99 4:20 p.m. and asked Gary Arnold, Jon Jones, Bill Ballard and Robert Lys to attend. 30. Consider and possible action on the Executive Session. The County Judge opened the meeting to the public at 5:20 p.m. and announced that no action would be taken on the Executive Session. 31. Acknowledgement of the Brazos County Purchasing Department Update for the week of July 15 -21, 2011. Ib Item 31.odf Charles Wendt, Purchasing Agent updated the Court. 32. Sheriff's report on inmate population. Sheriff Chris Kirk said there were 648 inmates in jail, 52 have electronic monitors and 56 are pending for monitors. 33. Announcement of interest items and possible future agenda topics. There were no announcements of interest items and possible future agenda topics. 34. Call for Citizen input and /or concerns. There was no citizen's input. 35. Agency/ Board/ Committee reports by Court members. There were no agency, board, committee reports by court members. 36. Adjourn. Vol. 149 Pg. loo The foregoing minutes of the Commissioners Court meeting held July 26, 2011 have been examined and are approved in open Court this the q � — day of AA aq I ,2011, in Bryan, Brazos County, Texas. \ %,-� � \> Duane Peters County Judge Lloyd assermann Commissioner, Precinct 1 Sammy Catalena Commissioner, Precinct 2 I rrha Cau ey Commissioner, Pr c - nct 4 Attest: — ea.!" Karen McQueen County Clerk fi b5mr Kenny Mallard Commissioner, Precinct 3 Vol 1 Page I o l BRAZOS COUNTY COMMISSIONERS COURT 0 @ Meeting on 20 C PAGE I of� v 1. 149 pg. l0 b I WA� l � jI MELVIN ' PA E4 F�a M mo 0 pwl, m I "Imn lmvre�� MAIz-0, maws C PAGE I of� v 1. 149 pg. l0 b BRAZOS COUNTY COMMISSIONERS COURT Meeting on , 2o4# @ I Name Organization / Department i PAGE of Vol. 14 Pg. 103 Brazos County Clerk Records Management and Archive Plan I. Background (Statutory History) The 77 Texas Legislature passed HB 370 in 2001 to allow border county's to assess a $5.00 Records Management and Preservation Fee for the preservation of older records filed with the County Clerk. The 78 Legislature passed SB 1731 amending the original legislation allowing all county's to collect this fee with Commissioner's Court approval. The County Clerk is proposing to collect this fee at this time. This legislation amends Local Government Code, Section 118.01 (e), to enable the Commissioner's Court to adopt a Records Archive Fee for the preservation and automation of previously filed and recorded real property and vital statistics records as part of their regularly adopted annual budget. H. Bill Summary • Begins on approval of the County of Brazos 2011 -12 Annual Budget. The fee must be set and itemized in the county's budget as part of the budget preparation process. • Termination: The 79 Legislature extended this bill indefinitely. • The $5.00 fee is assessed on any instrument, document, paper, or other record that the County Clerk is authorized to accept for filing or recording (deed or official public records, assumed names, marriage licenses, civil case filings). • The fee may be used only to provide funds for specific records management and preservation, including for automation purposes — in accordance with this written plan. • Changes to the plan must be approved by Commissioner's Court. The plan may be modified as required. III. Purpose Some of Brazos County official records have been computerized and automated in electronic format since the late 1960s. The County Clerk's office is progressive in the preservation of current records, utilizing the original Records Management Fee from 1991 forward. However, this funding has not been sufficient to electronically preserve and restore the older documents that have a priceless historical value. In order to preserve and enhance the integrity of the existing system for recording and preserving public documents; the County Clerk seeks to preserve existing original records by restoring or re- creating old volumes, digitizing older microfilm and paper records, re- indexing old handwritten and typed indexed books and converting all older media into an electronic format and importing this newly created data into the existing computer system. Vol. 14Y pg. w4 IV. The overall goal and vision of the County Clerk's office is to: • Modernize and upgrade old record systems in the office. • Continue to add records and information to your existing computer system. • Eliminate or reduce manual lookups and searches. • Expedite record searching by having more records available for electronic retrieval. • Create a complete electronic records back -up for disaster recovery. • Provide more public information to the citizens of the County via the Intra/Internet. • Continue to eliminate the need for paper records. • Preserving original records by reducing daily usage. • Reclaiming much needed space in the public records area. V. Annual Revenue Estimate Official Real Property Records 31,000 /annually Marriage Records 1,500 /annually Civil/Criminal Filings 400 /annually Total 32,900 Filings Annually X $ 5.00 = $ 164,500.00 VI. Restoration, Preservation and Automation Projects Real Property Records: Projects include computerized re- indexing and converting all real property records to electronic images and importing new records to the existing real property computer system. Phase 1: Electronic conversion of 1999 to 1967 existing microfilm to images, matching to the existing grantor /grantee index and importing to the computer and internet: Approx 674,000 Instruments filed 1967 to 1999 Estimated $ 370,700 Phase 2: Back conversion of 1966 to Volume A of Deed Records existing microfilm to electronic images and loading to computer by Book, Volume and Page. Approximately 1,167,000 images from 1966 to Volume A. Estimated $ 167,000 Re- indexing real property records from 1966 back to Volume A using the electronic images of the original record books: Data entry/conversion of approx. 355,000 instruments. Estimated $ 60$,000 Vol. 14 9 p ) 0 5 Phase 3: Maps and Plats Conversion/scanning and reindexing of all maps /plats and importing to existing computer system. Approximately 4,000 maps and plats Estimated $60,000 Phase 4: Commissioner's Court Records Electronic conversion and reindexing of all existing Commissioner's Court minutes and importing this data to existing computer system in a searchable format. Approximately 190,000 pages and 120,000 index entries Estimated $ 128,000 VIII. Length of Projects It is estimated that these projects will take approximately 4 to 5 years to complete and implement. Some projects may be considered as on -going and paid monthly as revenue is collected. Summary The Legislature has provided a means to raise revenue for the records management and preservation of older county property and vital records. This "user" fee is an alternative to raising taxes or spending general fund monies to accomplish these important projects. This plan will be implemented in "phases" as money is accrued and deposited into a special revenue account. The completion of the initial phases will preserve the original records, provide more space in the public records area, and continue to modernize the Clerk's office through available technology. Vol. i � � p 1 Q CP Plan For Preservation and Restoration of Archived Records Presented by Marc Hamlin Brazos County District Clerk Updated July 15, 2011 Executive Summary SB 1685 provides for a fee not to exceed $5.00 to be imposed for filing of a suit, including an appeal from an inferior court, or a cross - action, counterclaim, intervention, contempt action, motion for new trial, or third -party petition, in a district court in the county. The District Clerk's Office wants to take advantage of new legislation that is designed to preserve archived records by adding an archive fee to each filing of a suit. This fee is to be dedicated to that task. The majority of the permanent records in the District Clerk's Office are paper based. These records are used by our office for the public and are vulnerable to loss by wear and tear. The purpose of this document is to define the restoration and preservation, digital capture, storage, retention and management of archive records belonging to the District Clerk. This Preservation and Restoration Records Plan is intended to be a "Living Document". It will be updated as new products and procedures evolve. It is the intent of the District Clerk to follow guidelines set by the Texas State Library and Archives Commission. Goal The Goal is to capture and archive all cases prior to January 1, 1990, regardless of media type they currently are in, as efficiently as possible. The District Clerk's Office is also looking at restoring records, suspending or reducing deterioration of public records, improving the public access to these documents in a manner that reduces the risk of deterioration. Scope The scope of this document includes the following: • All District Clerk records filed with the District Clerk before January 1, 1990. • Plans to capture records electronically to improve public access. • Plans to restore and preserve records with significant historical value. • Future plans are to improve public and governmental access. This document addresses the restoration and preservation needs of the District Clerk Records Archive. No other departments are addressed. The effective date of this Act is September 1, 2009, and expires September 1, 2014. VOL 149 P g . log Inventory Currently the District Clerk's Office holds over 100 record books which includes indexes for Civil Cases, Divorces, Adoptions, Grand Jury Records, Felonies, and Misdemeanors_ The District Clerk's Office also has approximately 80 boxes of historical cases many with historical significance. These cases include Civil, Divorce, Adoptions, and Felonies. Current Accessing Methods Records prior to January 1, 1990 are accessed by the public through a request to our office due to the cases not being imaged. Our office currently has to find the Index for the records we are seeking to obtain the cause numbers before we can physically pull the file to obtain copies for the public. These records are kept in our storage facility at 200 S. Texas Ave., Bryan, TX 77803. Restoration and Preservation Plan Fiscal Year 2011 -2012 It is the plan of the District Clerk's Office to scan a portion of the paper documents in house, lease an additional scanner, and fund temporary full or part time employees to capture all records filed in the District Clerk's Office prior to January 1, 1990. These images will be integrated into the existing District Clerk records and retrieval systems and enhance the public's access to public records. The District Clerk plans to award bid to an outside vendor to restore and preserve all records with significant historical value. The restoration process will ensure the legibility of these public documents for future generations. Revenue collected and not expended in the fiscal year will be carried forward and used on other archive projects. Projected Revenue The County Auditor estimates the revenue this will bring in approximately $7,000.00 per year. Vol. 149 Pg. I () BRAZOS COUNTY BRYAN, TEXAS PERMIT PROCESS FOR GATHERINGS OF 2,500 OR MORE A Mass Gathering is defined under Chapter 751 of the Texas Health and Safety Code as an event that can be defined by the following three (3) conditions: 1. A gathering that is held outside the limits of a municipality; and 2. A gathering that attracts or is expected to attract more than 2,500 persons; or more than 500 persons, if 51 percent (51 %) or more of those persons may be reasonably expected to be younger than 21 years of age and it is planned or may be reasonably expected that alcoholic beverages will be sold, served, or consumed at or around the gathering; and 3. A gathering where participants will remain for more than five (5) continuous hours; or for any amount of time beginning at 10:00 p.m. ending at 4:00 a.m. An application from the coordinator, manager, organizer or promoter of such an event must be received in to the County Judge's office not less than 45 days before the event. The application is available at 200 South Texas Avenue, Suite 332, Bryan, Texas 77803. An application may be obtained by request from the County Judge's office at (979) 361 -4102 during normal business hours. There is a $300.00 fee (nonrefundable) due at the time of filing of this application payable to Brazos County. A minimum fee of $250.00 for health inspection and a minimum fee of $250.00 for fire marshal inspection is also due at the time of filing of the application. Additional cost deposit may be required for law enforcement at the time a permit is considered. A public hearing will be conducted no later than ten (10) days before the event. A person may not promote a mass gathering without a permit issued by the County Judge, pursuant to Section 751.003 of the Texas Health and Safety Code. A person commits an offense if the person violates Section 751.003. An offense under this section is a misdemeanor punishable be a fine of not more than $1,000.00, confinement is the county jail for not more than 90 days, or both. The County Judge's office will coordinate the hearing date and time with all affected parties. The hearing will be posted as a public meeting. Representatives from the county health office, fire marshal, Texas Department of Public Safety and the Sheriffs office will attend the hearing to ensure that the minimum standards in health and sanitation, fire safety and public safety and order are maintained at the gathering as prescribed by state and local laws, rules and orders. Following the public hearing, the County Judge will grant or deny the permit as authorized by Section 751.007 of the Texas Health and Safety Code. VOI. Pg. 110 BRAZOS COUNTY BRYAN, TEXAS BRAZOS COUNTY MASS GATHERING PERMIT APPLICATION Application must be filed and received at least 45 days prior to the planned mass gathering at the Brazos County Judge's Office at the third floor of the Brazos County Administration Building, Bryan, Texas. Mailing address is 200 South Texas Avenue, Suite 332, Bryan TX 77803. A permit fee of $300.00 (nonrefundable) must be paid at the time of filing of the application. A minimum fee of $250.00 for health inspection and a minimum fee of $250.00 for fire marshal inspection must also be paid at the time of filing of the application. All fees are payable to Brazos County by cashier's check, certified check or money order. Applicant is referred to Texas Health and Safety Code Section 751 for further guidance. Event Description Promoter's name: Promoter's address: Property owner's name: Property owner's address: Street address of event location: Property description of event location: Date(s) of mass gathering: Time of event: Maximum number of persons to be allowed to attend: Vol. — 14- 9 '_ PS• 11 I A hearing will be held no later than ten (10) days prior to the event and the following representative will be available to attend if necessary: Name: Contact information: Event Financial and Contractual Obligations: Attach the following documents: -- A certified copy of the agreement between the promoter and the property owner. -- List of the name and address of each performer and of their agent who has agreed to appear at the mass gathering including a description of the terms of the agreement. -- Financial statement reflecting the funds being supplied to finance the mass gathering and each person supplying the funds. Health & Sanitation Compliance: Follow the minimum standards of the Texas Administrative Code, Title 25, Section 265.3 (water supply, toilet facilities, vector control, solid waste facilities, noise control, food sanitation, medical and nursing care and final site cleanup). Printed copies of this section are available upon request at the County Judge's office. Describe the steps taken to ensure that minimum standards of health and sanitation will be maintained during the gathering: Describe the steps taken to ensure the physical health/safety of the persons attending: Vol. 14 ? pg. I /,A Describe the preparation taken to provide adequate medical and nursing care: Public Safety Compliance: Follow the minimum standards of the Texas Administrative Code, Title 37, Chapter 1, Subchapter L, Sections 1.161- 1.169. Printed copies of these sections are available upon request at the County Judge's office. Describe how attendance will be limited to the maximum number stated in the event description above: Describe the preparations you will take to provide traffic control: Describe the steps you will take to ensure that the mass gathering will be conducted in an orderly manner: Describe the preparations you will take to supervise minors who may attend the mass gathering: VOI. .I q F Pg. 113 Identify the location on the grounds where the promoter or a representative will be available at all times during the event: STATE OF TEXAS COUNTY OF BRAZOS I affirm that the information I have given in this document and its attachments are correct and I hereby set my hand this day of , 20 Signature Printed Name RECEIVED at the Brazos County Judge's office on the day of , 20_ DUANE PETERS, County Judge 4 v ®1. 1 4 g Pg. Ni =Q= Document G741 Tkl - 2441 Change Order PROJECT: (Name and address) CHANGE ORDER NUMBER: Five (5) OWNER ❑ Brazos County Courthouse Renovations 300 E. 26th Street DATE: 21 July 2011 ARCHITECT ❑ Bryan, TX 77803 ARCHITECT'S PROJECT NUMBER: 2831 CONTRACTOR ❑ TO CONTRACTOR: (Name and address.) FIELD ❑ Madison Construction, L.P. CONTRACTDATE: 9 Mar ch 2010 P.O. Box 3787 OTHER El Bryan, TX 77805 CONTRACTFOR: Phase I & II Renovations The Contract is changed as follows: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) See Attached The original (Contract Sum) { Price) was $ 3,431,621.00 The net change by previously authorized Change Orders $ 809, 087.96 The (Contract Sum) (6tifttanteed N 4amiffittm Prie ) prior to this Change Order was $ 4;240, 70 8.96 The (Contract Sum) (g uRfaflteeEl Maxi t im Prie } will be (increased) -enmd) (twehmTgr l) by this Change Order in the amount of $ 13 ,112.00 The new (Contract Sum) ( ) including this Change Order will be $ 4,253, 820.96 The Contract Time will be (unchanged) by zero ( 0 ) days The date of Substantial Completion as of the date of this Change Order therefore is 7 September 2011 for Phase I & 30 March 2012 for Phase II (Note: This Change Order does not include changes in the Contract Surn, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive.) NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Pa Architects ARCHITECT (Firm name) 701 South Texas Avenue Brvan, Texas 77803 _ ADDRESS BY (Signature) Fre A. Patterson, Jr. (Typed name) DATE Madi Cons L.P Brazos County CONTRACTOR (Firm name) OWNER (Finn n P.O. Box 3787 300 Bast a 6h Street Bryan, Texas 77 805_ Bryan, Texas 77803 ADDRESS QDRESS BY (Signature) Mike Jones (Typed name) DATE BY (Signature) Judge Duane Peters (Typed n me) DATE CAUTION: You should sign an original AIA Contract Document, on which this text appears in RED. An original assures that changes will not b obscured. AIA Document G701 TM —2001. Copyright © 1979, 1 987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIA Document Is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA` Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. Purchasers are permitted to reproduce ten (10) copies of this document when completed. To report copyright violations of AIA Contract Documents, a -mail The American Institute of Architects' legal counsel, copyright(a aia.org. Change Order Number Five Page 2 Attachment to Change Order Number Five Renovation to an Existing Facility Brazos County Courthouse Phase I & II Bryan, Texas Project Number: 2008 -2831 You are directed to make the following changes in this Contract: Replace existing glass at all windows in the following offices; "Attorney 1313 ", "Attorney 1314 ", "Attorney 1315 ", "Mechanical 1110 ", & "County Attorney 1316 ". Replace glass with Viracon 1 /4 " Solarblue H.S. $8,892.00 2. At 2n Floor Magistrate suite, revise office space partitions to remove "Admin. Asst. 2114" and add new closet with five fixed shelves. Provide new 6'- 0 "H.M. frame at closet and use previously demolished door #210 and door #214. Add new sprinkler piping /head to serve new closet. $ 2,494.00 3. Provide and install ten (10) "Type A" light fixtures to the Phase I, First floor area. 4. Provide and install a total of ten (10) return air grilles in the following rooms: "Training 1335 ", "Investigators 1330 ", "Admin Invest 1331" "Invest. Sgt. 1332 "', "Wait 1333" and "Clerk 1334 ". TOTAL for Change Order Number Five (5) $ 1,169.00 $ 557.00 $13,112.00 vot. —.1 r / 1(v BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPA RTMENT Road and Bridge NUMBER 56001000 DATE OF COURT MEETING: July 26, 2011 ITEM: Request from Charles J Gardner for Elliott Construction Ltd. to construct a road bore in the right of way of Rye Loop Road approximately 100 /ds south of its intersection with Allen Road for placement of a 3" PVC encasement pipe with I' /z" waterline enclosed (to provide service to C harles Gardner address # 8395) Site is located in Precinct 4. SOURCE OF FUNDS: N/A PRESENTATION REQUIREMENTS • No work will be permitted between front slope and/or back slope. • 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 -S' 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. • 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, • 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. • Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: APPB -1Y' G Arnold, CFM omm sioner a C Le Director of Planning Precinct 4 CC2011 -054 This Request is Approved or Denied C, by Commissioners' Court Date: Duane Peters, County Judge Vol. 09 P9. 111 Z REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT -OF -WAY TO THE COMNIISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY ADMINISTRATION BRYAN, TEXA 10 $ ��.✓ 5 Formal notice is hereby given that (applicant � � � ` /' - � f E ' s imposes to place a (type )iAkZZZ, , moo within _ across_ the right -of -way of (road) _ in Brazos County, Texas as follows: The location or description of the proposed installation is more fully shown by 3 copies of the drawings attached to this notice. I understand and agree that: 1. The County 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. Brazos 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. Brazos County will in no way be responsible for any damage which might occur to any existing utility lines in the right -of -way; 5. The line will 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 or 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 I day of y , 20.ZL. 54e, k, .0 Te• - 11 ` Title: / Address: 14 9f 9 Phone: To?( APPROVED BY COMMISSIONERS' COURT: Date' Duane Peters, County Judge Brazos County, Texas Revised 1f27/2011 VOL g Pg. r� VOL ) 4 9 Pg. //V BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPA RTMENT Road and Brid ?e NUMBER 560010()0 DATE OF COURT MEETING: Iuly 26, 2011 ITEM: Request from Verizon Communications for placement of approximately 2,969 ft. of burie cable and a 145 ft road bore along and within the right of way of Merka Road at a minimum depth of 30 inches to accommodate roadway widening project Site is located in Precinct 2. SOURCE OF FUNDS: N/A EXCEPTIONS/NOTES All roads and drives will be bored and a 2 -inch PVC placed at a minimum depth of 30 inches; nearest cross street is Hollow Heights Drive. REQUIREMENTS • No work will be permitted between front slope and/or back slope. • All installation(s) shall be constructed in designated utility easements, if applicable. If no utility easement exists, the installation(s) shall be 1) within 35' 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. • 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. • 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. • Construction shall be in strict conformance to the latest Manual of Uniform Traffic Control Devices for Streets and Highways published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: 4 Garymold, CFM Director of Planning CC2011 -055 This Request ' Ap roved �?J, or Denied ❑, Date: _ �1 Duane Peters, County Judge APPROVED BY: Commissioner ammy Catalena Precinct 2 by Commissioners' Court �ac� VOL )49 Pg. e' verizon Engineering & Planning 301 Industrial Blvd. Bryan, TX 77803 July 18, 2010 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 Form ED -135 and a work location sketch showing the location of our proposed road bores on County Roads in Brazos County at College Station, Texas. This work is to be completed on Work Order 5416- 3POAOQJ which is scheduled for July 20, 2011. If you have any questions concerning this work, please contact Ricky Lancaster at our office in Bryan, telephone 979- 821 -4761 within 15 days so that we may explain of modify our proposal, otherwise, it is understood that this proposal is approved. Sincerely, &C4 - ZC&'— Brenda Vajdak Supervisor — Network Engineer BV:ec Attachment 1 P ��I Vol. g• VERIZON COMMUNICATION Notice of To The Commissioner's Court of Brazos County ATTENTION COUNTY JUDGE: Line Installation July 18, 2011 Formal notice is hereby given that VERIZON COMMUNICATIONS will construct a communication line within the right -of -way of a County Road in Brazos, County, Texas as follows: Verizon Communications will place approximately 2969' along, parallel to and 3' inside the County R.O.W. of Merka Road a minimum of 30 inches in depth. This cable will replace the existing cable along Merka Road that will be in conflict with the widening of Merka Road. All roads and drives will be bored and a 2" PVC placed at a minimum of 30 inches in depth. The location and description of this line and associated appurtenances is more fully shown by two (2) 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 July 20, 2011. VERIZON COMMUNICATIONS 5413- 3POAOQJ Brenda Vajdak Supervisor- Network Engineer 301 Industrial Blvd. Bryan, TX 77803 Vol. 149 Pg I q O 2001 Del-orme- .............. ........... Vol. I L f 9 — pg. 1 9-3 Vol. I L f 9 — pg. 1 9-3 r 1 BRAZOSCOUNTY COMMISSIONERS' COURT ACTION FORM DLPA RTMENT Road and Bridge NUMBER 56001000 DATE OF COURT MEETING: July 26, 2011 ITEM: Request from Verizon Communications for placement of approximately 760 ft. of buried cable along the new right of way of Old Reliance Road. Site is located in Precinct 2, SOURCE OF FUNDS: N/A EXCEPTIONS/NOTES Nearest cross street is Merka Road. REQUIREMENTS • No work will be permitted between front slope and/or back slope. • 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. • 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. • 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. • Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highwa published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: Gar Arnold, CFM Director of Planning CC2011 -056 This Request i s A pproved 9, or Denied ❑, Date- hi Duane Peters, County Judge APPROVED BY: 7 Commissioner Sammy Catalena Precinct 2 by Commissioners' Court Vol. Pg• M very on Engineering & Planning 301 Industrial Blvd. Bryan, TX 77803 July)8, 2011 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 5413- 3POAOQN which is scheduled for 07/2512011 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. e4 04.J /e Jox y �► e Q� w 04.J b4. -t,e . R d Sincerely, C BRENDA VAJDAK Supervisor — Network Engineer JS:ec Attachment �l Vol. Pg. I . Google Maps Page 1 of l 0 .,. Fk ley maps Notes WO # 3POA o • WC# 00N WOOQN WORK LOCATION __.. .. ......... _ ......... _ .,. _.., ._ ..... __ yam' `a 11 Y C ��� `N➢ ��177�L`;•111 Fig ! Run' x .. u Yh e`lTi•� i�� - ✓1 y _ I1el :d Ica H cIlcvc 7irr.iiercri;ak F, k.v E rt.•4 Tickle V� nrcueFdf ©2011 Googte - Map data O20,11 Google - http: // maps. google .comlmaps ?h1= en &ie= UTFS &11= 30.714316, -96.30 6,b rs n= 0.033427,... 7/8/2011 Vol. Pg- pC BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPA RTMENT Road and Bridge NUMBER 56001000 DATE OF COURT MEETING: July 26, 2011 ITEM: Request from Wickson Creek Special Utility District to construct a 30' road bore in the right of way of Dilly Shaw Tap Road approximately 800' from i ts intersection with House Cemetery Road for placement of a l' /z" encasement pipe with I" waterline enclosed (to provide service to address # 15286). Site is located in Precinct 2 SOURCE OF FUNDS: N/A PRESENTATION REQUIREMENTS • No work will be permitted between front slope and /or back slope. • 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. • If clearing of brush, trees and other obstruction is necessary, it shall be theApplicant's responsibility to do so and to remove all cleared brush, trees etc. from county right-of- -way, • Ditch line shall be compacted to 90% standard density ASTM -Test Method No. D -698; test shall be conducted by an independent geotechnical testing fire; copies of all test results shall be furnished to the office of the Brazos County Engineer. • Construction shall be in strict conformance to the latest Manual of uniform Traffic Control Devices for Streets and Highway published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: Gary Amold, CFM Director of Planning CC2011 -052 This Request ps. AP�Proved B, or Denied 0, Date: 7 / /�/.�l // APPROVED BY: Commission r Sammy Catalena Precinct 2 by Commissioners' Court Duane Peters, County Judge VOL 1 49 Pg. 1 A-7 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) wi ckson Creek SUD proposes to place a (type) bore within _ across the right -of -way of (road) 15 2 8 Dilly Shaw 'rap RD in Brazos County, Texas as follows; 8cer* i^ i 44 « s e Ce•.. of er �� The location or description of the. proposed installation is more fully shown by 3 copies of the drawings attached to this notice, I understand and agree that: I. The County 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. Brazos 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. Brazos County will in no way be responsible for any damage which might occur to any existing utility lines in the right -of -way; 5. The line will 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 or 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 2 0 day of J u 1 y 2011. a Firm: Wickson Creek SUD By: "ge Title: General Manager Address: P.O. Box 4756 Brvan, Tx 77805 Phone: 979 - 589 -3030 APPROVED BY COMMISSIONERS' COURT: Date 1 Duane Peters, County Judge Brazos County, Texas Revised W712011 v01. 14 K pg. Vol 9 BRAZOSCOUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 56001000 DATE OF COURT MEETING: July 26, 2011 ITEM: Request from Wickson Creek Special Utility District to construct a 30' road bore in the right of way of Riley Road approximately 2,800' from its intersection with Grassbur Road for placement of a l' /z" encasement pipe with I" waterline enclosed to provideservice to address # 8395. Site is located in Precinct 2. SOURCE OF FUNDS: N/A PRESENTATION REQUIREMENTS 0 No work will be permitted between front slope and /or back slope. 0 All installation(s) shall be constructed in designated utility easements, if applicable. If no utility easement exists, the installation(s) shall be t) 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. • If clearing of brush, trees and other obstruction is necessary, it shall be the Applicmt's responsibility to do so and to remove all cleared brush, trees etc, from county right-of -way. • 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; copiesof all test results shall be furnished to the office of the Brazos County Engineer. • Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control D evices for Streets and Highways published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. SUBMITTED BY: APPROVED BY: Gar/Arnold, CFM Commissioner Sammy Catalena Director of Planning Precinct 2 CC2011 -053 This Request ' Ap roved /,Or Denied ❑, by Commissioners' Court Date: 712/sy /L— Duane Peters, County Judge VOL 149 pg, ` U 1• 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) Wi ckson 'Creek sUD proposes to place a (type) bore within _ across x the right -of -way of (road) R ley Road in Brazos County, Texas as follows: ,8 0 0 p , +. - t» G, ss 6.. r- The location or description of the proposed installation is more fully shown by 3 copies of the drawings attached to this notice. I understand and agree that: 1. The County Engineer mast 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. Brazos 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. Brazos County will in no way be responsible for any damage which might occur to any existing utility lines in the right -of -way; 5. The line will be constructed and maintained on the County right- in accordance with the Utility Accommodation Policy which was adopted by the Texas Department of Transportation on May 29, 1989; 6. The line or 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 (T) 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`' 3 day of J u 1 y 20 1l Firm: �Wic son Creek B ��`,�keC Title:Kent Watson Address: P.O. Box 4756 Bryan,TX 77805 Phone: APPROVED BY COMMISSIONERS' COURT: -Date 1 Duane Peters, County Judge Brazos County, Texas Revised 127/2011 ' f O Vol. j `� b Pg. 1 i Vol. 149 Pg. 13 � BRAZOS COUNTY, TEXAS BUDGET AMENDMFNT(S) FOR THE 2010 -2011_ BUDGET YEAR NO. 10 /11 41.1 - 41.15 On this the 26th day of July 2011 at a regular meeting of the Commissioners' Court, the following members were present: A. Duane Peters, County Judge, Presiding B. Lloyd Wassermann, Commissioner, Precinct I C. Sammy Catalena, 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 26th day of July 2011 the Court heard and approved a budget amendment for the 2010-2011 budget year for Brazos County, Texas; and WHEREAS, expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted 14 September 2010, the following arnendment(s) to the original budget are hereby authorized, as described on the attached page(s)- ADOPTED AND APPROVED this the 26th day of July 2011. THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. is Duane Peters, County Judge Original: County Clerk's Office and Attached to the original budget Copies: County Auditor County Treasurer County Budget Officer Commissioners' Court Minutes Vol. I 4 S P 133 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 14111 - 41.1 7126/2011 14 of 14 Voy. 14 8 Pg 134 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.2 7/2612011 FUND DI _V ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 240 24005210 60170000 CR Co ier /Printer Su lies 1, 422.3 5 2400 24005210 67203000 DR Minor Cam utcr Hardware 1,42235 7P PCT 11 Reallocation of funds to purchase a I 13 of 14 �4g P J�3S Vol. g. - BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10119 -41.3 7/2612011 FU ND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 1100 11002700 60170000 CR Copier/Printer Supplies - -- -- --• - -. -- 500.00 --.._ ..............-- - - - - -- 619.30 1100 11002700 60360000 CR —__ _ _._- -- Furniture 1 100 11002700 60500000 CR Office Equipment 1,000.00 1100 11002700 60600000 CR Office Supplies 1,000.00 1100 11002700 60620000 CR Posta 1,000.00 1100 11002700 61010000 CR _ _ Advertising - Legal Notices 2,000.00 1100 11002700 61110000 CR Conference & Seminar Fees 4,650.00 1100 11002700 61130000 CR Contingency 109,500.00 1100 11002700 61280000 CR Dues 350.00 1100 11002700 61500000 CR Printing 6,000.00 1100 11002700 61620000 CR Subscription & Publications 700.00 1100 11002700 61730000 CR Telephone - Long Distance 1.000.00 1100 11002700 61801000 CR Travel 6.000.00 1 100 11002700 65150000 CR Computer Maintenance - 300.00 1100 11002700 65350000 CR Gasoline 8.000.00 1100 11002700 65950000 CR Vehicle Maintenance 1 1100 11002700 67203000 CR Minor Computer Hardware 1,100.00 1100 11002700 71117000 CR Internet Contracts 280.70 1100 11002700 72590000 CR Professional Fe - Other 40,000.00 1100 11002700 80213000 CR Computer Software 15,000.00 1100 1 11002500 73040000 DR Brazos VaIte Fair Association 200,000.00 Hotel Occupancy Tax & Brazos Valley Fair & Exposition The $200,000 funding for the Fair was approved by the HOT Committee out of marketing funds allowed by the State statue. The Fair recently opened its own checking account and will keep track of its own financial activities. The budget amendment is to eliminate the division 11002700 in HOT fund. Payment Authorization to wire funds approved by Commissioners Court on.fuly 12, 2011 item #10. Prpareci By nnm Date 712 0/20 11 Department - A pproval Date, }oft VOL pg. 131 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.4 7126/2011 FUND DIV _AqqT PROJ DRfCR ACCOUNT NAME Increase - 1 Decrease 887.601 0100 11001500 61130000 CR Contingency - General Fund 0100 14000100 65440000 DR Network Maintenance 887.60 Contingency & Information Technology Re-allocation of funds for cabling & materials for I st floor relocation of fury Services and Records Management. 1 of 1 VOL- 14 ? Pg. 13'3. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.5 7126 /2011 FUND DIV ACCT PROD DRICR --- ACCOUNT NAME Increase Decrease 0100 21002000 72 Cl2 Professionals Fees - Other 1,325.00 0104 21002000 6 DR _ Minor Computer Hardware 900.00 0100 2 10020 00 60500000 DR Office Equipment 425.00 Clerk - Elections ITo purchase scanner for FPCA for ms and telephone headsets for elections clerks. 1A of 14 Vo y 1 149 Pg. � )� -BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.6 7/26/2011 FUND DIV ACCT PROJ OR/CR — _ACCOUNT NAME Increase Decrease 0100 1,4000100 80203000 - CR Cnm uter - I lardware 4,014.00 0100 14000100 67203000 DR Minor Computer I lardware 4,014.00 Information Technology Ori g in a lly budgeted $5,500 in 80203000 but the scanner only cost $4014. The balance will remain in Capital. 1 9 of 14 1 � � Vol. Pg BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.7 7/26/2011 FUNDI DIV I ACCT IPROJIDRICRI ACCOUNT NAME Increase Decrease 01001260020001 67010000 DR I D onated Minor Property 5,00 0.00 0100 1 1 46023000 CR I Donations -Other 5,000.00 Health Department - To set up budget for the donated property as outlined in the Arnbubus MOU agreement between Brazos County, Bryan 1SD, and Brazos County Health District that was armroved Julv 12. 2011. PrepaCed By nnm 1of1 Vol. 149 P g . ) BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 -41.8 7/2612011 FUND DIV ACCT PROD DR1CR ACCOUNT NAME Increase Decrease 0100 31000100 61470000 CR Yrescri tions 125.00 0100 31000100 65150000 DR Copier Maintenance 125.00 Juvenile Services To upgrade/add computerized psychological testing scoring to computers. Dept. has already moved funds for the purchase; however, shipping charges were not included in the original bud et amendment. Prejared By nRrri Date /20l2t] 1 Dapartmerit Approval :, date 1 or 9 Vol. _ 1 4 9' p 141 1 Of 1 Vol. 1 q g Pg. 1 �,)- BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.10 7/2612011 FUND DIV ACCT PROJ DR1CR ACCOUNT NAME Increase D 0100 56001000 61130000 CR Conting 190,4_0_9._4_0 0100 56001000 80289000 DR Equipment - R & B 190,409.40 Road & Bridge Reallocation of funds - S56,004.50 to purchase of Leeboy Vibratory Roller with delivery being made before September 30, 2011. $61,823.90 to purchase John Deere Tractor and $72,581.00 Diamond Mower, with delivery made after October 1, 2011. 'these funds will need to roll forward to FY 12. Prepared,6y nnrri Date 71207201'I Department Approval Date 1of1 Vol. I q g p 1 � BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.11 712 612011 FUND DIV _A P_ROJ DR AC NAM E_ 2000 21005000 67342000 CR Furnitu 2000 21005000 80203000 DR Computer - 1lardware Clerk Records Management Fund Increase Decrease 1.595.00 1,595_00 Funds were moved from that account to finish mobile cabinet filing system leaving it short for purchase of scanners and TSG licensing. Prepared ' nnm DaEe 712-Dl201 1' 1 oft Vol. I �g Pg. 1 BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 10/11 - 41.12 712612011 FUND DIV ACCT AC T - - P ROD DRICR CR, DR ACCOUNTNA E Increase Decrease 3000 355400 71020000 35540900 Computer CortfrncLs 2,100.00 3000 355400 61110000 35540900 Conference & Serninais Software 1,000.00 3000 355490 67211000 35540900 DR 1,100.00 - GDEM - State Homeland Security Reallocation of funds to pay for projects being funds with 2009 Homeland Security Grant Program funds (SHSP LEAP) - Project 435540900. $1,000 - WebEOC training for Patrick Krepps. $ 000- Double-Take Software for WebEOC B y nnm Date .. . . . . . . Pepartthent P Tqv 1 oft Vol.- 1 _ 0 � pg. 14s, BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.13 71 nnA A FUND ___15IV ACCT PROJ PROD DR/CR ACCOUNT NAME _'___ Increase Decrease 0100 - 6 - 10 - 0 11001500 _2f0_02000 61130000 8 eneral _61fi o()OO CR — DR Contingency I f. Fund Utitlites 121,000.00 1217000*00 �Contin mp cric & SO-Jail 'C L To reallocate funds to cover for utilities for remainder of FYI 1. P o a 1 Of 1 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10/11 - 41.14 7/2612 _ FUND DWI ACCT PROD DR /CR � N 0100 11001s00 61130000 CR COntin enc Gen Fund 0100 11010000 72206000 - llR CR Appoi nted Attys - 272nd ontingiricy c4e Court Support - Criminal To reallocate funds to cover for remainder of 1'Y11. i'repar - d By PnM Date 7/2ilZ011 1 431 1 Vol. ( q 0 pg. , q Increase D 128,000.00 129,000.00 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 -41.15 7 1261201 1 FUND DIV ACCT PROJ DR/CR ACC NAME Increase Decrease 0100 35500100 71020000 CR_ Com uter Contracts 20 00 0100 35500100 67286000 DR Equipment - Other _ 20 00 Emer ency Management Reallocation of funds to cover shipping cost (UPS ground) for equipment being purchased with Homeland Security Grant Program Funds. � 1 of Voi- _�_� P T BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.16 7/26/2011 FUND D DIV A ACC P PROJ D DRJCR A ACCOUNT NAME _ Increase D Dec rease 4308 6 63_430800 8 8 _ _ _ CR , _ I 2.700.00j _ C Expansion 2007 Reallocate funds for additional asb estos monitoring ($1,000) and abatement (5,1,700) at the Courthouse. Pre °pared; BY nnrn' Da €e 712172011t )epartment Approval Date ad iof1 Vol. , Pg. Date NQ BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 - 41.17 FUND DIV ACCT PROJ DR/CR A CCOUN T NAME 0100 11001500 61130000 CR Contin enc - General Fund 0100 17000100 65050000 ___ _ DR Building Maintenance - LGontingency & Building Maintenance lRealloction of funds to renovate the sanctuary that is housed in the Admin. Buidlin Increas Dec rease _— 1,1 10.00 I ,1 10.00 1 or 1 Vol. i q 0 Pg. � � U BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 10111 -41.18 7/26/201 FUND 0100 DIV 37000100 A CCT 7150 2000 PROJ DRICR CR ACCO NT NAME Increase Decrease Rental Fac ilities _ 2,086.76 Fo od & F ood Supplement 2.086.76 0100 37000100 60350000 DR To add the funds bac to the correct acc 0100 37000100 71502000 CR Rental Facilities 500.00 0100 37000100 60350000 DR Food & Food. Supplement 500 .00 To add the c orrect fu nds to the c a ccount Ag Extension Reallocation of funds to allow for the additional food ex enditures for FY 2011, This amendment replaces amendment 10 /11 - 29.4 which was approved by Commissioners Court on 513111, which was incorrect. The amount and where the funds wer to be moved wer incorrec The or inal re gust for PreparedBy nnrri Date 61'L,612fl t,1-' 5 of 1 V01.� pg. j5� BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 1011'! - 29.4 51312011 FUND DIV ACCT PR — OJ DRlGE7 ACCOUNT NAME _ ____ Increase Decrease 0100 37000100 60350000 CR Food and Food Supplements— 2,083.76 0100 37( 71502000 DR Rental Facilities 2,083.76 AI Reallocation of funds to allow for the additional food expenditures for FY 2011. P$ Ad JW...Q l 2 toff Vol. -------I- — p g .. ISA 9 Commissioner Court Date: July 26, 2011 Department Submitting Information: Human Resources Purpose of Submissions: Consider and Take Action on Change Reque PERSONNEL CHANGE OF STATUS REQUESTS Department Submitting Employee Request Action Requested Request(s) Applies To Juvenile Martin, Barbra Resignation Road & Bridge Bates, Larry Hill, Howard Jackson, Lee Roy Villalpando, Roland Weeks, Edward Zdunkawicz, Patrick Transfer w /in Dept. Transfer w /in Dept. New Hire Transfer Min Dept. Transfer w /in Dept - Transfer w/in Dept. Approved in Commissioners' Court: July 26, 2011: County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) VOI. IgF Pg.- 15S