HomeMy WebLinkAbout2013-08-27-10:00AM-REGULAR MEETINGBRAZOS COUNTY
BRYAN,TEXAS
NOTICE OF MEETING AND AGENDA
013 ; --3 ? 12: 1 9
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN
REGULAR SESSION ON AUGUST 27, 2013 AT 10:00 AM IN THE
COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION
BUILDING, 200 SOUTH TEXAS AVE., SUITE 106, BRYAN, TX 77803
Invocation and Pledge of Allegiance - U.S. and Texas Flag - Chaplain G.H. Jones and
Commissioner Wassermann.
2. Call for Citizen input and /or concerns.
3. Presentation(s)
a. Present Proclamation # 13 -017 declaring September 2 -8, 2013 as Brazos Valley Fair
Week.
b. Update on the 2013 Brazos Valley Fair & Exposition.
Consider and take action on agenda items 4 - 32:
4, Resolution 13 -016 Approving the Budget of the Brazos County Emeraencv Communications District
5. Republican and Democratic appointment for Presidina Judae and Alternate Judae for a period of 1
year, endina on July 31, 2014.
Cits renuhlicanos v democratas pare Juez Presidente v Maaistrado suplente aor un periodo de un abo.
haste e/ 31 de lullo de 2014.
6. Reappointment of the following to the Child Welfare Board:
• a. Suzanne Phelps: term of appointment 8/27/2013 throuah =712014
• b Gail Bradburrv: term of appointment 827/2013 throuah 8/27/2014
• c Jeff Reeves: term of appointment 8/2712013 throuah 8/27 /2015
Vol. Pg. 14
• d. Marsy Clark• term of appointment 8/27/2013 through 8/2712015
• e. Lynn Yeager; term of appointment 812712013 through 8/2712015
Appointment of the following to the Child Welfare Board: term of appointments are 8/27/2013 through
8/27/2016:
• a. James Lee Henry
• b. Beverley Nutall
• c. Jackie Perez
• d. Angela Wells
6. Approval of Official Bond for John D McGuire Director of Brazos County Community Supervision and
Corrections Department.
g. County Attorney's Office request approval for variance of Como Time Policy allowing Investigators and
one additional employee to carry over accrued comp hours to FY2014.
10. Approval of the following committee to evaluate proposals for RFP # 2013 -89 Arena Hall Parking Lot
Renovation:
• a. Commissioner Sammy Catalena
• b. Gary Arnold
• c. Ernest Stutts
• d. Karen McQueen
• e. Legal (non - voting)
• f. Charles Wendt (non - voting)
11. Request from the Juvenile Department to create a position effective August 28 2013 This position will
be funded by a Texas Juvenile Justice Department Grant.
• Create Prevention Specialist Class Code 1669 Position 1 Group 14 Step 5 PaV Code 014
12. Approval of the iob description for Prevention Specialist for Juvenile (TJPC -State Aid Division).
13. Approval of the following revised iob descriptions for the Sheriff's OfficeJail Administration:
• a. Lieutenant
• b. Sergeant Jail Division
• c. Detention Officer
• d. Detention Officer, Booking
• e. Program Sergeant
• f. Sergeant. DO Custodian of Records
14. Interlocal Agreement with the City of Bryan and City of College Station for Emergency Ambulance
Service for FY 2013.
15. Consider and take action on an agreement with Grantworks. Inc. to perform environmental review for
administration of 2013 Texas Capital Fund grant.
16. Title IV -E Child Welfare Services FY2014 Contract # 23940058
17. Title IV -E Legal Services FY2014 Contract # 23940059
18. Discuss and take possible action on contract with Cameron County for Juvenile Residential Services
19. Consider and take action on an agreement with Citibank N.A. for depository services.
M Approval of contracts for subscriptions for Lexis Nexis for the County Attorney's Office and all Judges
21. Approval of contract with Texas Voting Systems and the committee's decision to contract with Texas
Vol._ Pg.. /_��_
Votina Systems due to no proposals being received for RFP # 2013 -71. Election Services.
22. Requisition # 00043815 to Mitchell & Morgan in the amount of $6.000.00 for the Engineering report for
the EDA Grant to uparade Mumford Road.
23.
24.
25. Consider and take action on the Final Plat of Indian Lakes Subdivision Phase XII, 18.460 Acres, J.M.
Barrera Survey, A -69, Colleae Station (ETJ). Brazos County, Texas. Site is located in Precinct 1.
26. Consider and take action on the Wellborn S.U.D. utility permit to construct road bore under Burt Road.
This protect will provide water service to new customer at address #4542. Site is located in Precinct 2.
27, Tax Refund Applications for the following:
• a. Vireil T. Hare - overpayment- $45.76
• b. CIP (TX) LLC- overpayment- $100.00
• c. Susan Marie Hartzog-overpayment-$62.70
• d. Royce Propertiesoverpayment- $1939.13
284 Budget Amendments.
Budaet Amendments FY 12/13 46.1 thru 46.12
294 Personnel Change of Status.
Personnel Action Forms
30. Payment of Claims.
31. Convene into the following Executive Sessions:
• a. Executive Session pursuant to Texas Government Code 551.072 to deliberate
the purchase, exchange, lease, or value of real property.
• b. Executive Session pursuant to Texas Government Code 551.071 to consult with
attorney about pending or contemplated litigation and /or a settlement offer.
32. Consider and possible action on Executive Sessions.
33. Acknowledgement of the Order Reappointing County Auditor.
34. Acknowledgement of the Order Determining Compensation of County Auditor and Assistant County
Auditors.
35. Acknowledgement at the Order Determining Compensation of Court Reporters.
36. Acknowledgement of the Research Valley Partnership, Inc. Financial Statements with Independent
Auditor's Report for the Year Ended September 30, 2012.
37. Sheriff's report on inmate population.
38. Announcement of interest items and possible future agenda topics.
39. Call for Citizen input and /or concerns.
Vol. _1194 1-,-- /11'40
40. Adjourn.
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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 andlor 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 Taxes
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 andlor Emergency meeting of the Court shall conduct themselves with proper respect and
decorum in speaking to, andlor 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 Courts 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 andlor
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 Courrs presence
andlor 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 speakers time;
2. removal from the Commissioners Court;
3. a Contempt Citation; andlor
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 property 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 andlor 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., Sulfa 106, Bryan, TX 77803 is
wheelchair accessible. Handicap panting 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.
BRAZOS COUNTY
BRYANJEXAS
MINUTES
August 27, 2013
BRAZOS COUNTY COMMISSIONERS COURT
REGULAR MEETING
Sianature Paae.odf
n File stamped Aaenda.odf
Sian in sheet.odf
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 10:00 a.m. on
Tuesday, August 27, 2013 with the following members of the Court present:
Duane Peters, County Judge, Presiding;
Lloyd Wassermann, Commissioner of Precict 1;
Sammy Catalena, Commissioner of Precinct 2;
Kenny Mallard, Commissioner of Precinct 3;
Irma Cauley, Commissioner of Precinct 4;
Karen McQueen, County Clerk, Absent.
The attached sheets contain the names of the citizens and officials that were in
attendance.
Invocation and Pledge of Allegiance -
U.S. and Texas Flag - Chaplain G.H. Jones and Commissioner Wassermann.
2. Call for Citizen input and /or concerns.
There was no citizen's input.
Presentation(s)
F ol. / 7R Pg..fJ�
I
Fir Res 13 -017 Brazos Valley Fair Week.odf
. a. Present Proclamation # 13 -017 declaring September 2 -8, 2013 as Brazos Valley
Fair Week.
The County Judge read aloud the Proclamation and presented it to Tom Quarles. Mr.
Quarles thanked the Court and expressed excitement about the upcoming second year
of the fair.
LO Item 3b.odf
e b. Update on the 2013 Brazos Valley Fair & Exposition.
Mr. Tom Quarles introduced Fiona Lockhart and Karl Hengst both Assistant Managers of
the fair. Mr. Hengst passed out fair badges to the members of the Commissioners Court.
Ms. Lockhart then gave a presentation on the fair. Mr. Hengst added to Ms. Lockhart's
presentation and Mr. Quarles concluded.
Consider and take action on agenda items 4 - 32:
4. Resolution 13 -016 Approving the Budget of the Brazos County Emergency
Communications District.
0 Item 4.)d
The Court accepted as submitted a resolution approving the budget of the Brazos
County Emergency Communications District. A copy is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard,
Peters. Wassermann .
5. Republican and Democratic appointment for Presiding Judge and Alternate Judge for a
period of 1 year, ending on July 31, 2014.
Item 5.Dd
Cita republicans y dem6cratas para Juez Presidente y Magistrado suplente por un
periodo de un ano, hasta el 31 de julio de 2014.
A copy of the list of appointments for Presiding Judge and Alternate Judge for elections
is attached.
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley
Mallard, Peters, Wassermann .
6. Reappointment of the following to the Child Welfare Board:
D Item 6.Ddf
• a. Suzanne Phelps; term of appointment 8/27/2013 through 8/27/2014
• b. Gail Bradburry; term of appointment 8/27/2013 through 8/27/2014
• c. Jeff Reeves; term of appointment 8/27/2013 through 8/27/2015
• d. Marsy Clark; term of appointment 8/27/2013 through 8/27/2015
• e. Lynn Yeager; term of appointment 8/27/2013 through 8/27/2015
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Peters,
Vii. _.._ /_851 I ,_; /J-v
Wassermann.
Appointment of the following to the Child Welfare Board; term of appointments are
8/27/2013 through 8/27/2016:
lb Item Todf
• a. James Lee Henry
• b. Beverley Nutall
• c. Jackie Perez
• d. Angela Wells
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters, Wassermann .
Approval of Official Bond for John D. McGuire, Director of Brazos County Community
Supervision and Corrections Department.
0 Item 8.)d
A copy is attached.
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley ,
Mallard. Peters . Wassermann .
9. County Attorney's Office request approval for variance of Comp Time Policy allowing
Investigators and one additional employee to carry over accrued comp hours to FY2014.
9 Item 9.odf
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley, Mallard, Peters , Wassermann .
10. Approval of the following committee to evaluate proposals for RFP #2013-89, Arena Hall
Parking Lot Renovation:
0 Item 10.odf
• a. Commissioner Sammy Catalena
• b. Gary Arnold
• c. Ernest Stutts
• d. Karen McQueen
• e. Legal (non- voting)
• f. Charles Wendt (non- voting)
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters, Wassermann .
11. Request from the Juvenile Department to create a position effective August 28, 2013.
This position will be funded by a Texas Juvenile Justice Department Grant.
Z1 Item 11.odf
. Create Prevention Specialist, Class Code 1869 Position 1, Group 14 Step 5, Pay
Code 014
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley
Mallard, Peters, Wassermann.
12. Approval of the job description for Prevention Specialist for Juvenile (TJPC -State Aid
Division).
Item 12.0f
A copy is attached.
Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner
Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Peters ,
Wassermann.
13. Approval of the following revised job descriptions for the Sheriff's Office -Jail
Administration:
0 Item 13.pdf
• a. Lieutenant
• b. Sergeant, Jail Division
• c. Detention Officer
• d. Detention Officer, Booking
• e. Program Sergeant
• f. Sergeant, DO Custodian of Records
A copy of each 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 .
14. Interlocal Agreement with the City of Bryan and City of College Station for Emergency
Ambulance Service for FY 2013.
}.'3
'. • Item 14.odf
A copy is attached.
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena ,
Cauley , Mallard, Peters , Wassermann .
15. Consider and take action on an agreement with Grantworks, Inc. to perform
environmental review for administration of 2013 Texas Capital Fund grant.
LD Item 15.odf
Cost to Brazos County will be $5,000. A copy of the Agreement is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard,
Peters, Wassermann .
16. Title IV -E Child Welfare Services FY2014 Contract # 23940058
D Item 16.odf
The effective date is August 30, 2013. A copy is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters,
Wassermann .
17. Title IV -E Legal Services FY2014 Contract # 23940059
Item 17.odf
Vol.—/ - P9• /.�
The effective date is August 30, 2013. A copy is attached.
Motion: Approve , Moved by Commissioner Lloyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley,
Mallard , Peters, Wassermann .
18. Discuss and take possible action on contract with Cameron County for Juvenile
Residential Services.
LD Item 18.odf
The term of the agreement is for twelve (12) months commencing September 1, 2013
and ending August 31, 2014. The cost to Brazos County is as follows:
$95 per day per child
A copy of the contract is attached.
Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner
Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Peters ,
Wassermann.
19. Consider and take action on an agreement with Citibank, N.A. for depository services.
0- Item 19.pdf
The term of the contract is from September 1, 2013 through August 31, 2017. A copy of
the contract is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard,
Peters , Wassermann .
20. Approval of contracts for subscriptions for Lexis Nexis for the County Attorney's Office
and all Judges.
Item 20.odf
The renewal periods and monthly commitment amounts are as follows
09 -01 -2013 to 08 -31 -2014 $935 per month
09 -01 -2014 to 08 -31 -2015 $963 per month
09 -01 -2015 to 08 -31 -2016 $992 per month
A copy 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 .
21. Approval of contract with Texas Voting Systems and the committee's decision to contract
with Texas Voting Systems due to no proposals being received for RFP # 2013 -71,
Election Services.
Ub Item 21.odf
Due to no other proposals being received, the Court awarded RFP #2013 -71 and
approved as submitted the contract with Texas Voting Systems and the committee's
decision to contract with Texas Voting Systems. Cost to Brazos County will be $24,900
for the Brazos County Constitutional Amendment Election, City of Bryan, Bryan
Independent School District, City of College Station and College Station Independent
School District Elections to be held November 5, 2013. A copy of the contract is
f
�g�_ pg. /s%
attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard ,
Peters, Wassermann .
22. Requisition # 00043815 to Mitchell & Morgan in the amount of $6,000.00 for the
Engineering report for the EDA Grant to upgrade Mumford Road.
0 Item 22.odf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters, Wassermann .
23. Consider and take action on acceptance of the roads ( Bentwood Drive, White Fawn
Circle, La Posada Circle, Meadowhill Drive, Morning Dove Circle, Arrowhead Ct., Falling
Leaf Ct., Painted Sunset Court, Shadow Bend Court, Ripple Wood Court, Mirror Pond
Court and La Granja Court) and associated roadway drainage structures of Bentwood
Estates Phase 1 and Phase 2 into the Brazos County road maintenance system. Site is
located in Precinct 1.
Is? Item 23.odf
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard, Peters, Wassermann .
24. Consider and take action on acceptance of the roads (Lariat Lane, Vintage Oaks Drive
and High Meadow Trail) and associated roadway drainage structures of Saddle Creek
Subdivision Phase 3 and Phase 5 into the Brazos County road maintenance system. Site
is located in Precinct 1.
D Item 24.odf
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters, Wassermann .
25. Consider and take action on the Final Plat of Indian Lakes Subdivision Phase XI I, 18.460
Acres, J.M. Barrera Survey, A -69, College Station (ETJ), Brazos County, Texas. Site is
located in Precinct 1.
D Item 25.odf
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters, Wassermann .
26. Consider and take action on the Wellborn S.U.D. utility permit to construct road bore
under Burt Road. This project will provide water service to new customer at address
#4542. Site is located in Precinct 2.
D Item 26.odf
The County Judge noted that this was in Precinct 4 rather than Precinct 2 as noted on
the agenda.
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters, Wassermann .
27. Tax Refund Applications for the following:
Vol. %___�_ . P( /s8'
D Item 27.odf
• a. Virgil T. Hare - overpayment - $45.76
• b. CIP (TX) LLC- overpayment - $100.00
• c. Susan Marie Hartzog - overpayment - $62.70
• d. Royce Properties- overpayment - $1939.13
Motion: Approve , Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
28. Budget Amendments.
Budget Amendments FY 12/13 46.1 thru 46.12
0 Item 28A
46.1 Reallocate funds for Associate Judge #2
46.2 Transfer funds from General Fund Contingency to District Attorney
46.3 Reallocate funds for Justice of the Peace 3
46.4 Reallocate funds for Facilities Services
46.5 Reallocate funds for Facilities Services
46.6 Transfer funds from General Fund Contingency to Court Support- Criminal
46.7 Reallocate funds for Juvenile Title IV -E
46.8 Reallocate funds for Road & Bridge Shop
46.9 Reallocate funds for Non - Departmental
46.10 Transfer funds from General Fund Contingency to Court Annex
46.11 Reallocate funds for Juvenile Detention
46.12 Recognize revenue for District Attorney Forfeiture.
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
29. Personnel Change of Status.
Personnel Action Forms
D Item 29.odf
A copy of the personnel Change of Status Requests is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard ,
Peters, Wassermann .
30. Payment of Claims.
SD Claims Sheet i)df
0 BILL LIST 08.27.13.odf
7113378 through 7113630
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters, Wassermann .
31. Convene into the following Executive Sessions:
p9.-5%
. a. Executive Session pursuant to Texas Government Code 551.072 to deliberate
the purchase, exchange, lease, or value of real property.
At this point, the County Judge announced the Court would consider items 33 through
39 then return to convene into Executive Session.
Having considered the previously noted agenda items, at 10:45 a.m. the County Judge
announced the meeting closed to the public so that the Court could meet in Closed
Executive Session to discuss the purchase of real property as allowed under Section
551.072 of the Texas Government Code. The following individuals were asked to stay for
the meeting:
Candy Gallego, Executive Assistant
Bill Ballard, Civil Counsel
Bill Jeanes, Risk Manager
. b. Executive Session pursuant to Texas Government Code 551.071 to consult with
attorney about pending or contemplated litigation and /or a settlement offer.
The following individuals were asked to stay:
Larry Summers, Attorney
Bill Jeanes, Risk Manager
Jennifer Salazar, Human Resources Director
Bill Ballard, Civil Counsel
Sheriff Chris Kirk
Chief Deputy Jim Stewart
Candy Gallego, Executive Assistant.
32. Consider and possible action on Executive Sessions.
At 11:23 a.m. the County Judge announced the meeting open to the public and
announced that no action would be taken on the Closed Executive Session.
33. Acknowledgement of the Order Reappointing County Auditor.
10 Item 33.odf
The Court acknowledged receipt of the Order of the District Judges reappointing the
County Auditor.
34. Acknowledgement of the Order Determining Compensation of County Auditor and
Assistant County Auditors.
0 Item 34.odf
The Court acknowledged receipt of the Order of the District Judges determining the
compensation of the County Auditor and Assistant County Auditors.
35. Acknowledgement of the Order Determining Compensation of Court Reporters.
D Item 35.odf
The Court acknowledged receipt of the Order of the District Judges determining the
compensation of the Court Reporters.
36. Acknowledgement of the Research Valley Partnership, Inc. Financial Statements with
Independent Auditor's Report for the Year Ended September 30, 2012.
1D Item 36.odf
Item 36 financial statement.odf
The Court acknowledged receipt of the Research Valley Partnership, Inc. (RVP) financial
statements for the year ended September 30, 2012.
37. Sheriff's report on inmate population.
Sheriff Chris Kirk stated there were 629 inmates in jail, 48 have electronic monitors and
14 are pending for monitors.
38. Announcement of interest items and possible future agenda topics.
There were no announcements.
39. Call for Citizen input and/or concerns.
Dr. Doug Vance, Director of the Juvenile Services Department thanked Sheriff Chris Kirk
for his help in moving furniture, the IT staff for moving computers and maintenance staff
while the Juvenile facility was being painted.
40. Adjourn.
1 Pg /C/
The foregoing minutes of the Commissioners Court meeting held August 27, 2013 have
been examined and are approved in open Court this 1� day of
PXYI
6-e r, 2013, in Bryan, Brazos County, Texas.
AA.,
Duane Peters Lloyd WAssermann
County Judge
Commissioner, Precinct 1
4xw 4&7Zs-- a-
Sammy Catalso Kenny Mallard
Commissioner, Precinct 2 Commissioner, Precinct 3
Commissioner,
Attest:
96iL �(—
Kdr6n McQueen
County Clerk
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BRAZOS COUNTY COMNIISSIONERS COURT
Meeting on - i ga, 0
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BRAZOS COUNTY COMMISSIONERS COURT
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WHEREAS: The Brazos Valley Fair and Expo, a regional fair whose reach and scope
will encompass the entire state of Texas and surrounding areas, will be
held September 5 -8, 2013 for this, its exciting Second Annual Event; and
WHEREAS: The Brazos Valley Fair and Expo is dedicated to its motto: "Showcasing
Agriculture, Education and Youth to Enhance our Texas Culture"; and
WHEREAS: The Brazos Valley Fair and Expo was organized for educational, scientific
and charitable purposes to encourage, promote and maintain agricultural
science, research and educational functions; and
WHEREAS: The Brazos Valley Fair and Expo is committed to providing funds for
scholarships and other educational programs to educate the youth of Texas
for future generations.
NOW, THEREFORE: I, Jason Bienski, as Mayor of the City of Bryan, and I, Nancy
Berry, as Mayor of the City of College Station, and I, Duane Peters,
Brazos County Judge do hereby proclaim September 2 - 8, 2013 as:
53w/m `Uatte# .90-aft- W e&
CITY OF BRYAN CITY OF COLLEGE STATION BRAZOS COUNTY
Jason Bienski, Mayor Nancy Berry, Mayor
`J'Wceainred tRr6 dark 4 Q.ugwt, 2013
pg.— /Cs�
RESOLUTION NO. 13-Dl(p
A RESOLUTION APPROVING THE BUDGET OF THE BRAZOS COUNTY EMERGENCY
COMMUNICATIONS DISTRICT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the laws of the State of Texas provided for interlocal governmental agreements to
benefit the citizens of the State; and,
WHEREAS, the voters of Brazos County have approved the establishment of the Brazos County
Emergency Communications District in accordance with State law; and,
WHEREAS, the Board of Managers of the District have approved the Budget for fiscal year
2013 -2014; and,
WHEREAS, Section 772.309 of the Health and Safety Code requires the approval of the
District's budget by the Commissioners Court of the County located in the District and a majority
of the participating jurisdictions in the District; and,
WHEREAS, the undersigned authorities have, in public meeting, approved the annual budget of
the District as submitted to them; NOW THEREFORE,
BE IT RESOLVED BY THE COMMISSIONER'S COURT OF BRAZOS COUNTY, TEXAS
THAT:
The Commissioner's Court of Brazos County, Texas hereby approves the annual budget
of the District as submitted to them and as provided for by law.
2. A copy of the budget is attached hereto as Exhibit "A" and incorporated herein by this
reference for al I purposes.
3. This Resolution shall be effective immediately upon its adoption and passage.
ADOPTED AND PASSED by affirmative vote this day of 2013.
BY:
Duane Peters, County Judge
ATTEST:
BY:
Karen Mcqueen,-County lerk
/4
i
July 24, 2013
Brazos County Commissioners Court
City of Bryan
City College Station
City of Kurten
City of Navasota
City of Wixon Valley
Member Jurisdictions:
Enclosed is the District's proposed budget for FY 2014 which outlines our financial plan for the
upcoming fiscal year. In accordance with Section 772.309 of the Texas Health and Safety Code,
the District is required to provide your entity with a copy of our proposed budget and allow you a
period of 45 days to review the document and submit any comments back to our Board of
Managers prior to the adoption of the budget. If we do not receive your approval or disapproval
within 60 days, your consent will be assumed.
As you review this proposal, please keep in mind the unique dual mission of our District: first, as
the managing authority of our local 9 -1 -1 system and second, as administrators of our combined
communications center. It is important to note that each one of these missions is financed by its
own distinct funding source and this budget is designed to distinguish the costs associated with
each of our missions while accurately and fairly dividing those costs between all entities that
have an investment in our operations.
For your convenience, I have also included a resolution approving our budget if you would like
to use it. However, you are free to comment, approve, or disapprove our budget using any
procedures or resolution which your organization deems appropriate.
Please do not hesitate to contact me with any questions you may have regarding this proposal
or any other aspect concerning the operation of the District.
R pec ully submitted for your consideration,
Patrick C. Corley
Executive Director
Vol.
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DISTRICT
TOTALS
10
REVENUE
12
EXPENDITURES
13
WAGES
14
BENEFITS
15
SUPPLIES
16
MAINTENANCE & CONTRACTUAL SERVICES
17
EDUCATION, TRAINING & MISC. SERVICES
19
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CITY OF DISPATCH
WAGES
22
BENEFITS
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SUPPLIES
24
MAINTENANCE & CONTRACTUAL SERVICES
25
EDUCATION, TRAINING & MISC. SERVICES
26
BRAZOS COUNTY DISPATCH
WAGES
28
BENEFITS
29
SUPPLIES
30
MAINTENANCE & CONTRACTUAL SERVICES
31
EDUCATION, TRAINING & MISC. SERVICES
32
Vol. �� 17�
May 9, 2013
The Board of Managers:
Ron Mayworm, Chairman
Judge Duane Peters
Commissioner Lloyd Wassermann
Hugh Walker
Chief Jeff Capps
Mike Hood
Board Members,
Attached is the District's preliminary budget for FY 2014 which outlines expenditures for 9 -1 -1 and
provides a starling point for us to begin working with the City of Bryan and Brazos County to determine
their dispatch related needs for the upcoming year. As in the past, this budget is designed to distinguish
the costs associated with each of our missions while accurately and fairly dividing those costs between all
entities that have an investment in our operations.
We have some major projects planned for the 9 -1 -1 side of our operation in the upcoming fiscal year.
The budget includes funds for the purchase and installation of a new, state -of- the -art, IP based 9 -1 -1
system. While our current 9 -1 -1 system has served us well since December of 1999, we look forward to
moving on to newer technology and the possibilities provided by the enhanced feature set of the new
system. Also included for FY '14, are funds for some much need facility improvements for the District. I
will be updating the Board on the specifics of these improvements at our next meeting.
In dispatch, we have worked hard over the past year to improve efficiency by instituting sound, common
sense policies, and developing new methods to balance workloads and expenses to ensure we are
staying on track financially. We have been very successful in this endeavor and have developed a
proven approach to ensure we can continue to meet our goal of providing a high level of service at a
minimal price point.
Our plan for dispatch this year is to focus on quality with an emphasis on employee retention. Included in
this preliminary budget, are a number of charts and graphs related to employee retention which outline
some of the areas In need of improvement. In short, our dispatchers are paid a competitive wage when
they begin their tenure with the District, but we quickly fall behind most other agencies when it comes to
our more experienced staff. This opens the door for our veteran dispatchers to pursue other careers
which pay a higher wage. I believe this plays a major role in our high turnover rate. In response, I am
proposing some market adjustments to the pay scale which will begin the process of aligning our pay
scale to that of similar agencies.
I plan to explain all aspects of the budget at our upcoming meeting on the 16'° of May, but please do not
hesitate to contact me with any questions you may have regarding this proposal prior to the meeting.
Respectfully submitted for your consideration, Pi 1. v
Patrick C. Cor
Vol. l 4f Pg. 171
History & Purpose of the Brazos County 9 -1 -1 District:
One district, Two Missions
Our local 9 -1 -1 System:
The Brazos County Emergency Communications District was created in 1988 under
the authority of the Texas Emergency Telephone Number Act to build and
maintain an Enhanced 9 -1 -1 emergency communications system to serve the
citizens of Brazos County. The Brazos County 9 -1 -1 District continues these efforts
today by continually upgrading and enhancing our 9 -1 -1 system as new technology
becomes available. Our local system is funded by emergency service fees which
are paid monthly by local individuals and businesses that own a landline, wireless,
or VolP phone. The District owns and maintains the equipment and network
infrastructure needed to route all 9 -1 -1 calls originating within the political
boundary of Brazos County to an appropriate 9 -1 -1 answering point.
Our Combined Dispatch Center:
Shortly after the District was formed, we began operating a dispatch center for
local agencies interested in taking advantage of the cost savings and operational
advantages of a combined communications center. Today, we provide dispatch
services, at cost, for the City of Bryan Police and Fire Departments, the Brazos
County Sheriff's Office, as well as all of the Constables and Volunteer Fire
Departments in Brazos County. Participation as a member of our combined
dispatch center is renewed annually and participating entities are billed monthly
in order to fund the center's operation.
Mission Statement
The mission of the Brazos County Emergency Communications District
is to provide swift and appropriate access to public safety services for
the citizens of this community.
Vol. Or Pg.1%%0
Prepare a Preliminary version of the budget which outlines several options for the upcoming year.
-County Applications due May 15th, contacted Irene Jett with the County
Budget Office on 4/25 to explain our process with the County.
(May 16th) Present Preliminary Budget to BOM and discuss District's needs for upcoming year
Set up meetings with City of Bryan & Brazos County to discuss specific plans and goals for the
Combined Communications Center and identify priorities for the dispatch portion of the budget
Set appointments for Council Presentation and County Budget Hearing
j (Calendar for County opens May 26th)
(June 21) Optional Board meeting to update BOM on status of Budget
Present Preliminary Budget to Bryan City Council and Brazos County Commissioner's Court
County Budget Hearings will be held the 1st -12th
(July 18th) Present the Proposed Budget to BOM for approval
Mail Proposed Budget & Resolutions to entities (MUST be received no later than August 1st)
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FY 2014 BUDGET TOTALS
9-1-1 DISTRICT
WAGES
APPROVED FY 2013
$370,251
PROPOSED FY 1014
$357,959
f ROM Fy 201
)$12,292)
BENEFITS
$157,819
$174,895
$17,076
SUPPLIES
$9,650
$9,650
$0
MAINTENANCE & CONTRACTUAL SERVICES
$477,044
$522,458
$45,414
EDUCATION, TRAINING & MISC. SERVICES
$58,000
$56,850
($i,iSO)
CAPITAL OUTLAY
$44,500
$1,280,000
$1,235,500
CAPITAL RESERVE
$0
$0
$0
9 -1 -1 DISTRICT TOTAL:
$1,117,264
$2,401,811
$1,284,547
CITY M e
WAGES
$917,813
$968,131
,
$50,318
BENEFITS
$389,007
$416,212
$27,205
SUPPLIES
$6,466
$6,369
($97)
MAINTENANCE& CONTRACTUAL SERVICES
$47,574
$45,130
{$2,444}
EDUCATION, TRAINING & MISC. SERVICES
$20,903
$21,117
$214
CITY OF BRYAN DISPATCH TOTAL:
1 $1,381,763 ;'
1 $1,456,959
$75,196
BRAZOS COUNTY DISPATCH
WAGES
$487,037
$520,995
$33,958
BENEFITS
$205,849
$223,024
$17,175
SUPPLIES
$3,184
$3,281
$97
MAINTENANCE & CONTRACTUAL SERVICES
$47,635
$46,347
($11288)
EDUCATION, TRAINING & MISC. SERVICES
$10,996
$11,552
$556
BRAZOS COUNTY D15PATCH TOTAL:j
$754,701
1 $805,199
1 $50,498
FY 2014 GRAND TOTAL:
,o
Ea- Pg. /80 l
9 -1 -1 DISTRICT
M 4 / Will
■
REVENUE
APP FY 2013 PRO posko f Y 2014 .1- FROM FY2013
oil ! 11
Emergency Service tees $1328,000 $1,3 28 000 $0
rEmergencyServiceFerrt
es are col lected from individuals and businesses on a monthly basis that use a landline, wireless, or VoIP
hese funds are used to pay for the personnel and equipment needed to build and maintain our local 9 -1 -1 system.
Interest Income $2,500 1 $2,500 1 $0
t earns interest from our investment account with TexPool. The anticipated amount of interest to be earned in FY
r2014
lected above.
Contracts $2,136,465 $2,262,159 $125,694
rutliDispatch
lnin represents revenue generated by the Contracts for Dispatch Services between the 9 -1 -1 District and the City of
azos County. Specific details of the costs involved in these contracts can be found in this document in the sections
patch Services Expenditures for the City of Bryan (COB) and Brazos County (BC).
Fund Transfer from Reserves $0 $1,071,311 1 $1,071,311
The District will be transfering money from reserves during this fiscal year to fund anew 9 -1 -1 system as well as some major
facility improvements.
APP FY 2013 PRO posko f Y 2014 .1- FROM FY2013
oil ! 11
EXPENDITURES
TOTAL
13 /V ��
-1 -1 District O eratin Costs $1,072,764 $1,121,811 $49,047
resents the annual operati ng cost of the District's 9 -1 -1 system. This includes wages, benefits, supplies,
rnote9
ontracts, education, training, and all other misc. costs. Capital purchases are not included in this figure, but are
d ely below.
11
Dispatch Operating Costs $2,136,464 $2,262,159 $125,695
This figure represents the total annual expense to operate the Combined Dispatch Center. This includes wages, benefits,
supplies, maintenance contracts, education, training, and all other misc. costs.
•. r
1101 :11111:10 1111IM111141:111 Isle
Capital Outla $44,500 $1,280,000 1 $1,235,500
rThese
funds are used to upgrade furniture and equipment owned by the 9 -1 -1 District. Capital outlay for FY 2014 has increased
cantly due to the purchase of a new county wide 9 -1 -1 system as well as some major facilitty improvements.
to Capital Reserve $213,237 $0 $223,231
rTransfers
The strict does anticipate the transfer of any money into reserves for fY 2014.
TOTAL
13 /V ��
Director
line item funds the salary for the Executive Director position and is paid 100% with 9 -1 -1 emergency service
line item funds the hourly wages fort he Office Manger position and is paid 100% with 9 -1 -1 emergency service fees.
proposing that this position be eligible for up to a 4% merit increase based on a performance review.
Administrator
35
This line item funds the hourly wages for the 9 -1 -1 Systems Administrator position and is paid 100 % with 9 -1 -1 emergency
service fees. We are proposing that this position be eligible for up to a 4% merit increase based on a performance review.
0
r
9 -1 -1 Systems Analyst $79,323 $45,000 $34,323
v� This position uses a portion of the funds that previoulsy paid for the Associate Director's position. This position will support
the District's IT infrastructure and software systems.
APPROM ry 2011 PROPOSED FY 201a +± �+FfiO.xM FY 2014
I FIY
• •
F • ,
Human Resources Coordinator $33 954 $35,312 $1,358
This line item funds the hourly wages for the Human Resoures Coordinator position and Is paid 100% with 9 -1 -1 emergency
service fees. We are proposing that this position be eligible for up to a 4% merit Increase based on a performance review.
M �
Training/QA Manager $47,944 $56,890 $8,946
riningataunrd his position has changed from previous years. It now includes Quality Assurance duties in addition to training,
1 public education.
Overtime Pay $ 6,000 $6,000 $0
_.+'..... ` ":
This money is used to pay for overtime hours worked by hourly 9 -1 -1 administrative staff. It is based on historical data in
conjunction with our anticipated needs over the upcoming fiscal year.
F
Incentive Pay $2,730 $3,024 $294
Any District employee with at least six (6) years of service will earn longevity pay. This incentive accrues monthly and is paid
p'S
out each December.
Part-Time Pay $8,008 $8,008 $0
rThese
funds are used to pay for one janitorial position.
APPROM ry 2011 PROPOSED FY 201a +± �+FfiO.xM FY 2014
I FIY
• •
9 -1 -1 BENEFITS
APPROVED FY 2013 PROPOSED FY 2014 ♦1- FROM FY #pia
15 Vol.
Retirement $30,398 $27,961
$2,437
rThls y funds th e District portion of our retirement plan. The rate for the upcoming year will be is 7.99 %of
ll
the total wage
-time employee.
Worker's Comp, Insurance $2,277 $1,790
{$487)
rThis tem is used to pay for worker's compensation insurance at a rate of .S %of the total wages.
t
SS/Medicare $28,324 $27,384
$940
`;
This item funds the District's portion of Social Security and Medicare at a rate of 7.65% of the total wages.
>yt-
. .
Unemployment $1,240 $1,260
$20
This line item funds Unemployment as dictated by the Texas Workforce Commission. This rate varies annually and is a
percentage of the first $9000 of each employee's total wages.
Health Insurance $95,580 $116,500
$20,920
This line funds the health insurance premiums for District employees and retirees. It also includes the cost of
life insurance,
long term diability, as well as the administrative costs associated with the Flexible Spending Account.
O
APPROVED FY 2013 PROPOSED FY 2014 ♦1- FROM FY #pia
15 Vol.
APPxOVTO FY 2013 PROPOSED FY 2014 -1 FROM PY 2913
WBN��
9-1-1 SUPPLIES
Office Supplies $8,000 $8,000 $0
7Thesefnds are used to purchase general office supplies and paper goods in support of 9 -1 -1 District staff.
r
Postage & Shipping $650 $650 $0
7Thisunds costs associated with sending and receiving mail and parcels as well as the District's post office box.
Printing $1,000 $1,000 $0
..
These funds are used to produce training materials, posters, forms, and high volume copy jobs.
APPxOVTO FY 2013 PROPOSED FY 2014 -1 FROM PY 2913
WBN��
9 -1 -1 MAINTENANCE & CONTRACTUAL SERVICES
Copier Lease 1 $2,500 1 $2,500 j $0.
This item pays for the 9 -1 -1 District's portion of the copier lease. The District funds 50% of the total lease agreement with the
City of Bryan and Brazos County funding the remaining 50 %.
17 VOI. �. Pg. � �
Building Lease $30,000 $67,500 $37,500
°3
!; This item covers the District's portion of the lease payment along with some building maintenance, repairs, and cleaning.
/Radio Logging Recorder Maint. $1,685 $1,798 $113
rPhone
This em is used to pay for software and hardware maintainance on our system that records and stores our radio and
ffic. Costs for each entity are based upon the number of channels used.
PC & Network Maint. & Misc. E ui $4,830 $4,830 $0
;: This line provides funds for the repair and maintenance of existing PC's and associated hardware. Examples include keyboards,
'g
mice, video and sound cards, and Network Interface devices.
Financial Audit $8,000 $9,000 $0
.. This item funds an independent audit of the District's financial records as required by the Texas Health & Safety Code.
F
'r
+
Le al Fees $26,000 $20,000 ($6,000)
This line item funds the use of general counsel throughout the fiscal year as well as several legal partnership projects in
conjunction with the Texas 9 -1 -1 Alliance.
CAD Hardware & Software Maint. $9,417 $21,323 $11,906
7ye line em funds maintenance and technical support for the mapping and E9.1.1 interface to the Tiburon CAD system. this
is based on a historical annual increase.
a • a
Misc. Software Maint. $4,350 $4,785 $435
rThs nds software m aintenance for non -CAD related software such as the District's accounting package, anti -virus
page, testing software, etc.
Copier Lease 1 $2,500 1 $2,500 j $0.
This item pays for the 9 -1 -1 District's portion of the copier lease. The District funds 50% of the total lease agreement with the
City of Bryan and Brazos County funding the remaining 50 %.
17 VOI. �. Pg. � �
TOTAL 9 -1 -1 MAINTENANCE &
to El/8�
9-1-1 MAINTENANCE & CONTRACTUAL SERVICES (CONTINUED)
UPS Maintenance $1,000 $1,000 $0
This line item funds the annual maintenance, on -site repair, and technical support for the Uninterruptible Power Supply. The
}District pays for 50% of the total maintenance plan.
Non-Emergency Communications $14,262 $14,972 $710
r1hDistrict item includes non - emergency telephone lines, long distance charges, mobile devices, and internet connectivity for 9 -1-
personnel.
Cable Service $0 $750 $750
`.,.'
This line item pays our cable television service.
d
E -911 Services $375,000 $375,000 $0
rfees,eftc', ds are required to pay recurring costs on circuits, 9 -1 -1 equipment maintenance, software maintenance, database
hich are al l associated with the District's 9 -1 -1 System &Network.
TOTAL 9 -1 -1 MAINTENANCE &
to El/8�
WAPPROVED FY 7013 PROPOSED FY 2014 +/ FROM
-�i i'1 Mllt�
19 VOA.
[III M 14 ]!A 01WIRIMI ON •
Professional Development $20,000 $20,000 1 $0
rand
me item This line item provides funds for training and ongoing professional development through technical training classes, seminars,
1 ED p
This 7c
t7
r,
conferences.
and conferences.
•
Recruiting $1,000 $1,000 $o
This I line item provides funds related to the hiring process including advertising, security checks, skills testing, personality
item
m P
teting, and pre-employment medical and drug screening.
, a
g
I
Property & Liability Insurance $6,000 $6,950 $950
This item pays for the District's Property& Liability insurance policy.
77
MI,000
9-1-1 Public Education $20,000 $0
This item funds the purchase of products and services which promote 9-1-1 education in Brazos County as well as costs
associated with special functions such as National Telecommunicator week and 9-1-1 day.
Car Allowance $9,000 $6,900 SZ,loo
74duties.
These funds offset the cost of gas plus wear and tear on the employee's vehicle for in-town driving while performing District
T
Dues & Subscriptions $2,000 $2,000 $0
These funds pay for memberships to professional organizations such as the National Emergency Number Association (NENA)
These
the Association of Public Safety Communications Officials - International (APCO). The District membership to the Chamber
of Commerce Is also included.
0
WAPPROVED FY 7013 PROPOSED FY 2014 +/ FROM
-�i i'1 Mllt�
19 VOA.
APPROVEDyyF��V 21011 PROPOSED FY 700 +j FRtOM FY 2013
•• j919 : 6 6 8 1 1 1
III 111111 111111111111111111111111111111 . .4 1
r
-M. I
Re lacement Monitors $3,500
$4,000
$500
7Historically,
several monitors are In need of replacement each year and these funds provide a means by which to purchase
onitors and associated mounting hardware.
. • IJ
Facili improvements/Furniture & Fixtures $5,000
$250,000
$245,000
rOffurniture is upgraded as needed to meet the needs of the District.
Upgrade Com uter Network 55,000
$5,000
$0
rThese unds are used to replace or upgrade District network infrastructure.
r •
U grade PC & Hardware $13,000
$13,000
$0
T,. This money replaces and upgrades District computers, printers and other related hardware.
'a"
W:
'
1011111141" UW0111121LOW r
4 i
9 -1 -1 Equipment U rades 1 $10,000 1
$1,000,000
1 $990,000
rThIs em funds network, PC, and server upgrades specific to the 9 -1 -1 system and network. This year's budget includes
r a new Gouty wide IP based 9 -1 -1 system.
Replacement Fund $8,000
$5,000
$0
rEmergency
These ds will provide the necessary revenue to replace critical equipment that may fail unexpectedly.
APPROVEDyyF��V 21011 PROPOSED FY 700 +j FRtOM FY 2013
•• j919 : 6 6 8 1 1 1
CITY OF BRYAN
Kol 0 60fol i� l '
APPROVED FY 2413 PRW1�OW55,ED FY 2014 +/" FROM FY 21313
• • :5" 1
CITY OF BRYAN DISPATCH
MINIM= I 111=11111
Director of Dispatch Operations $31,080 $32,323 $1,243
TTh's'o'rine
item funds the salary for the Director of Dispatch Operations position and is shared 50 %/50% with the City of Bryan &
raCounty. We are proposing that this position be eligible for up to a 4% merit increase based on a performance review.
Supervisors 4 $117,539 $135,235 $17,696
rCommunications
This unds the salary for 4 C ommunications Shift Supervisors with the costs being shared based upon the amount of
icated to each entity.
Call Takers 1 $23,685 $26,456 $771
reNon-Emergency
hntity e funds pay for personnel to man our non - emergency call taking position. The amount of funding requested from each
is based on historical call volumes. COB will fund 7S %far FY 2014.
Emergency Operators 8 $205,483 $211,648 $6,165
It, unds the salary for 8 Emergency Operators and is shared 78 %COB and 22% BC.
r
City of Bryan Emergency Dis atchers 12 $390,158 $407,016 $16 858
rtnjTh
line item funds the salary for 12 Emergency Dispatchers and is funded 100% by COB. These dispatchers man the Primary
Radio, Secondary BPD Radio, &Bryan Fire Department Radio.
Overtime Pay $80,329 $82,453 $2,124
'6 !
When dispatchers take leave time or attend training, the District uses overtime funds to maintain an acceptable level of service
".
in the dispatch center. Some special events may also require additional manpower,
Incentive Pay $27,200 $30,644 $3,444
rnoht th certain skill sets or assignments maybe eligible for some pay incentives. Examples include language pay,
rential, trainers, and team leader s. Some employees also qualifyfor longevity pay.
Part -Time Pay $40,339 $42,356 $2,017
! Part-Time personnel serve the same function as full time employees. They are scheduled to cover peak times, fill In for
-. dispatchers taking leave, or provide additlonal manpower during special events.
APPROVED FY 2413 PRW1�OW55,ED FY 2014 +/" FROM FY 21313
• • :5" 1
CITY OF BRYAN DISPATCH BENEFITS
TOTAL CITY OF BRYAN DISPATCH BENEFITS $389,007 : 1 $416,212 1 $27,205
�8� X93
23
,-
affywaimm
Retirement $72,041 $73,969.44
$1,928
F
s money funds the COB portion of our retirement plan. This year's contribution rate will be 7.99% of the total
full -time
ges.
s y
Worker's Com . Insurance $5 645 $4 841
$844
rThis
line item is used to pay for worker's com pensation insurance at a rate of .S %of the total wages.
SS /Medicare $70,213 $74,062
$3,849
,: This item funds the COB portion of Social Security and Medicare at a rate of 7.65% of each employee's wage.
Unemployment $4,813 $5,176
$363
rThis item funds the COB portion of Unemployment from the Texas Workforce Commission. This rate is a percentage of the
0 of each employee's total wages.
Health Insurance $236,295 $258,164
$21,869
�, ;
rThs the health insu rance premiums for District employees and retirees. It also includes the cost of life insurance,
lity, as well as the administrative costs associated with the Flexible Spending Account.
TOTAL CITY OF BRYAN DISPATCH BENEFITS $389,007 : 1 $416,212 1 $27,205
�8� X93
23
APPROVED FY 2013 PROPOSED FY 2Ot4 .1 FROM FY 2023
• • 1
24
Vol. _ Pg.
CITY OF
Office Supplies $5,360 $5,280 $80
7Theseds are used to purchase general office supplies and paper goods in support of the COB dispatch staff.
Postage & Shipping $436 $429 $7
rThisitemunds costs associated with sending and receiving mail and parcels related to our dispatch operation.
Printing $670 $660 $10
These funds are used to produce dispatch related training materials, posters, forms, and high volume copy jobs.
l?
APPROVED FY 2013 PROPOSED FY 2Ot4 .1 FROM FY 2023
• • 1
24
Vol. _ Pg.
IMU�� N��Efffflmm.
aRRRavrn FY 2013 PROPOSED Fy 2014 �f FROM FY 2013
25 Af
CITY OF BRYAN DISPATCH MAINTENANCE & CONTRACTUAL SERVICES
• NCZMZWZ. ••
Building Lease 1 $19,200 1 $14,850 $4,350
rThis overs the C OB portion of the lease payment along with some building maintenance, repairs, and cleaning.
Phone Radio Logging Recorder Maint. $3,033 $3,559 $526
This line item is used to pay for software and hardware maintenance on the system that records and stores our radio and
q"t'
a;.
phone traffic. Costs for each entity are based upon the number of channels used.
• • , .y
C & PC Network Maintenance & Misc. Equip. $1 387 $1,443 $56
provides funds for the repair and maintenance of existing PC's and associated hardware. Examples include keyboards,
rTh,is
eo and sound cards, and Network Interface devices.
r +
r
Misc. Software Maint. $2,915 $3,158 $243
This line item funds software maintenance for non -CAD related software such as the District's accounting package, anti -virus
.. ,.
software, web page, testing software, etc.
Copier Lease $1,675 $1,650 ($25)
This item pays for the COB portion of the copier lease. The District funds 50% of the total lease agreement with the City of
Bryan and Brazos County funding the remaining 50% based on the amount of resources dedicated to each entity.
UPS Maint. $660 $660 $0
rhiiws em funds th e COB portion of the annual maintenance, on -site repair, and technical support for the Uninterruptible
ply.
Non-Emergency Communications Services $18,704 $19,810 $1,106
., `
This line item includes non - emergency telephone lines, long distance charges, and mobile devices for Dispatch personnel.
r: G
IMU�� N��Efffflmm.
aRRRavrn FY 2013 PROPOSED Fy 2014 �f FROM FY 2013
25 Af
l
TOTAL CITY OF BRYAN EDUCATION, TRAINING & MISC. SERVICES: '.'0.903 . 1 $2'Xf117 $214
28 VOI. f �7 g. /j
CITY OF BRYAN DISPATCH EDUCATION,
Property & Liability Insurance $3,960 $4,587 $627
rThIs
Professional Development $12,661 $12,474 (5187)
rThis
line item provides funds for dispatch related training and ongoing professional development through technical training
es, seminars, and conferences.
Car Allowance $1,200 $1,200 $0
Recruiting $2,680 $2,460 $220
rThis
line item pro vides funds related to the dispatcher hiring process including advertising, security checks, skills testing,
onality testing, and pre - employment medical and drug screening.
l
TOTAL CITY OF BRYAN EDUCATION, TRAINING & MISC. SERVICES: '.'0.903 . 1 $2'Xf117 $214
28 VOI. f �7 g. /j
Property & Liability Insurance $3,960 $4,587 $627
rThIs
item pays for the COB portion of our Property & Liability insurance policy.
Car Allowance $1,200 $1,200 $0
7relasted ds offset the cost of gas plus wear and tear on the employee's vehicle for in -town driving while performing dispatch
ties.
Due s & Subscriptions $402 $396 $6
'.'.`..',,
These funds pay for memberships to professional organizations such as the National Emergency Number Association (NENA)
". a'I',.;
and the Association of Public Safety Communications Officials - International (APCO).
l
TOTAL CITY OF BRYAN EDUCATION, TRAINING & MISC. SERVICES: '.'0.903 . 1 $2'Xf117 $214
28 VOI. f �7 g. /j
27
BRAZOS COUNTY DISPATCH WAGES
nircrtnr M llicnntrh nncratinnc
Sa•l nftn I 412.171 I ti 74:t
TOTAL BRAZOS COUNTY WAGES:I $497,037 1 $520,995 '1 $33,958 1
28 Vol.
This line item funds the salary for the Director of Dispatch Operations position and is shared 50 % /50% with the City of Bryan &
18razosCounty.
We are proposing that this position be eligible for up to a 4% merit increase based on a performance review.
I.
Communications Supervisors (4) $60,550 $69,666 $9,116
rThais item funds th e salary for 4 Communications Shift Supervisors with the costs being shared based upon the amount o1
er dedicated to each entity.
- Emergency Call Takers (1) $6,828 $7,462 $634
y for personnel to man our non - emergency call taking position. The amount of funding requested from each
rentiNon
ty on historical call volumes. BC will fund 22 %for FY 2014.
Emergency Operators(8) $54,622 $59,696 $5,074
7This
line item funds the salary for 8 Emergency Operators and is shared 78% C08 and 22% BC.
Brazos County Emergency Dispatchers (8) $260,105 $271,344 $11,239
r'ThVis
ne item funds t he salary for 8 Emergency Dispatchers and is funded 100% by BC. These dispatchers man the BC50 Radio
/Constable Radio positions.
r
Overtime Pay $38,651 $ 42,476 $3,825
patchers take leave time or attend training, the District uses overtime funds to maintain an acceptable level of service
rin
patch center. Some special events may also require additional manpower.
Incentive Pay $14,420 $16,208 $1,788
17n)1igM
atchers with certain skill sets or assignments may be eligible for some pay incentives. Examples include language pay,
shift differential, trainers, and team leaders. Some employees also quality for longevity pay.
Pay $20,781 $21,820 $1,039
rPart-Time
-Te personnel serve the same function as full time employees. They are scheduled to cover peak times, fill in for
disrpaticmhers taking leave, or provide additional manpower during special events.
APPROVED FY 2013 •.
TOTAL BRAZOS COUNTY WAGES:I $497,037 1 $520,995 '1 $33,958 1
28 Vol.
TOTAL BRAZOS COUNTY DISPATCH BENEFITS
29
11111 1111 1111111 11 • • MR-11A 4. 1 •'.•• 1 1•
'. 1
Retirement 1 $38,280 $39,884
$1,604
,:IJ,�
This money funds the BC portion of our retirement plan. This year's contribution rate is 7.99% of the total full -time wages.
G
r • •. . 1 1.1 1 .
•. 1
I
Worker's Camp. Insurance $2,995 $2,605
$394
}
This line item is used to pay for worker's compensation insurance at a rate of .5% of the total wages.
r • . 1 1 . •. 1 1•
. 1
il
SS /Medicare $37,258 $39,856
$2,598
7This u nds the BC portion of Social Security and Medicare at a rate of 7.65 %of the each employee's wage.
I • •• 1 1 •••• 1 1
• 1
Unemployment $2,531 $2,743
$212
rhis em funds the BC portion of Unemployment from the Texas Workforce Commission. This rate is a percentage of the
of each employee's total wages.
Health Insurance 1 $124,785 1 $137,936 1
$13,151
�
This line funds the health Insurance premiums for District employees and retirees. It also Includes the cost of life insurance,
...<
long term diability, as well as the administrative costs associated with the Flexible Spending Account.
TOTAL BRAZOS COUNTY DISPATCH BENEFITS
29
APPROVFDFY2013 PROPOSED Fy 20 14 FROM FY ZO t3
TOTAL BRAZOS COUNTY DISPATCH SUPPLIES:1 $3,1$4 1 $3,2$1 $97
30 / g# o� V
• •'. I 1 •'.'. 1 I
.. 1
Offic $2,640 $2,720
�Supplies
$SO
71These ds are used to purchase general office supplies and paper goods in support of the BC dispatch staff.
Postage & Shi in $214 $221
$7
,�
This item funds costs associated with sending and receiving mail and parcels related to our dispatch operation.
W`
d
• • 1
Printing $330 $340
$10
TgThe,77d, e u sed to produce dispatch related training materials, posters, forms, and high volume copy jobs.
APPROVFDFY2013 PROPOSED Fy 20 14 FROM FY ZO t3
TOTAL BRAZOS COUNTY DISPATCH SUPPLIES:1 $3,1$4 1 $3,2$1 $97
30 / g# o� V
APPROVED FY 2013 yll PROPOSED FY 2014 */-FROMFY2013
TOTAL BRAZOS COUNTY MAINT.& CONTRACTUAL SERVICES4 $47,635 $46,347 1
31�
VI -
1 ' COUNTY DISPATCH MAINTENANCE CONTRACTUAL
Buiidin Lease $10,800 $7,650 $3,1501
Tisitem
covers the BC portion of the lease payment along with some building maintenance, repairs, and cleaning.
Phone /Radio Logging Recorder Maint. $2,022 $1,833 $189
This line item is used to pay for software and hardware maintainance on the system that records and stores our radio and
"
phone traffic. Costs for each entity are based upon the number of channels used.
PC & PC Network Maintenance & Misc. Equip. $799 $743 $56
This line provides funds for the repair and maintenance of existing PC's and associated hardware. Examples include keyboards,
mice, video and sound cards, and Network Interface devices.
DESCRIPTION APPROVED FY 2013 i
i i
CAD Hardware & Software Maint. $17,376 $20,832 $3,456
`,,
This line item funds the BC portion of maintenance and technical support for the Tiburon CAD system.
LINE 9
LINE ITEM DESCRIP-PON APPROVED
+
Misc. Software Maint. $1,435 $1,627 $192
This line item funds software maintenance for non -CAD related software such as the District's accounting package, anti -virus
.,
iFk
software, web page, testing software, etc.
LINE 4
LINE ITEM DESCRIPTION APPROVED FY 2013 PROPOSED Fy 2014 .. 1
i
Copier Lease $825 $850 $25
v5..:.
This item pays for the BC portion of the copier lease. The District funds 50% of the total lease agreement with the City of Bryan
.
and Brazos County funding the remaining 50% based on the amount of resources dedicated to each entity.
LINE 4
LINE ITEM DESCRIPTION APPROVED FY 2013 .•. . FY 2014 FROM FY 1
i
UPS Maint. 1 340 1 $340 $0
ut ]This
line item funds the BC portion of the annual maintenance, on -site repair, and technical support for the Uninterruptibie
Power Supply.
i 1
Non-Emergency Communications Services $12,038 $10,472 $1,566
',
This line item includes non - emergency telephone lines, long distance charges, and mobile devices for Dispatch personnel.
LINE ITEM DESCRIPTION APPROVED Fy 2013 PROPOSED
t
VHF Radio Emergency Repairs $2,001) $2,000 $0
i3 ;,
This line item covers emergency repairs on the secondary SO radio channel which is no longer covered by a maintenance plan.
APPROVED FY 2013 yll PROPOSED FY 2014 */-FROMFY2013
TOTAL BRAZOS COUNTY MAINT.& CONTRACTUAL SERVICES4 $47,635 $46,347 1
31�
VI -
BRAZOS COUNTY DISPATCH EDUCATION,
Professional Develo ment $6,238 $6,425 $187
7Thsssliesitem provides funds for dispatch related training and ongoing professional development through technical training
minars, and conferences.
Rec iting $1320 $1,360 $40
7Thrs em provides funds related to the dispatcher hiring process including advertising, security checks, skills testing,
testing, and pre - employment medical and drug screening.
i
Property & Liabilit Insurance $2,040 $2,363 $323
;This
item pays for the BC portion of our Property Liability insurance policy.
O
Car Allowance $1,200 $1,200 $0
7These set the cost of gas plus wear and tear on the employee's vehicle for in -town driving while performing dispatch
& Subscriptions $198 $204 $6
7andDues
stehe s pay for memberships to professional organizations such as the National Emergency Number Association (NENA)
sociation of Public Safety Communications Officials - International (APCO).
TOTAL BRAZOS COUNTY EDUCATION, TRAINING & MISC. SERVICES: $10,996 SS1,SS2 $W
32 �I UI...__/ f7l il.). .. �
.. Prescribed by Secretary of Stale_
Section 32.002 (d), V.T.C.A., Election Code 8/07
1, Karen McQueen, County Clerk of Braws County do hereby submit the following persons for appointment
as presiding judge and aitemate judge for elections conducted by the county as required upon receipt of timely list(s)
submitted by the appropriate political party chairs or as recommended by me if no list(s) were submitted timely by
party chairs. The appointment will be a I year term, ending on July 31, 2014.
Yo, Karen McQueen, Escribiente del Condado, del condado de Brazos someto par este media para nombrar
las persoms siguientes coma juez de presidencia y juez alterno par alas elecciones conducidas por el condado coma
requerido, segtin el recibo de las Batas oportunas someddas par las sillas politicos apropiadas del partido o segun to
recomendado par mi si no hay lWas cportun sometidas al lado de las sillas del partido. La cita sera un termino de I
ano, termimndo el 31 de Julio de 2014.
Precinct No.
No. del recinto
Presiding Judge
Juez de presidencia
Alternate Judge
luez alterno
t
Michael Bobiniski *R*
Verna Mathis *D*
3/23
Connie Hooks *R*
Harold Eaton *D*
4/I8r79/43
Shirley Carter *D*
5/48160/61/37
Nora Lee Moore *R*
Marilyn Moore *D*
6
Frank Hilburn *R*
Corbel Perkins *D*
7
Lola Peterson "R"
Helen Wager *D*
8
Thala Hooks *R*
lack Miller *D*
9
Terri Stewart "R*
Raul Castillo *D*
1112122
Arthur Pinto *R*
Lucy Smith *D*
12
Diana Davis *R*
Marlearet Elbrich *D*
13
Nori Hernandez *R*
Princess Jones *D*
14/57
Jesse Osti uin *D*
15
Debbie Pipes *R*
W. Paul Moreno *D*
16/52
Barry Clar *D*
17
Muffey Bennett *R*
Paul Peterson *D*
19/30/47/46/77
Sunny Keelan *R*
Lu a Osti uin *D*
20
Boyd Ch *R*
Bob Presley *D*
24/53/58
Raul Pandas *R*
Jackie Girouard *D*
25162/64181
Denise Ray *D*
27/42/56
Clyde Goen *R*
Robert Martinez *D*
28/68
Henrietta Littleton *R*
Peggy Watson *D*
29
Mason Newton *R*
Ruby Ellis *D*
31
Al Postelwait *R*
Jean Can elose *D*
33n9/49172
Andre Steen *D*
34
Gary Thomas *R*
Joe Callaway *D*
35
Roland Brauer *R*
Charles Fraser *D*
36
Ed Bisku *R*
Oscar Chavarria *D*
38
Barbara Cooper *D*
39
Bill Edison *R*
Gene Charleton *D*
40
Peter Grand'ean *R*
Paul Parrish *D*
41159
1 Dixie Trace *R
Brian Bochner *D*
45/78144
George McDonald *R*
Lynn Krueger *D*
6326
Marla Calvin *R*
Barry Bauerschl *D*
652/50/5 in113VS2193/69
Patricia Lassiter *R*
Tina Flanna *D*
70/67
Marvin Emshoff *R*
Ann Weaver Hart *D*
80 /10
Doris Milam *R*
Terri Miller *D*
Vol �� Pg. 02-0.3
- - Issued this di of- - - - -._ Aueust .- - -- - -, 2013. . .
Emifado Me dia de aukusto de 2013.
APP
E. Duane Peters, Brazos County Judge
Juez del Condado de Brazos
AUSTIN OFFICE
HOME 00 FLEUR D MERCHANT P.O. BOX 26720
2100 FLEUR DRIVE AUSTIN, TX 78755 -0720
DES MOINES, IA 50321.1158 (512) 343 -9033
(515) 243 -8171 BONDING COMPANY (512) 343 -8363 FAX
(515) 243 -3854 FAX
TEXAS OFFICIAL BOND AND OATH
THE STATE OF TEXAS as.
Bond No, TX 631414
C unty of BRAZOS
KNOW ALL PERSONS BY THESE PRESENTS:
as Principal, and the
That we,
MERCHANTS BONDING COMPANY (MuWN), a corporation duly licensed to do business in the State of Texas, as Surety, are held and bound
unto CRIMINAL COURT JUDGES OF BRAZOS COUNTY , his suommors in ogee, In the sum of
Five Thousand Dollars (SS 000.00 ) DOLLARS, for the payment of which we
hereby bind ourselves and our heirs, executors and administrators. IoYbly and severally, by these presents.
THE CONDITION OF THE ABOVE OBLIGATION is such, that, whereas, the above bounden Principal was on 8e
day of duly Appointed
to the office of Director Brazos li Community Superivsion & Corr in and for BRAZOS
County in the State of Taxes, for a term beginning the Ist day of September 2013 and ending the Istt day of September 2014
Now, therefore, if the said Principal shall well and faithfully perform and discharge all the dales required of him by law as the aforesaid
officer, and shall
FAITHFULLY PERFORM THE DUTIES IMPOSED BY LAW.
Men this oblpatbn to be void, otherwise to remain in full force and affect
PROVIDED, HOWEVER, that regardless of the number of years this bond may remain in force and the number of claims which may be made
against this bond, the liability of the Surety shall not be cumulative and the aggregate liability or the Surety for arty and all Geims. OURS, of aeons under
this bond shag not exceed the amount stated above. Any revision of the bond amount shall not be cumulative.
PROVIDED. FURTHER, that this bond may be canceled by the Surety by sending written notice to the party to whom this bond is payable stating
that, not less then thirty (30) days thereafter, the Sureys liability hereunder shall terminate as to subsequent acts of the Principal.
Dated this jl sstt day of 2013 T �5�4i✓ar
ACKNOWLEDGEMENT OF PRINCIPAL
THE STATE OF TEXAS
County of
Before me. .e� L "'• Q ��� . a notary public, on this day personalty appeared
JOHN D. MCGUIRE known to me to be the person whose name is subscribed to the foregoing
Instrument, and acknowledged to me that helahe executecs,the same for the 2rposes and con�rallon tbWein expressed. ' )
Given under my hand and neat of office, at
this "° BE*FR if G
.: , L Notary PWIC, State d rsxas
SEAL ; My Cmrinlon Erpres
;�� JUNE 11, 2019_
PO 0123 TX
Vol.
pg. ✓�CO7
Texas.
OATH OF OFFICE
(COUNTY COMMISSIONERS and COUNTY JUDGE)
do solemnly swear (or affirm) that I will faithfully
execute the duties of the office of
of the Stale of Texas, and will to the best of my abgay preserve, protect, and defend the Constitution and laws of the United States and of this
State', and I furthermore solemnly swear (or affmn) that I he" not directly nor Indirectly paid, offered, or promised to pay, contributed, nor
promised to contribute any money, or valuable thing, or promised any public office or employment, as a reward for the giving or withholding a
vote at the election at which I was elected; and I furthermore solemnly swear (or affirm) that I will not be, directly or Indirectly, Interested in any
contract with or Claim against the County. except such contracts or claims as are expressly authoraed by low and except such waranta as
may issue to me as fees of office. So help me God.
Signed
Sworn to and subscribed before me at Texas, this day
Of
SEAL County, Texas
OATH OF OFFICE
(General)
do solemnly swear (or etfian) that I will n�f:
faithfully execute the duties of the office of tail' �� -T•
of the State of Texas, and wig to the best or my ability prese protect. and defend the 5onstiturtion and 106 o the United States and of this
State; and I furthermore solemnly swear (or of &m) that I have not directly nor indirectly paid, offered, or promised to pay, contributed, nor
promsed to contribute any money, or valuable thing, or promised any public office or employment, as a reward for the giving or withholding a
vole at the election at which I was elected. Sc Help me God.
Signed �
Z'
Swor o and subscribad before me at ^� , T xa day
of
x �vp6t WOX ^-
SEAL Co••.nty. Texas
THE STATE OF TEXAS as
-not" -not" � as
County of l Y-
The foregoing bond of -A N W71 y • t `
Ot and for
this day app o 'bo a toner's Court
ATTEST,
R Clerk
County Court IrM 05 County
THE STATE OF TEXAS
u
County of
hereby coroy that the foregoing Bond dated the
With its oeri ficates of authentication, was filed for record in my office the
clay of
of said County in Volume
By
as
and State of Texas,
ao1-3
Cbral Judge,
6Y-6Z.0 5 County, Texas
County Clerk, in and for said County, do
day of
at o'clock _ M., and duty recorded the
at o'clock _ M., in the Records of Official Bonds
on page
WITNESS my hand and the seal or the County Court of said County, at once in
Texas. the day and year last above written.
Deputy County Court
Vol. p9. G�
day of
MERCHANTS
BONDING COMPANY.
POWER OF ATTORNEY Bond 4: TX 631414
for Company Employees
Know All Persons By These Presents, that MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING,
INC , both and thaneaComparroe do herebym make. constitute and laws point the Sfolllownfgcompanye employees, collectively railed Companies),
Tyson Conley
of Des Moines and Slate of law■ their true and lawful Atorney -in -Fact, with full power
and authority hereby conferred In their name, plane and stead, to sign, execute, acknowledge and deliver in their behalf as surety
any and all bonds, undertakings, recognizances or cater written obligations in the nature thereof, subject to the limitation that any
such instrument shall not exceed the amount of:
Unlimited
and to bind the Companies thereby as fully and to to some extent as If such bond or undertaking was signed by the duly
authorized officers of the Companies, and all to acts of said Attorney -in -Fact, pursuant to the authority herein given, are
hereby ratified and confirmed.
This Powerof-Ahomey Is glade and executed pursuant to and by authority of to folbwing By -Laws adopted by to Board of
Directors of the Merchants Bonding Company (Mutual) on April 23, 2011 and adopted by the Board of Directors of Merchants National
Bonding, Inc., on October 24, 2011.
-The President, Secretary, Treasurer, or any Assistant Treasure ant Secretary or any
r or any Assist
power and authority to app Vice President shall have
oint Attomeya -in -Fact, and to authorize them to execute
indemnity behalf of the Company, ritings obligatory tr"
mat of to Company thereto, bonds and undertakings, reeag
the nature thereof.
The signature of any authorized officer and the seal of the Company may be affixed by facsimile or electronic transmission to
any Parer of Attorney or Certification thereof authorizing the execution and delivery of any bond, undertaking, recognizance.
or other suretyship obligations of the Company, and such signature and seal when so ysed shad have the same force and
effect as though manually fixed"
In Witness VMensof, the Companies haw caused this instrument to be signed and sealed this tat day of January 2012
MERCHANTS BONDING COMPANY (MUTUAL)
MERCHANTS NATIONAL BONDING, INC.
1933 a
9 •. ... .q-
....... 10
STATE OF IOWA * �....... •, •' President
I.M
COUNTY OF POLK 58.
On tic 1st day of January 2012 before me appeared Larry Taylor, to me personally knanm, who being by me duty swan did
say that Fe le President of the MERCHANTS BONDING COMPANY ata Se s the) and MERCHANTS Ye Cand thaat the said instrument BONDING.
Nwas signed arid
that the seals affixed to the foregoing instmanand is the
sealed in behaff of to Companies by sutorrty of their mapecti.e Boards of Directors
In Testimony Whereof, I have hereunto set my hand and affixed my Official Seal at to City of Des Moines, Iowa, the day and year
first above wdtten.
Fi�c AN DA GREENWALT n La.ommNslon Number 770312
NN Comithlssion Expires
Oulat 2B, 2014
Ni Public, Polk County, lows
STATE OF IOWA
COUNTY OF POLK u.
I, William Warner, Jr., Secretary of to MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.,
do he ebycertify force e{fect and � not is trus
a and
m correct
re re mod. � POMER -0E- ATTORNEY exerted oY said Companies,
In vutrem Whereof, I have hereunto, � my hand and affixed the seal of lha Companies on
this I st day of July -- _ ...... • -
zi o• °' i'
E_
Secretary
•a•. 1233
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Brazos County
Job Description
Last Updated:
Tw oWA ftvW n 1108MG=2
Class Number:
1869
Title:
Prevention Specialist
Pay Group:
14
Department:
TJPC -State Aid
FLSA Status:
Non - Exempt
Reports To:
Manager
Approved Date:
08127/2013
EECIC Category:
Protective Service Worker
General Summary:
This position will work In collaboration with the school districts and probation officers in monitoring and deterring juveniles under supervision From
criminal activity. Additionally, this position will be responsible for providing prevention and early Intervention services, as well as crisis irdervsrdlen
services to Juveniles within the community and at the local schools.
Essential Duties:
Assist In the transport of Juveniles when needed
Work a flexible schedule based on the needs of the department
Maintain BO hours biannually of approved training to maintain JSO certification
Subject to irregular work hours
Attend staff meetings and training conferences as required
Assist In obtaining urine samples from juveniles
Compile statistics for a monthly report
Be knowledgeable of departmental policy and procedures
Facilitate the departmental Crisis Intervention Program and any other programs as needed
Teach life - skills to Juveniles
Provide Crisis Counseling to Juveniles.
Prepare Power Point Presentations of the Juvenile Justice System to be presented to the public
as needed
Follow established policles, procedures and practices of the department.
Abide by the Texas Juvenile Justice Department's Code of Ethics
Maintain security and confidentiality of au case information, files and chronos as required by the Texas Family Code
Facilitates and participates in departmental programs
The duties listed above are Intended only as illustrations of the various types of work that may be performed. The omission of specific statements of
duties does not exclude them from the position ff the work is related of a logical assignment to the position
Other Duties as assigned. (10 _
_1
-- - - -_ --
Superdsbn - - -.
-
ReCejyill From Manager
— - --
Given' Not applicable
--
—
Education
— —_
—�
Required:
High school diploma or We equlvabm.
____
Preferred:
— —
—�
Experience
Required:
To perform thia fob successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable Individuals to perform the essential functions. Must be 21 years of
age, or older, and be able to meet criteria for certification as a Juvenile Supervision Officer through TJJD.
Preferred:
One (1) year of working experience with youth oriented services or programs preferred, but not required.
Licenses,
LCertificates,
Registrations
RegUlred:
Valk! Texas Drivers License with appropriate liability auto insurance coverage (Drivels license requirements
must be met within 30 days if employee recently moved from another state). Must be able to meet all criteria
for certification as a Juvenile Supervision Officer through TJJD. Non - disqualifying criminal history/sex offender
registration background ehadt.
Preferred:
wA
Duties require dairy standing, walking, sifting, talking and listening; frequent use of hands and/or fingers to
grasp, handle, pick -up, pinch, type or feel; frequent reaching with hands or arms and lifting of objects over 100
pounds; close vision, distance vision, ability to distinguish color, peripheral vision, depth perception and ability
to adjust focus.
Physical demands described here are representative of those that must be met or are encountered by an
employee to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable Individuals with disabilities to perform the essential functions.
youth and their families. Ability to remain calm in stressful situations. Must possess basic computer
knowledge and competence. Ability to communicate effectively orally and in writing. Must have physical ability
to perform physical restraint "rilques.
the employee Is constantly required to perform multiple tasks sknultaneously, to work under time pressures to
meet deadlines and to work closely with others as part of a team; the employee is frequently required to do
tedious exacting work. Worker is subject to physical hazards from traffic; serious hazard and Infection from
exposure to communicable disease; physical harm as the result of confrontation.
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
This job description does not constitute an offer of employment. The job description is subject to change
by the employer as the needs of the employer and requirements of the job change.
County Judge
Vol. / etl pg.-4-11
w
Brazos County Tam,.aRa.�o ,z� „o,2
' Job Description
?err or app Last Updated. 812212 0 1 3
Class Number:
1503
Title:
Lieutenant
Pay Group:
25
Department:
Sheriff- Jail Admin.
FLEA Status:
Exempt
Reports To:
Jail Administrator
Approved Date:
work activities, telephone activity, family visitations,
disturbances, feeding of inmates, and dispensing of medication; Oversees processing the release of inmates, including ensuring: identification,
is followed, fines and court costs are calculated and paid, proper
EEOC Category:
Professionals
General Summary_
Assists in overseeing operation of detention facility; supervises detention facility personnel, including assigning and reviewing work, conducting
performance evaluations, and recommending and executing personnel actions; oversees transportation of Inmates; handles Inmate complaints;
responds to personnel questions and problems; investigates public complaints regarding employee misconduct; and ensures the effective operation
of detention facility.
Essential Duties: — —
Other duties may be assigned, supervises detention facility personnel, including assigning and reviewing work, conducting performance evaluations,
and making recommendations on and executing personnel actions such as transferring, promoting, and disciplining employees; Assists in
detention facility, including ensuring that all areas of facility are safe, secure, clean, and sanitary; Oversees end
supervising overall operation of
assists wfth transporting prisoners, including consulting with courts and scheduling out of state transports, as necessary; Handles personnel
problems, including Investigating employee complaints; Oversees medical condition and treatment of inmates; Develops temporary and long -range
and evaluation; Assists detention divisions with advice on situational problems; Responds to inmate
contingency plans for the sectional analysis
complaints; Coordinates extra security for special assignments to monitor inmates at funerals, hospital appointments, and other activities;
Investigates complaints from the public regarding employee abuse or misconduct; Reviews and approves department time sheets; Writes and revises
jail division operations manual; Oversees processing of prisoners, including booking, criminal history checks, fingerprinting, photographing,
inventorying personal property, medical screening, personal history documentation, prisoner orientation, classification, cell assignment, and issuing
clothing and supplies; Supervises and documents activity within the jail, including recreational activities, religious activities, educational activities,
searches, library activities, mail activity, head counts of inmates, prisoner transportation, riots and
work activities, telephone activity, family visitations,
disturbances, feeding of inmates, and dispensing of medication; Oversees processing the release of inmates, including ensuring: identification,
is followed, fines and court costs are calculated and paid, proper
documentation of charges and final disposition, dismissal of case or court order
approval of bonds, and release of inmate to proper agency; and Implements practical applications of plans and procedures, including safety rules,
inmate admission and release, classification and separation of prisoners, medical services, supervision of inmates, food service, sanitation, cothing
education and work programs. Employees in this job classification that are
and supplies, inmate discipline, recreation and exercise, programs,
licensed by the Texas Commission on Law Enforcement and Appointed by the Sheriff as a Deputy Sheriff will have the additional essential duty to
serve warrants, enforce state laws, serve civil process, and ad as a peace officer of the State.
Other Duties as assigned. (1 %)
supervision
Received:
Given'
Supervises detention facility personnel, including assigning and reviewing work, conducting perfomhana
recommendations on and executing such personnel actions as transferring,
evaluations, and making
promoting, and disciplining employees.
Education
Required:
-
High school greduatb ", plus a< least five years of expectance; or any equNabm cambinatbn of edwatbn end
experience which provides the required knowledge, skills, and abilities.
Preferred:
r'xyerronw
I Required' To perform this Job succesefulty, an individual must be able to perform each essential duty satisfactorily.
i requirements farted below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodatlons may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
Typical:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; bend and
kneel; and talk and hear. The employee frequently Is required to stand and walk. The employee must
frequently lift and /or move objects weighing up to 20 pounds, such as books and stacks of records, and
occasionally must lift and /or move objects weighing 100 pounds or more. Specific vision abilities required by i
this Job Include close vision, distance vision, peripheral vision, color vision, and ability to adjust focus.
- -- —
Knowledge, SWNa, &
--
Abilifies
Typloil:
Jell standards and procedures; U.S. Constitution (Bill of Rights); civil and rase law pertaining to jaWdetention
liability Issues; personnel laws, practices, and procedures; supervisory management; department policies and
procedures; standard office practices and procedures; first aid and medical procedures; and computers.
Operate computers; read and write reports, letters, and memos; reason, and interpret documents, policies, and
procedures; analyze data; safely operate firearms; instruct others in the use of firearms and other procedures;
manage budgets; supervise work of others, recognizing problems and recommending solutions; communicate
effectively, both orally and in writing; and maintain effective working relationships with co- workers and inmates.
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. The noise level in the work environment is usually
moderate, but may be noisy and distracting. While performing the essential duties of this job, the employee is
constantly required to perform multiple tasks simultaneously and to work closely with others a part of a team.
The employee If frequently required to respond to emergency situations and to work under time pressures to
meet deadlines.
"PeteD
Du
County Judge
Vol. 00 pg, a'�•j
Brazos County TenxaeRw+am + =� +� +2
Job Description
err or tlp'o Last Updated: 8/22/2013
Class Number:
1505
Title: Sergeant, Jail Division
Pay Group:
20
Department: Sher'rffjail Admin. !�
FLSA Status:
Non Exempt
Reports To: j Lieutenant-Jail Division
Approved Date:
In facility; Directs, supervises, and performs pat down and strip searches of inmates; Directs and supervises the sanitation of the facility, including
EEOC Category: Technicians
General 8ummary:
Directs, supervlaes and assists in all npetAS Of jail opondom, ensuring the safely of Inmates, employees, and the public.
-- _ -- —
Essential Duties: - _ --
—
Other duties may be assignsd. supervises personnel on shift, including assigning and reviewing work, conducting performance reviews,
recommending personnel actions, and training new officers; Directly supervises Detention Officers, Corporal, and Clerks in maintaining the security
of the detention facility, including ensuring that there are no life safety hazards that could harm inmates, the public, or jail staff; Directs, supervises,
and ensures Inmates' access to privileges and services mandated by federal, state, and county policies and procedures; Enters inmate information
Into the computer, and maintains and updates inmate records; Conducts safety and equipment inspections; Intervenes and resolves crisis situations
such as fights and medical emergencies, including physical restraint of inmates; Collects fines for offenses committed; Receives and deposits
money for commissary accounts; Conducts or oversees recreational programs and religious services; Directs and supervises roll calls of all inmates
In facility; Directs, supervises, and performs pat down and strip searches of inmates; Directs and supervises the sanitation of the facility, including
sweeping, mopping, cleaning, and taking out trash; Performs daily reviews of Inmates' files with regard to attorney appointments, bonds, fines,
dispositions of charges, court appearances, status of charges, and status of cash accounts; Computes credit time and proper inmate release dates;
Directs and supervises the transportation of inmates between facilities, to courts, and to work assignments; Directs, approves, and writes incident
reports by officers Involved in situations where inmates have committed criminal acts while incarcerated, or have violated rules of the handbook;
Directs. and supervises the presence of civilians on the jail floor, including attorneys, family, and friends of inmates; Supervises and directs the
supervision of food service personnel; Observes inmates' medical conditions as requested by medical staff; Passes medications as directed by
medical staff; Performs, directs, and supervises the intake and release of prisoners, ensuring the proper documentation and the removal and storage
of Inmate property; Approves and disapproves officers' requests for time off, ensuring proper staffing levels at all limes; Designs and submits
schedules for all shift employees; Answers telephone as needed; and Answers intercom calls from inmates. Employees in this job classification that
art licensed by the Texas Commission on Law Enforcement and Appointed by the Sheriff as a Deputy Sheriff will have the additional essential duty
to serve warrants, enforce state laws, serve civil process, and act as a peace officer of the State.
Other Duties as assigned..0
Supervision
Received:
Given:
supervises personnel on shNL including assigning and reviewing work, conducting performance reviews,
recommending personnel actions, and training new officers.
Education
_
Required:
High school graduation plus at beat two year of expadena; or any equivalent combination of eduction and !
experience which provides the required knowledge, skills, and abilities.
Preferred:
--
Experience
-- - - --
- --
Requlred:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred:
Certificates, Licenses,
Registrations
_
Required:
Basic jailer artlAcetion by the Texas Commission on Law Enforesrtlsnt Officer Standards and Education
(TCLEOSE).
Preferred:
Vol. 8 Fig
Physkcal Demands
TyplC.l:
I
_
The physical demands described here are represented" of those that must bit met by an employee to
Typil
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; bend and
f
kneel; and talk and hear. The employee frequently Is required to stand and walk. The employee must
frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records, and
occasionally must lift and /or move objects weighing 100 pounds or more. Specific vision abilities required by
this job include close vision, distance vision, peripheral vision, color vision. and ability to adjust focus.
Knowledge, Skills, &
Abilities
• TyjllCel'
as Cade of Criminal Procedure; Texas Penal Code; U.S. Constitution (Bill of Rights); requirements of Texas
Commission on Jail Standards; supervisory management department policies and procedures; standard office
practices and procedures; first aid and medical procedures, and computers. Operate computers; read and write
reports, letters, and memos; reason, and interpret documents, policies, and procedures; analyze data; aefely
operate firearms; perform basic mathematical calculations; supervise work of others, recognizing problems and
recommending solutions; communicate effectively, both orally and it) writing; and maintain effective working
relationships with co- workers and inmates.
Work Environment
--
Typil
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
indivlduals with disabilities to perform the essential functions. The noise level in the work environment is usually
high. While performing the essential duties of this job the employee is constantly required to work closely with
others a part of a team. The employee is frequently required to respond to emergency situations and to
perform multiple tasks simultaneously.
aPete j a ?l�Date
County Judge
Vol. Pg. air
A
Brazos County Template Revision r.zowtvzms
_ oy Job Description
1, a�" Last Updated: 8/22/2013
Class Number:
1511
Title:
Department:
Detention Officer
Sheriff -Jail Admin.
I
Pay Group:
15
FLEA status:
Non Exempt
Reports To:
Sergeant -Jail Division
Inspects and maintains safety equipment, detection and alarm systems; Assists with distributing medications to inmates; Intervenes and resolves
Approved Date:
10101!2012
EEOC Category:
j Protective Service Workers
Other Duties as assigned. (1 %)
General summary:
Provides corrections services InvoMng the hal llh, safety, and facudty of inmates and the public in the Detention facility; monitors prisoners'
activities; and maintains necessary records.
Essentlal Duties:
Other duties may be assigned. Adheres to the Culture, Mission and Values of the Brazos County Sheriff s Office; Follow the Inmate Behavior
Management philosophy; Follow the Direct Supervision model of inmate supervision; Observes and supervises Inmates; Performs searches of
Inmates and persons entering the secured area of the Brazos County Detention Center; Supervises, schedules and documents activity within the jail,
including recreational activities, religious activities, educational activities, work activities, telephone activity, family visitations, unclothes searches,
library and educational activities, mail activity, heed counts of inmates, inmate transportation, riots and disturbances, feeding of inmates, and
dispensing of medication; Conducts inspections, shakedowns, and inmate searches, Including searching Inmates and cells for contraband items,
Dresses out inmates and puts them in their cells; Pulls Inmates for visitation, recreation, and other activities; May transport Inmates between various
facilities; Completes necessary reports and documents; Enters Inmate Information into the computer, and maintains and updates inmate records;
Inspects and maintains safety equipment, detection and alarm systems; Assists with distributing medications to inmates; Intervenes and resolves
crisis situations such as Nhts and medical emergencies, Including physical restraint of inmates; Conducts head counts of inmates; Serves meals to
Inmates; Supervises work performed by inmates; and Operates Detention Center and master control panel. Employees in this job classification that
are licensed by the Texas Commission on Law Enforcement and Appointed by the Sheriff as a Deputy Sheriff will have the additional essential duty
to serve warrants, enforce state laws, serve civil process, and act as a peace officer of the State.
Other Duties as assigned. (1 %)
Received:
From Sergeant, Jail Division
Given:
This Is a non-tsupervlsory position.
Education
_
Required:
High school graduation or its equivalent..
Preferred:
Experience
- -- - -- -- - -- —
Requilred;
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, andlor ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred:
Certificates, Licenses,
Registrations
Required:
Basic certification as a jailer from the Texas Commission on Law Enforcement Officer Standards and
Education (TCLEOSE); upon hiring or must be obtained within twelve (12) months of employment; and valid
Texas motor vehicle operator's license. -J
Preferred:
FI—�� Pg. 02��
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. While performing the duties of this jab, the
employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and amts; bend and
kneel; and talk and hear. The employee frequently Is required to stand and walk. The employee must
frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records, and
occasionally must lift and/or move objects weighing 100 pounds or more. Specific vision abilities required by
this Job include close vision, distance vision, peripheral vision, color vision, and ability to adjust focus.
-- Typkatc Requirements of Texas commission on clan standaras; i axes penal coca; i axes cnmmar am awn laws; mar
aid procedures; use of fire and safety equipment; department policies and procedures; sag- defense to tka; and
computers. Operate computers, fire and safety equipment, and firearms; read and write reports, letters, and
memos; perform basic mathematical calculations; analyze data; follow Instructions; communicate effectively,
both orally and In writing; and maintain effective working relationships with co-workers, prisoners, and the
cenerel oublla
Work Environment
Typli
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of thlsjob. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. The noise level in the work envimnment is usually
high. While performing the essential duties of this job, the employee is constantly required to work closely with
others as par of a team. The employee Is frequently required to perform multiple tasks simultaneously, and to
respond to emergency situations in which there is the possibility of danger or physical abuse.
r 113
D e MPeters bate
County Judge
/ -pg.11
Brazos County TampWRNltlanl.2oensnm2
Job Description
Last Updated: 8/22/2013
Class Number:
1515
Title:
Detention Officer, Booking
Pay Group:
16
Department:
Sherifflail Admin.
-�
FLSA Status:
Non Exempt
Reports To:
Sergeant, Intake, Release
Approved Date:
Other Duties as assigned. (196)
EEOC Catspory:
Protective Service Workers
- -
General summary: �
Processes intake of prisoners; processes paper work for bonds; recelves bonds from bonding companles; matches bonds to warrants and
complaints; assists with building and Inmate security; transports prisoners; feeds Inmates; answers incoming calk; and may make warrant arrests.
—
Essential Duties:
other duties may be assigned. Processes intakes of prisoners, including booking, criminal history checks, fingerpnnting, photogreing, inventorying
personal property, medical screening, personal history documentation, prisoner orientation, dassificatlon, call assignment, and Issuing clothing and
supplies; Observes and supervises inmates; Transports inmates to and from various facilities and appointments; Assists In maintaining building and
inmate security, including controlling visitor access to inmates and facility; Assists in feeding Inmates; Prepares necessary paperwork, and maintains
various records and tiles; Receives bonds from bonding companies, and enters into the computer; Receives cash for fines or cash bonds, and enters
into the computer; Reviews and matches bonds to warrants and complaints, Including correcting errors in paper work, searching for missing
documentation, posting bonds to ledger and computer, mailing out -of -county bonds, returning bonds to other counties for correction, and researching
questions for County and District Clerks; Works with bonding companies, including printing records; distributing, receiving, and checking applications
for bonding companies and runners; checking . and tracking documentation on pledged real properties; verifying and tracking required insurance;
researching problems and answering questions; and preparing and printing bonding reports; Receives Incoming calk, and transfers to appropriate
personnel or takes appropriate action; and May make warrant arrests. Employees in this job classification that are licensed by the Texas Commission
an Law Enforcement and Appointed by the Sheriff as a Deputy Shertflwill have the additional essential duty to serve warrants, enforce state laws,
serve civil process, and act as a peace officer of the State.
Other Duties as assigned. (196)
Supervision _ - - -- -- - _
Received:
Given: This s a non-supervkory position.
Education
Required:
High school graduation or its equivalent {
Preferred:
Fx adanoe
To perform this job successfully, an individual must be able to perform each essential duty satisfadority. Ths
Required:
requirements listed below are representative of the knowledge, skill, andfor ability required. Reasonable
accommodations may be made to enable Individuals with disabilities to perform the essential functions.
Preferred:
�_..— —i
Certifcales, Licenses,
Regisl dons
Required:
Basle certification as a jailer from the Texas Commission on Law Enforcemsnt Officer Standards and
Preferred:
Education (TCLEOSE) and a Valid Texas Motor Vehicle operators license.
E l. / Y pg, ���
Pbyslcel Demands --(
— _ - -- —
Typkal:
The physical demands desutbetl here ere reprKentadve d those that must be met by an employee to
successfully perform the essential functions of this Job. Reasonable accommodations maybe made to eJand
Individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle, or feel; roach with hands and arms; bekneel;
and talk and hoar. The employee frequently is required to stand and walk. The employee must
frequently lift and/or move objects weighing up to 20 pounds, such as books and stadro of records, and
occasionally must lift and/or move objects weighing 100 pounds or more. Speck vision abilities require
this job include close vision, distance vision, peripheral vision, color vision, and ability to adjust focus.
Knowledge, Skills, &
Abilities
TYplCal;
Requirements of Texas Commission on Jall Standards; Texas penal code; Texas criminal and civil laws; first
aid procedures; procedures and laws relating to bonding; standard office practices and procedures; basic
bookkeeping procedures; department policies and procedures; self -defense tactics; and computers. Operate
computers, fire and safety equipment, and firearms; read and write reports, letters, and memos; perform basic
mathematical calculations; analyze data; follow Instructions; communicate effectively, both orally and In writing;
I
and maintain effective working relationships with co- workers, prisoners, and the general public.
Work Environment
' The work environment characteristics described here are representative of those an employee encounters
Typical:
while performing the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. The noise level in the work environment Is usually
high. While performing the essential duties of this job, the employee is constantly required to perform multiple
tasks simultaneously and to work closely with others apart of a team. The employee is frequently required to
work under time pressures to meet deadlines, and is frequently exposed to skusfions in which there may be
danger or physical abuse.
PP V
V13 Duane Peters Da
County Judge
Vol. —0V Pg. 02119
Brazos County T«^od' Revision 720015=2
+ h Job Description
r >Y or 9a� "o Last Updated: 8/22/2013
Class Number:
1558
Title: Program Sergeant
Pay Group:
22
Department: Sheriff- ail Admin.
FLEA Status:
Non Exempt
Reports To: Lieutenant, Program Division_
Approved Date:
EEOC Category: Service - Maintenance
General Summary:
Directs, supervises and asslsfe in all aspects of work -crew operations, ansun'ng the as" of inmates, employees, and the public.
Essential Duties: —
Other duties may be assigned. Supervises Deputles assigned to work crews, including assigning end reviewing work, conducting performance
reviews, recommending personnel actions, and training new offlcers; Directly supervises Work Crew Deputies In maintaining the security of the
detention facllity, including ensuring that there are no life safety hazards that could harm inmates, the public, orjail staff: Supervises Inmate work
groups outside the secured area; Directs, supervises and ensures random searches of inmate work areas, to include work crew vans; Directs,
supervises, and maintains an inmate eligibility list for work crew selection; Performs follow -ups on work crew assignments; Directs, supervises, and
ensures all work crew equipment is maintained, safe, and secured upon completion of duties; Ensures work crows have proper tools and equipment
for assigned duties and ensure inmates have proper training on use of equipment and tools prior to use; Coordinates, schedules, and assigns
special projects to work crews; Directs and supervises roll calls of all Inmates assigned to work crews; Directs, supervises, and performs pat down
and unclothed searches of inmates; Directs and supervises the sanitation of the facility, Including sweeping, mopping, cleaning, painting and taking
out trash; Directs, approves, and writes incident reports by officers involved in situations where inmates have committed criminal ads while assigned
to work crews, or have violated inmate rules; Notify Inmate Services Lieutenant of emergencies, accidents and contraband that may affect work crew
operations; Directs, and supervises the presence of inmates around civilians in county facilities; Approves and disapproves officers' requests for time
off, ensuring proper staffing levels at all times; Designs and submits schedules for all work crews; Assist Grievance Officer with inmate complaints
and grievances; Investigate work crew complaints from the public; and Assist other divisions as needed. Employees in this job classification that are
licensed by the Texas Commission on Law Enforcement and Appointed by the Sheriff as a Deputy Sheriff will have the additional essential duty to
asrv0 WartamtB.. OrfOr00. 81at0 .lav/8..8em(e_I�viI.Or00086,. and. ad. a9. g.peao0_ofildOCOf_the.5tate._ — __— _ —__ �.
Other Duties as assigned. (196)__ -
Supervision
Received:
Given:
supery iees all Work Crew Deputies, including assigning and reviewing work, conducting performance reviews,
recommending personnel actions, and training now offkxrs.
Education
_
Required'
High school graduation plus at least two years of experience; of any equivalent combination of education and
experience which provides the required knowledge, skills, and abilities.
Preferred:
Experience
Required:
To perform this job successfully, an Indivldual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable Individuals with dlsabikties to perform the essential functions.
Preferred:
Certificates, Licenses,
Repishafions
Required:
Basic jailer certification and Basic Peace Officer certification by the Texas Commission on Law Enforcement
Officer Standards and Education (rCLEOSE) and valid Texas motor vehicle operator's license.
Preferred:
— - -- — —
Vol. a Pig-99-0
The physical demands described here are representative of those that must De met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations maybe made to enable
indlviduais with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; bend and
kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must
frequently lift and/or move objects weighing up to 50 pounds, such as landscaping equipment, and occasionally
must lift and /or move objects weighing 100 pounds or more. Specific vision abilities required by this job Include
close vision, distance vision, peripheral vision, color vision, and ability to adjust focus.
Commlealon on-Jot Standards; supervisory management and Sheriffs Office policies and procedures.
Knowledge of how to read and interpret criminal history reports. Knowledge of gang affiliations. Should also
understand budget management; standard office practices and procedures; first aid and medical procedures;
and computers. Operate computers; read and write reports, letters, and memos; reason, and Interpret
documents policies, and procedures; analyze data; safely operate firearms; perform basic mathematical
plculations; supervise work of others, recognize problems and recommend solutions; communicate effectively,
both orally and in writing; and maintain effective working relationships with co-workers and inmates. Must also
be able to operate machinery, maintain equipment and operate a van pulling a trailer.
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable acccrmmodstions maybe made to enable
Individuals with disabilities to perform the essential functions. The holes, level in the work environment is usually
high. While performing the essential duties of this job the employee is constantly required to work closely with
others as part of a team. The employee is frequently required to respond to emergency situations and to
perform multiple tasks simubansously.
P
Duane Peters ate
County Judge
Vol. X 1 pg. Xviy
Brazos County T "WIMM �an120°'ff8W12
'o Job Description
Y r�O Last Updated: 8/22/2013
Class Number.
1542
Tkle:
Sergeant, DO Custodian of Records
Pay Group:
20
Departlneftt:
Sheriff -Jail
FLSA Status:
Non Exempt
Reports To:
Lieutenant -Jail Division
Approved Date:
i
EEOC Category:
Protective Service Workers J
General Summery: J
Directs, supervises and assists in all aspects of jail operations, ensuring the safety of Inmates, employees, and the public,
Essential Duties: _
Performing Expunctions and Non- Diadosures; Quality control of document scanning; Supervising the storage and disposal of records generated by
the Sheriffs; Insuring the timely response to open records request; Answering Subpoenas; Testifying in court if requested by Subpoena in
accordance with the law, Other duties may be assigned. Supervises personnel on shift, including assigning and reviewing work, conducting
performance reviews, recommending personnel actions, and training new officers; Directly supervises Detention Officers, Corporal, and Clerks in
maintaining the security of the detention facility, including ensuring that there are no life safety hazards that could harm Inmates, the public, or jail
staff; Directs, supervises, and ensures Inmates' access to privileges and services mandated by federal, state, and county policies and procedures;
Enters inmate information into the computer, and maintains and updates inmate records; Receives and deposits money for commissary accounts:
Directs, supervises, and performs pat down and strip searches of inmates; Performs reviews of inmates' files with regard to attorney appointments,
bonds, fines, dispositions of charges, court appearances, status of charges, and status of rash accounts; Computes credit time and proper inmate
release dates; Directs, approves, and writes incident reports by officers involved in situations where inmates have committed criminal acts while
incarcerated, or have violated rules of the handbook; Directs, and supervises the presence of civilians on the jail Floor, Including attorneys, family, and
friends of inmates; Performs, direct, and supervises the Intake and release of prisoners, ensuring the proper documentation and the removal and
storage of inmate property; Approves and disapproves officers' requests for time off, ensuring proper staffing levels at all times; Designs and submits
schedules for all shift employees; Answers telephone as needed. Employees in this job classification that are licensed by the Texas Commission on
Law Enforcement and Appointed by the Sheriff as a Deputy Sheriff will have the additional essential duty to serve warrants, enforce state laws, serve
civil . process .. and . act . as.a.peace.offlCer- of_th�State, -- - - - - -- -- — —' - --
OtherDuties as assigned. (L%
—
Supervision
— ._.._.
Received:
Given:
Suparvlese personnel on shin, Including assigning and reviewing work, conducting performance reviews,
recommending personnel actions, and training now officers.
Educailon
Required:
High school graduation plus el bast two yeah of experience; or any equivalent combination of education and
experience which provides the required knowledge, skills, and abllit es. l
Preferred:
— —�
Experience
- --
Required:
To perform this Job successfully, an Individual must be able to perform each essential duty satisfactorily. The
roqulremenb listed below ere representative of the knowledge, skill, and /or ability required. Reasonable
accommodetlons may be made to enable individuals with disabilities to perform the essential functions.
Preferred:
—
Certificates, Licenses,
--
Registrations
Required:
BeaudIsser certification by the Taxes Commission on Lew Enforcement Officer Standards and Education
(TCLEOSE).
Preferred:
Vol. 1 Pg.
Physical Demands
Typical:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; bend and
kneel; and talk and hear. The employee frequently Is required to stand and walk. The employee must
frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records, and
occasionally must lift and/or move objects weighing 100 pounds or more. Specific vision abilities required by
this job Include close vision, distance vision, peripheral vision, color vision, and ability to adjust focus. - -i
Knowledge, Skills, 8
aeillves
Typical•
Texas Code of Criminal Procedure; Texas Penal Code: U.S. Constitution (Bill of Rights); requirements of Texas
Commission on Jail Standards; supervisory management; department policies and procedures; standard office
practices and procedures; first aid and medical procedures; and computers. Operate computers; read and write
reports, letters, and memos; reason, and interpret documents, policies, and procedures; analyze data; safely
operate firearms; perform basic mathematical calculations; supervise work of others, recognizing problems and
recommending solutions; communicate effectively, both orally and in writing; and maintain effective working
relationships with co- workers and Inmates.
while performing the essential functions of thle job. Reasonable accommodations may be made to enable
Individuals with disabilities to perform the essential functions. The noise level in the work environment is usually
high. While performing the essential duties of this job the employee is constantly required to work closely with
others as a part of a team. The employee is frequently required to respond to emergency situations and to
perform multiple tasks simultaneously
Z P R V
Duane Peters Date
County Judge
Vol. pg.
INTERLOCAL AGREEMENT
EMERGENCY MEDICAL AMBULANCE SERVICE
THIS INTERLOCAL AGREEMENT is hereby made and entered into by and among the CITY
OF BRYAN, TEXAS, a home rule municipal corporation (`Bryan "), CITY OF COLLEGE STATION,
TEXAS, a home rule municipal corporation ( "College Station ") and BRAZOS COUNTY, TEXAS
( "County "), each acting by and through its duly authorized agents;
WHEREAS, the respective participating governments (the "Parties ") are authorized by the
Interlocal Cooperation Act, Texas Government Code, Chapter 791, to enter into a joint agreement for the
performance of the governmental function of providing Emergency Medical Ambulance Services; and
WHEREAS, Bryan, College Station and County are authorized under Chapter 774 of the Texas
Health & Safety Code to contract with each other to provide Emergency Medical Ambulance services;
and
WHEREAS, Bryan and College Station have already been providing Emergency Medical
Ambulance services to the County according to the geographic areas as defined as "Automatic Mutual
Aid Response Districts" in the Interlocat Agreement Emergency Medical Ambulance Service between
Bryan and College Station;
NOW, THEREFORE, the parties, in consideration of the mutual covenants and conditions
contained herein, agree as follows:
SCOPE
Bryan and College Station shall provide Emergency Medical Ambulance Services to any person
who requests it within their respective Automatic Mutual Aid Response District for which
Bryan and College Station are assigned responsibility in the Interlocal Agreement Emergency
Medical Ambulance Service between Bryan and College Station. (See Exhibit "A," an
attachment map of the Automatic Mutual Aid Response Districts indicating the corporation
limits of each city as updated on or after 2005).
2. All requests for services under this Agreement shall be through the 9 -1 -1 Emergency
Communications District and the College Station Communication Center, which dispatches
police and fire units respectively for Bryan /County and College Station.
3. Bryan and College Station reserve the right to refuse to answer any call pursuant to this
Agreement if their respective Fire Chief or his or her designee reasonably determines that the
health, safety, or welfare of their city would be endangered by dispatching personnel or
equipment outside of its corporate limits.
4. Bryan and College Station will maintain emergency medical equipment and licensed personnel
in compliance with Subchapter C of Chapter 773 Health & Safety Code and will perform all
activities related to this Agreement in accordance with the regulations promulgated by the Texas
Department of State Health Services. Bryan and College Station will provide to the County,
notwithstanding any HIPAA restrictions, an electronic copy of each run taken outside the
corporation limits of each city, respectively, on a quarterly basis upon request. A "run' is
defined as a single medical incident regardless of the number of EMS or other apparatus that
respond(s).
Vol. / 8I pg.
PAYMENTS
5. Brazos County shall pay Bryan and College Station the following amounts for such Emergency
Medical Ambulance Services on a quarterly basis according to the following schedule,
$161,648 College Station + $181,774 Bryan Annual Total:
FY 2013
Payment Due Date Quarter for which Payment is made
October I, 2012 October— December, 2012
January 2, 2013 January — March, 2013
April 1, 2013 April — June, 2013
July I, 2013 July — September, 2013
Amount
$45,443.50 (Bryan)
$40,412.00 (College Station)
$45,443.50 (Bryan)
$40,412.00 (College Station)
$45,443.50 (Bryan)
$40,412.00 (College Station)
$45,443.50 (Bryan)
$40,412.00 (College Station)
6. The County must make all payments to Bryan and College Station for these services from
current revenues.
7. Bryan and College Station will bill the patients for Emergency Medical Ambulance Services for
the services rendered in the County. The amounts billed or collected do not alter the amounts set
forth in this Agreement. However, Bryan and College Station will provide copies to the County
of all EMS billings sent to County residents for EMS services provided outside the corporation
limits of Bryan or College Station on a quarterly basis upon request. Additionally, sixty days
prior to any action taken by Bryan or College Station to write off uncollected bills, Bryan and
College Station will provide to the County a list of all invoices and/or billings within the scope
of this Agreement that are contemplated, determined or scheduled to be written off.
TERM AND TERMINATION
S. This Agreement term shall be from October I, 2012, and terminate at midnight on September
30, 2013. Either party to this Agreement shall have the right to terminate this Agreement,
without cause, upon thirty (30) days' written notice of such termination. Further, should the
Agreement be terminated the rights and obligations of the Parties hereunder shall terminate,
except those rights and obligations that have accrued under this Agreement prior to the date of
termination shall survive.
9. This Agreement may be renewed for two (2) one year terms on the anniversary date hereof.
Such Renewal Terms shall be on the identical terms and conditions set forth herein, except the
annual payment amount provided in Paragraph 5 of this Agreement may be modified as agreed
to by the parties.
f
NOTICES
10. All notices issued between parties to this agreement shall be in writing. All notices shall he
deemed given on the date personally delivered, faxed, or deposited in the U.S. mail to the
following parties:
Bryan: City of Bryan
P.O. Box 1000
Bryan, Texas. 77805
Attn: Randy McGregor, Fire Chief
College Station: City of College Station
P.O. Box 9960
300 Krenek Tap Road
College Station, Texas. 77842
Attn: R.B. Alley 111, Fire Chief
County: Brazos County
200 S. Texas Ave, Suite 332 Bryan, Texas 77803
Bryan, Texas 77803
Attn: County Judge Duane Peters
DEFENSE OF CLAIMS
11. Subject to the limitations as to damages and liability under the Texas Tort Claims Act, and
without waiving its governmental immunity, each party to this Agreement agrees to hold
harmless each other, its governing board, officers, agents and employees for any liability, loss,
damages, claims or causes of action caused, or asserted to be caused, directly or indirectly by
any party to this Agreement, or any of its officers, agents or employees as a result of its
performance under this Agreement. If any party to this contract is sued by a third party for any
acts or omissions arising from the performance of this Agreement, the parties agree that the
governmental unit that would have been responsible for furnishing the services in the absence of
the Agreement is responsible for any civil liability that arises from the furnishings of those
services except for personal injury, personnel and/or retirement benefits of the personnel of the
responding city, and /or damage to or resulting from use of any equipment of the responding
city,
MISCELLANEOUS
12. If any provision of this Agreement shall be held to be invalid, illegal, or unenforceable by a
court or other tribunal of competent jurisdiction, the validity and enforceability of the remaining
provisions shall not in any way be affected or impaired thereby. The parties shall use their best
efforts to replace the respective provisions or provisions of this Agreement with legal terms and
conditions approximating the original intent of the parties.
13. All parties to this Agreement agree that payment for the performance recited herein will be
payable from current revenues available to such paying party.
14. This Agreement is the entire agreement among Bryan, College Station and the County relating
to the provision of Emergency Medical Ambulance Services and supersedes any and all prior
agreements, arrangements, or understandings, whether written or oral.
E�� Pg. _a?v�.r.
15. This Agreement is for the benefit of the parties to this Agreement, and does not confer any
rights on any third parties.
16. No amendment to this Agreement shall be effective or binding unless and until it is reduced to
writing and signed by the authorized representatives of all parties.
17. This Agreement has been made under and shall be governed by the laws of the Slate of Texas.
This Agreement and all matters related thereto shall be performed in Brazos County, Texas. The
venue of any lawsuits arising out of this Agreement shall be in Brazos County, Texas.
18. Failure of any party to enforce a provision of this Agreement shall not constitute a waiver of that
provision nor in any way affect the validity of this Agreement or the right of any party to
enforce each and every provision hereof. No term of this Agreement shall be deemed waived or
breach excused unless the waiver shall be in writing and signed by the party(ies) claimed to
have waived. Furthermore, any consent to or waiver of a breach will not constitute consent to or
waiver of or excuse of any other different or subsequent breach.
19. This Agreement may be executed in a number of identical counterparts, each of which shall be
deemed an original for all purposes. �
NOW THEREFORE, is Agreement is made and entered into this t� //day of
20V-,' by and between Bryan, College Station and Brazos County. This
Agreerh6rat shall be effective when signed by the last party signing makes the Agreement fully executed.
City of Bryan City of College Station my
Jas n Bien i, Mayor Nancy Be r , Mayor " Mane Peters, County Judge
ATTEST:
ATTEST:
ATTEST:
Mary L nne tr tta Sherry M bu a McQueen
City Se etary City Secretary County Clerk
APPROVED AS TO FORM:
ao <f�
46nis K. Hampton &IkC arla Robinson William-Bat r
City Attorney City Attorney Assistant County Attorney
City of Bryan, Texas College Station, Texas- - Brazos County, Texas
AGREEMENT FOR ENVIRONMENTAL REVIEW PORTION OF GRANT
ADMINISTRATION SERVICES
THIS AGREEMENT, MADE THIS 21!-DAY OF
BRAZOS COUNTY, TEXAS, HEREINAFTER
GRANTWORKS, INC., OF AUSTIN, TEXAS,
CONSULTANT.
2013, BY AND BETWEEN
REFERRED TO AS THE CLIENT, AND
HEREINAFTER REFERRED TO AS THE
I. SCOPE OF BASIC SERVICES
Consultant agrees to render Client the environmental review portion of grant administration
services for Client's Texas Community Development Program — 2013 Texas Capital Fund (the
"Contract "), as administered by the Texas Department of Agriculture ( the "Department "), as
provided in the provisions titled, "Scope of Basic Services" and attached hereto and incorporated
by reference herein (the "Services ").
11. TIME OF PERFORMANCE
The time of services of Consultant shall commence no earlier than upon receipt by the Client of an
executed Contfact between the Client and the Consultant. In any event, Consultant shall use
commercially reasonable efforts to perform the Services within 120 calendar days with additional
days to be granted by Client upon written request by Consultant to accommodate any third party
professional services that may be required, including but not limited to those listed in Section IV.B.
III, COMPENSATION AND METHOD OF PAYMENT
For and in consideration of the foregoing, Client agrees to pay Consultant a total fee of $5,000.00
in accordance with the following milestones, which measure general Contract progress. All
payments are due upon submittal of invoices by the Consultant which reflect Consultant's
performance of Services in the period prior to achieving each milestone. Milestones may be
completed out of the order shown below or simultaneously.
MILESTONES
P(epare. ERR, Coordinate Notices, Submit E.nv, Review_ w5,000.00
IV. ADDITIONAL SERVICES
A. If authorized in writing by Client, the Consultant shall furnish Additional Services of the
following types which are not considered normal or customary Basic Services; these will be
paid for by the Client at an hourly rate of Seventy -five and no/100 Dollars ($75.00).
1. Reassessment of the environmental assessment procedures and clearance letter from the
Department.
2. Additional services resulting from new or revised program guidelines or regulations as
mandated by the state or federal administering agency during the term of this Agreement.
3, Preparing to serve, or serving, as a consultant or witness for Client in any litigation, other
legal or administrative proceeding involving this project,
4. Additional or extended services made necessary by: 1) a significant amount of defective
work of any construction contractor, consulting engineer and /or architect; 2) prime
construction contractor utilizing more than three (3) sub - contractors; 3) more than two (2)
prime construction contracts; 4) default of any construction contractor, consulting engineer
and /or architect.
B. Third -party services conducted by members of the following professions are not anticipated to
be required to fulfill the Services: accountant, appraiser, archaeologist, architect, attorney,
auditor, biologist or other natural scientist, engineer, historic preservationist, or surveyor. In the
Agreement for Grant Administration Se rces '/ Page 1018
Vol. ��" Pg. o�
event that such third -party services are determined to be required they shall not be carried out
by Consultant and Consultant shall not be responsible to pay for costs of such services unless
such services and related fees are Incorporated into this Agreement by amendment. Client
shall make the determination as to the manner in which these services shall be procured and
shall have responsibility to pay for such services.
V. CHANGES AND AMENDMENTS
The Client may, from time to time, request changes in the scope of services of the consultant to
be performed hereunder. Such changes, including any Increase or decrease in the amount of the
Consultant's compensation, must be mutually agreed upon by and between the Client and the
Consultant, and shall be Incorporated in written amendments to this Contract.
VI. ASSIGNABILITY
The Consultant shall not assign any interest on this Contract, and shall not transfer any interest in
the same (whether by assignment or novation), without the prior written consent of the Client
thereto; provided, however, that claims for money by the Consultant from the Client under this
Agreement may be assigned to a bank, trust company, or other financial institution without such
approval. Written notice of any such assignment or transfer shall be furnished promptly to the
Client.
VII, RECORDS AND AUDITS
During the time of performance, the Consultant shall assist the Client in collecting and
maintaining records and supporting documentation for all expenditures of funds made under this
Contract. Such records shall Include data on racial, ethnic, and gender characteristics of persons
who are applicants for, participants in, or beneficiaries of the funds provided under this Contract.
Client shall be solely responsible to retain such records and any supporting documentation for the
period following the time of performance as required by applicable laws and regulations.
VIII. MISCELLANEOUS PROVISIONS
A. This Agreement shall be construed under and accord with the laws of the State of Texas, and
all obligations of the parties created hereunder are performable in Travis County, Texas.
B. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their
- resjiective heifs, executors; administrators legal representative, successors and permitted
assigns. This Agreement does not, and is not intended to, confer any rights or remedies to any
person qther than the parties to this Agreement.
C. In any case one or more of the provisions contained in this Agreement shall for any reason be
held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or
unenforceability shall not affect any other provision thereof and this Agreement shall not be
construed as if such invalid, illegal, or unenforceable provision had never been contained
herein.
D. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement,
the prevailing party shall be entitled to reasonable attorneys' fees, costs, and necessary
disbursement in addition to any other relief to which such party may be entitled.
E. It is agreed that all information, data, reports and records and maps as are existing, available
and necessary for the carrying out of the work outlined In this Agreement shall be furnished to
the Consultant by the Client and its agencies. No charge will be made to Consultant for such
information and the Client and its agencies will cooperate with Consultant in every way
possible to facilitate the performance of the work described in this Contract.
F. The Client's official contact person with the Consultant shall be the Mayor.
Agreement for Grant Administration Services Vol. Pg. 02 Page 2 of 8
,jD
IX. TERMS AND CONDITIONS
This Agreement is subject to the provisions titled, "Part II Terms and Conditions" and attached
hereto and incorporated by reference herein.
IN WITNESSETH HEREOF, the Client and the Consultant have executed this Agreement as of
the date indicated above.
GrantWorks, Inc.
2906 Deer Creek Drive
Sugar Land, Texas 77478
BY:
Bruce J. Spitzengel
President
Brazos County
P.O. Box 914
Bryan, Texas 77803
E. Duane Peters
County Judge
ATTEST:
BY: '` liu'n le
County Clerk
Agreement for Grant Administration Services Page 3 of 8
Vol. �8 pg. �3/
AGREEMENT FOR GRANT ADMINISTRATION SERVICES
PART Il -TERMS AND CONDITIONS
1. PERSONNEL. The Consultant represents it has or will secure at Its own expense, all personnel
required in performing the services under this Agreement. Such personnel shall not be employees of
or have any contractual relationship with the Client. Consultant may subcontract any or all of the
work or services covered by this Agreement without prior written approval of the Client provided that
(a) any work or services subcontracted hereunder must be specified by written contract or agreement
and (b) such subcontractors shall be subject to each provision of this Contract.
2. REPORTS AND INFORMATION, The Consultant, at such times and in such forms as the Client may
reasonably require, shall furnish the Client periodic reports as it may request pertaining to the work or
services undertaken pursuant to this Contract, the costs and obligations incurred or to be incurred in
connection therewith, and any other matters covered by this Contract.
3. FINDINGS CONFIDENTIAL. All of the reports, information, data, etc., prepared or assembled by the
Consultant under this Agreement are confidential and the Consultant agrees that they shall not be
made available to any individual or organization without the prior written approval of the Client,
except where required by law or by court order.
4. COPYRIGHT. No report, maps, or other documents produced in whole or in part under this
Agreement shall be the subject of an application for copyright by or on behalf of the Consultant.
5. INDEMNIFICATION. Consultant shall comply with the requirements of all applicable laws, rules and
regulations, and shall indemnify and hold harmless the Client from and against liability for payments
of Federal, State and local taxes on contributions Imposed or required under the Social Security,
worker's compensation and income tax laws associated solely with the Consultant's performances of
the Services performed by the Consultant under this Contract.
6. COMPLIANCE WITH LOCAL LAWS. The Consultant shall comply with all applicable laws,
ordinances and codes of the State of Texas and local governments.
7. TERMINATION OF AGREEMENT FOR CAUSE. If the Consultant shall fail to fulfill in a timely and
- proper manner his /her obligations under this Contract, -or if the Consultant shall violate any of-the
covenants, agreements, or stipulations of this Contract, the Client shall provide written notice to
Consultant reasonably specifying the failure or violation. If Consultant fails to cure such failure or
violation within five (5) business days of receiving such notice (or if the failure or violation is incapable
of cure within such time frame, to begin to take actions to cure such failure or violation and to
diligently pursue them to completion), Client thereupon shall have. the right to terminate this
'Agreement by giving written notice to the Consultant. Consultant shall be entitled to receive just and
equitable compensation for any work satisfactorily completed hereunder.
TERMINATION OF AGREEMENT FOR CONVENIENCE. Either the Client or the Consultant may
terminate this Agreement at any time by providing at least ten (10) days notice in writing to the other
party to this Contract. If the Agreement Is terminated as provided herein, the Consultant will be paid
for the time provided and expenses incurred up to the termination date. In such event, all finished
documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the
Consultant under this Agreement shall, at the option of the Client, become its property.
8. INTEREST OF MEMBERS OF CLIENT. No member of the governing body of the Client, no other
public official of Client, and no other officer, employee, or agent of the Client who exercises any
functions or responsibilities in connection with the planning and carrying out of the program, shall have
any personal financial interest, direct or indirect, in this Contract, and the Client shall take appropriate
steps to assure compliance with this requirement.
Agreement for Grant Administration Services Page 4 of 8
Vol. � � Pg.
9. INTEREST OF CONSULTANT AND EMPLOYEES. The Consultant covenants that it presently has no
interest and shall not acquire interest, direct or indirect, in the study area or any parcels therein or any
other interest which would conflict in any manner or degree with the performance of its services
hereunder. The Consultant further covenants that in the performance of this Contract, no person
having any such Interest shall be employed by Consultant to perform services under this Contrat.
10. COMPLIANCE WITH FEDERAL LAWS. During time of performance Consultant shall comply with
relevant federal laws, regulations and rules including the following:
A. CIVIL RIGHTS ACT OF 1964. Under Title VI of the Civil Rights Act of 1964, no person shall, on
the grounds of race, color, or national origin, be excluded from participation in, be denied the
benefits, or be subjected to discrimination under any program or activity receiving Federal financial
assistance.
B, SECTION 109 OF THE HOUSING & COMMUNITY DEVELOPMENT ACT OF 1974. No person in
the United States shall on the ground of race, color, national origin, or sex be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under any program or
activity funded in whole or in part with funds made available under this Title.
C. EQUAL EMPLOYMENT OPPORTUNITY. During the performance of this Contract, the Consultant
agrees as follows:
The Consultant will not discriminate against any employee or applicant for employment
because of race, creed, sex, color or national origin. The Consultant will take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment, without regard to their race, creed, sex, color or national origin. Such action
shall include, but not be limited to, the following: Employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, including apprenticeship. The Consultant
agrees to post in conspicuous places, available to employees and applicants for
employment, notices to be provided by the Client setting forth the provisions of this
non - discrimination clause.
.__ii.... The_Consultant.will,Jn._ all. solicitafon;.or. adyertisemenls for. employees placed by or on
behalf of the Consultant, state that all qualified applicants will receive consideration for
employment without regard to race, creed,'coior, sex, or national origin.
iii. The Consultant will cause the foregoing provisions to be inserted in all subcontracts for any
work covered by this Agreement so that such provisions will be binding upon each
subcontractor, provided that the foregoing provisions shall not apply to contracts or
subcontracts for standard commercial supplies or raw materials.
iv. The Consultant will Include the provisions A. through C. In every subcontract or purchase
order unless exempted.
D. "SECTION W COMPLIANCE IN THE PROVISION OF TRAINING, EMPLOYMENT AND
BUSINESS OPPORTUNITIES.
The work to be performed under this Agreement is on a project assisted under a program
providing direct Federal financial assistance from the Department of Housing and Urban
Development and is subject to the requirements of Section 3 of the Housing and Urban
Development Act of 1968; as amended, 12 U.S.C. 1701u. Section 3 requires that to the
greatest extent feasible opportunities for training and employment be given lower Income
residents of the project area and contracts for work in connection with the project be
Agreement for Grant Administration Services Page 5 of 8
V . __ / 9�_ Pg. i1.3.j1
awarded to business concerns which are located in, or owned in substantial part by persons
residing in the area of the project.
it. The parties to this Agreement will comply with the provisions of said Section 3 and the
regulations issued pursuant thereto by the Secretary of Housing and Urban Development
set forth in 24 C.F.R. 135, and all applicable rules and orders of the Department issued
thereunder prior to the execution of this Contract. The parties to this Agreement certify and
agree that they are under no contractual or other disability which would prevent them from
complying with these requirements.
iii. The Client shall require each contractor to send to each labor organization or representative
of workers with which he/she has a collective bargaining agreement or other contract or
understanding, if any, a notice advising the said labor organization or workers'
representative of his/her commitments under this Section 3 clause and shall post copies of
the notice in conspicuous places available to employees and applicants for employment or
training.
iv. The Client shall require that this Section 3 clause is included in every contract and
subcontract for work in connection with the project and will take appropriate action upon
finding that a contractor or subcontractor is in violation of regulations issued by the
Secretary of Housing and Urban Development, 24 C.F.R. Part 135. The Client shall not
subcontract with any subcontractor where it has notice or knowledge that the latter has been
found in violation of regulations under 24 C.F.R. Part 135 and will not enter Into any
subcontract unless the subcontractor has first provided it with a preliminary statement of
ability to comply with requirements of the regulations.
V. Compliance with the provisions of Section 3, the regulations set forth in 24 C.F.R. Part 135,
and all applicable rules and orders of the Department issued hereunder prior to the
execution of the contract, shall be a condition of the federal financial assistance provided to
the project, binding upon the applicant or recipient for such assistance, It successors and
assigns. Failure to full these requirements shall subject the applicant, its contractors and
subcontractors, its successors and assigns to those sanctions specified by the grant or loan
agreement or contract through which federal assistance is provided, and to such sanctions
as are specified by 24 C.F.R. Part 135.
E. SECTION 503 HANDICAPPED (IF $2,500 OR OVER) AFFIRMATIVE ACTION FOR
HANDICAPPED WORKERS:
The parties will not discriminate against any employee or applicant for employment because
of physical or mental handicap in regard to any position for which the employee or applicant
for employment is qualified. The contractor agrees to take affirmative action to employ,
advance in employment and otherwise treat qualified handicapped individuals without
discrimination based upon their physical or mental handicap in all employment practices
such as the following: Employment, upgrading, demotion or transfer, recruitment,
advertising, layoff or termination, rates of pay or other forms of compensation, and for
training, including apprenticeship.
if. The contractor agrees to comply with applicable rules, regulations, and relevant orders of
the Secretary of Labor issued pursuant to the Act.
ill. In the event of the contractor's non-compliance with the requirements of this clause, actions
for non - compliance may be taken in accordance with the applicable rules, regulations, and
relevant orders of the Secretary of Labor issued pursuant to the Act.
Agreement for Grant Administration Service - - - - -- Page 8 of 8
Vol.
iv. The contractor agrees to post in conspicuous places, available to employees and applicants
for employment, notices in a form to be prescribed by the Director, provided by or through
the contracting officer. Such notices shall stale the contractor's obligation to take affirmative
action to employ and advance in employment qualified handicapped employees and
applicants for employment, and the rights of applicants and employees.
V. The contractor will notify each labor union or representative of workers with which it has a
collective bargaining agreement or other contract understanding, that the contractor is
bound by the terms of Section 503 of Rehabilitation Act of 1973, and is committed to take
affirmative action to employ and advance in employment physically and mentally
handicapped individuals.
W. The contractor will include the provisions of this clause In every subcontract or purchase
order of $2,500 or more unless exempted by rules, regulations, or orders of the Secretary
issued pursuant to Section 503 of the Act, so that such provisions will be binding upon each
subcontractor with respect to any subcontract or purchase order as the Director of the Office
of Federal Contract Compliance Programs may direct to enforce such provisions, including
action for non - compliance.
Agreement for Grant Administration Services Page 7 of 8
AGREEMENT FOR ADMINISTRATIVE MANAGEMENT SERVICES
PART III - SCOPE OF BASIC SERVICES
Environmental Review'
1. Prepare environmental assessment.
2. Coordinate environmental clearance procedures with other interested parties.
3. Coordinate any third -party professional services required to complete the assessment (third -party
professional services are outside the scope of this agreement and their costs shall not be borne
by Consultant, see Section IV of this Agreement)
4. Document consideration of any public comments.
5. Assist with compliance with Executive Order 11988 for projects located in flood plain.
6. Prepare and submit related public notices.
7. Prepare Request for Release of Funds and Certifications.
`Services related to reassessment of the Environmental Review Record resulting from a contract amendment may be
subject to additional charges payable to GranlWorks (see Section IV of this Agreement).
Agreement for Grant Administration Services - — _ _. - Page 8 of 8
36
Texas Dept. of Family Purchased Client Services Contract
and Protective Services Amendment
Service Type: Title IV -E County Child Welfare
Services
Contract #23940058 Amendment #13 -1
Form 9077
June 2010
This AMENDMENT (Amendment) of contract #23940058 (Agreement or Contract) is
entered into by and between the Texas Department of Family and Protective
Services (DFPS or the Department) and Brazos County (Contractor).
1. Purpose
Section V of the Agreement stipulates that the Contract may only be modified through a
written amendment mutually agreed upon and signed by both parties. DFPS procured
this Contract under an Interlocal Cooperation Contract for Title IV -E Child Welfare
services and has been amended 0 times.
The parties agree that: (1) changes have been made to federal or state laws,
regulations, rules or policies, and this contract is amended to reflect such;, and (2) this
Contract needs to have the option of it being unilaterally amended as necessary to
comply with changes made to federal or state laws, regulations, rules or policies and to
correct obvious clerical error.
2. Effect of Amendment on Contract
2.1. Unless otherwise modified, the terms and conditions of the Contract shall
remain in full force and effect.
2.2. Section I, Subsection B, Paragraph 1: County's Responsibilities of the
Original Contract is modified by the following:
2.2.1. Section I(B)(1)(i) Confidentiality is modified by adding "and Records
Retention" to the title to read:
L Confidentiality and Records Retention
2.2.2. Section I(B)(1)(i) of the Original Contract is modified by adding:
(iv) THE CONTRACTOR MUST NOT DISPOSE OF RECORDS
PERTAINING TO CHILDREN IN DFPS CONSERVATORSHIP
BEFORE PROVIDING THE DEPARTMENT'S CONTRACT
MANAGER WRITTEN NOTICE OF ITS INTENT TO DISPOSE OF
RECORDS AND RECEIVING WRITTEN APPROVAL FROM THE
DEPARTMENT'S CONTRACT MANAGER.
2.2.3. Sections I(B)(1)(r) Officers' Total Compensation through I(B)(1)(t)
CERTIFICATIONS of the Original Contract are renumbered I(B)(1)(s)
Officers' Total Compensation through I(B)(1)(v) CERTIFICATIONS
in order to insert a new Section l(B)(1)(r).
2.2.4. New Section I(B)(1)(r) Single Audit is inserted into the Original
Contract as follows:
Terns Dept. of Family Purchased Client Services Contract Form son
and Protective Services June 2010
Amendment
Service Type: Title IV -E County Child Welfare
Services
Single Audit. All contractors identified as subrecipients will
submit a Single Audit Determination (SAD) form in accordance
with HHSC -OIG requirements. If applicable, Contractor will
submit an annual financial and compliance audit of Contractor's
fiscal year in accordance with Single Audit Requirements of
OMB Circular A -133 (Audits of State, Local Government, and
Non - Profit Organizations) and Texas Uniform Grant
Management Standards. Contractor will re- procure with the
objective of rotating the independent audit firm every six years.
Contractor will submit verification of the re- procurement of the
independent audit firm for Single Audits.
2.2.5. Section 1(B)(1)(v)(Il) Suspension, Ineligibility, and Voluntary
Exclusion is deleted in its entirety and a new Section I(B)(1)(v)(B) is
inserted for same.
B. Ineligibility, Suspension, and Voluntary Exclusion. Federal
Law (2 CFR 180, 2 CFR 376, and Executive Orders 12549,
13224, and 12689) requires DFPS to screen each covered
Contractor to determine whether each has a right to obtain a
contract in accordance with federal regulations on debarment,
suspension, ineligibility, and voluntary exclusion. Contractor
certifies the following:
a. That Contractor and Contractor's principals are, to the
best of its knowledge and belief, not on the specially
designated nationals list or debarred, suspended,
declared ineligible, or voluntarily excluded from
participation in this solicitation or any resulting contract.
b. That Contractor will not knowingly enter into any
subcontract with an entity who is on the specially
designated nationals list or debarred, suspended,
declared ineligible, or voluntarily excluded from
participation in this covered transaction. Contractor will
also not knowingly enter into any subcontract with an
entity whose principals are on the specially designated
nationals list or debarred, suspended, declared ineligible,
or voluntarily excluded from participation in this covered
transaction.
c. That Contractor will include this section regarding
debarment, suspension, ineligibility, and voluntary
exclusion, and the specially designated nationals list
without modification in any subcontracts or solicitations
for subcontracts.
SAC
Texas Dept. of Family purchased Client Services Contract - Fdrm son
and Protective Services June 2010
Amendment
Service Type: Title IV -E County Child Welfare
Services
2.2.6. Section I(B)(1)(v)(iti) Drug Free Workplace Certification. Section
1(13)(1)(v)(iii) of the Original Contract is renumbered to Section
1(13)(1)(v)(C) and revised to correct a clerical error by deleting the
following language this is struck through as follows:
C. Making it a requirement that each employee to be engaged in
the performance of the grant be given a copy of the statement
Fequiired by ;
d. Notifying the employee in the statement
t4ii a that, as a condition of employment under the grant, the
employee will —
e. Notifying the agency in writing, within ten calendar days after
receiving notice from an employee or
otherwise receiving actual notice of such conviction. Employers
of convicted employees must provide notice, including position
title, to every grant officer or other designee on whose grant
activity the convicted employee was working, unless the federal
agency has designated a central. point for the receipt of such
notices. Notice will include the identification number(s) of each
affected grant;
f. Taking one of the following actions, within 30 calendar days of
receiving notice with respect to any
employee who is so convicted-
2.3. Section II. BASIS FOR CALCULATING PAYMENT OBLIGATIONS of the
Original Contract is modified by adding the following provision:
D. Payment
1. The County must seek payment or adjustment to payments
in accordance with the time limit specified in 45 CFR 95.1
(Code of Federal Regulations). This subpart establishes a
two -year (eight quarter) time limit for a State to claim Federal
financial participation in expenditures under State plans
approved under Title IV -E and Temporary Assistance for
Needy Families (TANF). Any bill or amended bill, which is
submitted to DFPS later than seven quarters after the end of
the quarter of the expense, will not be processed unless
DFPS determines that submission for payment of the bill to
the federal government can be executed in a proper and
timely fashion
Terns Dept. of Family Purchased Client Services Contract - -Form 9077 - - - -
and Protective Services Amendment June 2010
Service Type: Title IV -E County Child Welfare
Services
2.4. Section V MODIFICATIONS. Subsection V(B) of the Original Contract is
deleted in its entirety and the following substituted for same:
B. The parties to this Agreement may make modifications to the
Contract according to the requirements of this section.
1. Bilateral Amendment. Either party to this Agreement may
modify this Contract by execution of a mutually agreed upon
written amendment signed by both parties.
2. Unilateral Amendment. The Department reserves the right
to amend this Agreement through execution of a unilateral
amendment signed by the DFPS Contract Manager and
provided to the Contractor with ten (10) days notice prior to
execution of the amendment under the following
circumstances.
a. to correct an obvious clerical error in this Contract;
b. to incorporate new or revised federal or state laws,
regulations, rules, or policies.
The parties to Contract #23940058 have duly executed this Amendment to be effective
August 30, 2013.
Texas Department of Family
and Protective Services
County
Signature Signature
Printed Name: Shelia Brown Printed Name: °vane Peters
Title: Regional Director Title: county Judge
Date
CAI gg)13
Date
I N a�/0
VE
Texas Dept. of Family Budget for Title IV -E Form ^20390 , Z013
and Protective Services
County Child Welfare Services Contract
Summary
County: Brazos County -Child Welfare
Contract Number: 23940058
Budget Effective Date: 10/112013- 913012014
Estimated Total
Total'Anticipated
Total Anticipated
' cost Category,
Expenses
Federal
County
Allocable to
Reimbursement`
Match
Title IV - -E
A. Administration
A.1, Direct Personnel Salaries
$0.00
$0.00
$0.00
A.2. Direct Personnel Fringe Benefits
$0.00
$0.00
$0.00
A.3. DireSEquipment vel
$0.00
$0.00
$0.00
A.4. Dire Su lies
$0.00
$0.00
$0.00
A.5. Dire$0.00
$0.00
$0.00
A.6. Dire
$200.0 0
$52.52
$147.48
Total Administration
$200.00
$52.52
$147.48
B. Training
B.I. Title IV -E Trainin 75%
$2,540.00
$1,000.47
$1,539.53
8.2. Title IV -E Fostering Connections Training 65%
$0.00
$0.00
$0.00
B.3. Non -Title IV -E Training 50%
$0.00
$2,540.00
$0.00
$1,000.47
$0.00
$1,539.53
Total Training
C., Supplemental Foster Care Maintenance (SFCM)
Total SFCM
$21,650.00
$12,706.39
$8,943.62
D. Indirect Costs (if applicable)
$0.00
$0.00
$0.00
Indirect Cost Base
Grand Total
$24,390.00
$12,758.90
$9,091.10
*'Estimated Federal Reimbursement for expenses based on Eligible Population Rate (EPR)
52.518%
during 3rd quarter of the preceding fiscal year:
Actual reimbursement will be based on EPR in effect for the county during the month in which
expenses were incurred.
Estimated Federal Reimbursement for Supplemental Foster Care Maintenance expenses
58.69%
based on Federal Medicaid Assistance Percentage (FMAP) rate in effect during preceding fiscal
year:
Actual reimbursement will be based on FMAP rate in effect at the time reimbursement is made to
contractor.
28.190%
Indirect Cost Rate if applicab attach a copy of the approved Certificate of Indirect Costs):
Contractor Certification .
Date
Signature
Duane Peters, County Judge
Printed Name 8 Title
Texas Dept. of Family Budget for Title IV-E Form 2030CWIVE
and Protective Services August 2013
County Child Welfare Services Contract
Administration
A.6. Direct Other Costs
County: Brazos County -Child Welfare
Contract Number., 23940058
Budget Effective Date: 10/1/2013- 9/30/2014
'
Anticipated Federal
Other Costs
Estimated
Reimbursement
Anticipated County
. (description)
Total Expense
(estimated EPR
Match
x 50% FFP)
Birth Certificates
$200.00
$52.52
$147:48
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Direct Other Costsi
$200.001
$52.52
$147.48
estimated total cost for Title IV -E related activities
Note PI r f r t Titl IV E Finance Handbook f d t 'I dinformation mgard' a all ble oxegmses. documentation reeuirements. etc._
huo• // wdfo t tel s /handbookslyde IVE County /defeult'sn
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Texas Dept. of Family Budget for Title IV -E
and Protective Services
County Child Welfare Services Contract
Form 203CCWIVE
August 2013
C. Supplemental Foster Care Maintenance (SFCM)
County: Brazos Count -Child Welfare
Contract Number: 23940058
Budget Effective Date: 10/112013- 9/3012014
Other Costs
(description)
Estimated
*
Total Expense*
P
Anticipated Federal
Reimbursement
(estimated FMAP)
Anticipated County
Match
Allowances
$0.00
$0.00
Clothing
$20,000.00
$11,738.00
$8,262.00
Gifts
$250.00
$146.73
$103.28
Graduation Expenses
$500.001
$293.45
$206.55
Personal Items
$100.00
$58.69
$41.31
School Supplies
$300.00
$176.07
$123.93
Reasonable Child Specific Travel
$500.00
$293.45
$206.55
Total Direct Other Costs
$21,650.00
$12,706.39
$8,943.62
estimated total cost for Title IV -E related activities
Not Please mferin Title IV -E r'n . andboak for detailed int miatiDn mizarding Ilgyable cxpe-Ies, ds& mentalion renulmme lts etc,
hnglg dfos tnt<t Vha dbooksrrtic IVE Counly1deflult.iM
Pg.4&9
Texas Dept. of Famity Budget for Title IV -E Fonn 2030CWIVE
and Protective Services County Child Welfare Services Contract August2013
Budget Narrative
County: razos County -Child Vlelfa
Contract Number: 23940058
Budget Effective Date: 1 01112 01 3- 913 012 01 4
A. Administration
A.1. Direct Personnel Salaries
Certificates for IV -E eligible children
Training
Crimes Against Children Conference for CPS staff
B.2. Title IV -E Fostering Connections Training (65 %)
C. Supplemental Foster Care Maintenance (SFCM)
Allowable expense directly related to the IV -e eligible children to include clothing, personal items, school
items, day care, or travel for children
D. Indirect Costs (if applicable)
r'
1Yd Pq.. _
Texas Dept. of Family Signature Authority Designation Form 2031
._ -..__.
and-Protective services _.. ...__.._. _.... ...._....... _ April 2011
All Contractors /Potential Contractors are required to fill out and submit this form.
Completion of this form designates signature authority for Contractor: Brazos County
The Contractor may attach a document or letter designating signature authority, including the signature authority's
name and title, or verify that the signature below is the only signature authority designated for contracting with
DFPS.
❑ Document attached (e.g., from the contractors governing body)
® Signature used below is the signature authority for the Contractor
The Contractor understands that there is an ongoing duty to notify DFPS in writing of any change to signature
authority during the term of the contract with DFPS. The Contractor verifies that the attached document or
signature below is a complete, true, and correct
Duane Peters
Printed Name R n
Co Judge ") J 13
Title of unty Authorized Representative Date
Brazos Count 23940058
Legal Name of Contractor /Potential Contractor Contract or Procurement Number
The Designated Signature Authority, as referenced above, must authorize in writing the delegation of signature
authorities to any additional person(s) to approve and sign contract documents. The Contractor must use the
supplied attachment(s) provided by DFPS to capture further delegation information. Both the printed name and
signature is required for each authorized individual.
PCS -301
-- June201.1 ... ..
DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES
Additional Authorized Signature Designation
Contractor's Name & Mailing Address: Date:
Brazos County
200 South Texas Avenue, Ste 218
Bryan, Texas 77802
Program Name & Contract Number:
Child Welfare Services - # 23940058
Designation of Contract Signatories
The agency's, contract signatory, as referenced on the Signature Authority Designation (form 2031),
for the above listed program contract has authorized the following person(s) listed below to approve
and sign on the contract functions as indicated. Please note that both the printed name and signature
is required for each authorized individual.
Katie Conner
Printed Name
Printed Name
Printed Name
Printed Name
County Auditor
Title
Title
Title
Title
Printed Name Title
Financial Officer
Function
Function
Function
Function
Function
Certification of Designation
,� -6--
Signature
Signature
Signature
Signature
Signature
I certify that the person(s) indicated above are designated as "Authorized Official(s)" for the purpose
stated and that the signatures are valid. I further understa Lnyc is y responsibility to immediately
notify the Division of Regional CPS Contracts in 1 of g to the above list.
Duane Peters, County Judge
Printed or Typed Name & Title of Contract Signature
Signatory
� J4/ Pg.-O?-I,/
Texas Dept of Family Risk Anal s]s Questionnaire Form 9105
-- --- -and Protective Services -. - - -. - - -- - - —.y -_ ......., -. -..... .. .. - July 2013..
Contract Name:
Brazos Count Child Welfare Services
Contract Number:
123940058
IFY 2014
Fee For Service
Please provide the person's name and
number to contact if additional information is
Megan Mason, Asst Auditor (979) 361 -4352
needed:
1. Do you currently have other active contracts with DFPS or any other entity either within or outside of Texas
[federal, state (ISO, University), county, private business]?
Yes ® No ❑
If yes, please provide the contract number and indicate which of the following payment types is utilized for the
rnnfrarh
Fixed Price
Contract is for a firm fixed price . Payments are not affected by contractor actual costs.
Cost
Contractor is reimbursed for allowable costs.
Reimbursement
Fee For Service
Contractor is paid a set fee per unit of service. Typically rates are negotiated with the
individual vendor and may apply only to that vendor. An independent rate setting process
does not exist for the contracted service.
Rate Based
Contractor is paid at a pre - determined rate or fee per unit of service, which was
Payments
established through a rate setting process. The rate setting process typically applies to
multiple contractors who provide the service.
Blended Foster
The blended foster care rate is the HHSC - developed rate equal to the weighted average
Care Rate
rate across all placement types that DFPS pays under a Single Source Continuum
Contract for each day of service provided to a child or youth in paid foster care.
Blended Foster
The blended foster care case rate is the rate paid under a Single Source Continuum
Care Case Rate
Contract for each day of service provided to each child or youth as measured against an
established length of stay baseline formulated by HHSC for each defined age category or
"strata" of children /youth.
Exceptional Foster
An exceptional foster care rate applies to a limited number of situations andlor days under
Continuum Contract where a child requires extraordinary care. The
Care Rate
a Single Source
exceptional foster care rate is developed using historical costs of delivering similar
services, where appropriate data are available, and estimating the basic types of costs of
products and 'services necessary to deliver services meeting federal and slate
requirements.
Other
Any other payment type not defined above.
Contract Number Payment Type Contract Number
see attached schedule of state & federal grants
Payment Type
RAI Factors s2 b se
2. Check the appropriate time period since your last audit (e.g., annual financial statement audit, compliance
audit,) was completed by an independent auditor, including other state /federal agency.
® Within 21 months ❑ Within 22 -34 months ❑ 35 months or more OR No Audit completed
Describe the type of audit completed: Programmatic & Financial audit by staff with TDFPS and annual
financial statement audit by independent auditor.
RAI Factor Mts
FVOI. 41 Pg• jr
Texas Dept of Family Risk Analysis Questionnaire
-_ -- - -- and - Protective Services
Form 9105
- - July 2013
3. Type of Related Party Transactions: "Doing business' refers to business activities such as purchasing or
leasing (e.g., a building, a computer, or a vehicle) and /or obtaining a service (e.g.. legal services, accounting
services, banking services), even if the purchase /lease /service is provided at no charge, from anyone related
by blood, adoption or marriage to a member of your Board of Directors; a principal stockholder, or a key
employee.
Does your agency do business with any of the above - mentioned parties for the following?
RAI Factor010
Non - Compensated Services
❑ Yes
® No
Compensated non- recurring Services
❑ Yes
®No
Compensated Consulting or Management Services
❑ Yes
® No
Compensated Building Leasing
❑ Yes
®No
Compensated Transportation
❑ Yes
® No
Compensated Goods and Services or Labor
❑ Yes
® No
For - Profit Aff0iated with Non - Profit
❑ Yes
® No
Owned /Operated by Same or Related Entity
❑ Yes
®No
Parent/Subsidiary Relationship
❑ Yes
® No
Texas Dept of Family
Risk Analysis Questionnaire Form 9105
---and Protective Services- -_- -- - - -- --- - -- _ - - - - July 2013
4. The percentage of total expenditures paid out to Subcontractors in a fiscal year as allowable by contract.
® 0% ❑ No More than 30% ❑ 31 % to 50% ❑ More than 50%
RAI Factor #9
5. Experience of key management staff:
Note: Fiscal components refer to the financial aspect of the contract. Programmatic components refer to the
program side of the contract, such as monitoring that services are provided to clients, monitoring the
quality of the service delivery, ensuring compliance to the service provisions in the contract.
Executive ❑
Director,Sole
Proprietor,
President or
Equivalent
Accounting
(Comptroller
Chief
Financial
Officer,
Business
Mgr, etc.)
Less than 2 years with ❑
fiscal or programmatic
components of federal
and /or state contracted
programs
❑ Less than 2 years with ❑
fiscal or programmatic
components of federal
and/or state contracted
programs
Program ❑
Director,
Program
Coordinator
or Equivalent
I RAI Factor r7
Less than 2 years with ❑
fiscal or programmatic
components of federal
and /or state contracted
programs
At least 2 years with
fiscal or programmatic
components of federal
and /or state contracted
programs
At least 2 years with
fiscal of programmatic
components of federal
and /or state contracted
programs
At least 2 years with
fiscal or programmatic
components of federal
and /or state contracted
programs
® At least 2 years with fiscal and
programmatic components of
federal and /or state contracted
programs
® At least 2 years with fiscal and
programmatic components of
federal and /or state contracted
programs
® At least 2 years with fiscal and
programmatic components of
federal and /or state contracted
programs
6. Check the appropriate box below regarding any significant changes in key management staff during the
identified timeframes:
® No significant change in last 2 years
❑ Significant change in key management staff within: ❑ Last 2 years ❑ Last 12 months
Factor a7
7. Total Contractor Experience
Check the appropriate box below for your organization's total contractor experience (including experience with
non -DFPS agencies) providing the type of service being contracted.
❑ 0 to 12 months ❑ 13 to 35 months ❑ 36 to 59 months ® 60 or more months
RAI Factor #8
3 Vol _f4l Pg. �'.fd
Texas Dept or Family Risk Analysis Questionnaire Form 9105
-- "-and Protective Services ..... .. ._... ... . -... __._.._.._ -__.. _. .. _ _. July 2013 .
8. Check the appropriate box below regarding any significant change in direct delivery and billing staff during the
designated timeframes:
® No significant change in last 2 years
❑ Significant change in direct delivery and billing staff within: ❑ Last 2 years ❑ Last 12 months
RAI Factor Na
CERTIFICATION
Signed by an individual with documented authorithy as designated by the business entity.
LUEREBY CERTIFY, TO THE BEST OF MY KNOWLEDGE, THAT THE INFORMATION REPORTED HEREIN IS
and Date
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Texas Dept. of Family FFATA Certifications Form 012
- -- - - and Protective Services. - - -- - -- - - - - - - -- - _ June 2 2072
The Federal Funding Accountability and Transparency Act (FF
represent material facts upon which DFPS relies when
government required under federal faw. If the Department
knowingly rendered an erroneous certification, DFPS ma
accordance with Texas and U.S. law. Signor further agrees
notice to DFPS if at any time Signor learns that any of the
erroneous when submitted or have since become erroneous
'ATA) certifications enumerated below
reporting information to the federal
later determines that the Contractor
y pursue all available remedies in
that it will provide immediate written
certifications provided for below were
by reason of changed circumstances.
Did your organization complete the CCR registration? ® Yes ❑ No
Enter Your Dun & Bradstreet (D &B) DUNS Number, and its parent if applicable: 052960341
Did your organization have a gross income, from all sources, of less than $300,000 in your previous
tax year? ❑ Yes ® No ❑ N/A (if entity does not generate income)
If your answer is "Yes ", skip questions "A ", "B ", and "C" and finish the certification.
If your answer is "No" or N /A, answer questions "A" and "B ".
A. Certification Regarding % of Annual Gross from Federal Awards.
Did your organization receive 60% or more of its annual gross revenue from federal awards during the
preceding fiscal year? ❑ Yes ® No
B. Certification Regarding Amount of Annual Gross from Federal Awards.
Did your organization receive $25 million or more in annual gross revenues from federal awards in the
preceding fiscal year? ❑ Yes ® No
If your answer is "Yes" to both question "A" and 'B ", you must answer question "C ".
If your answer is "No" to either question "A" or "B", skip question "C" and finish the certification.
C. Certification Regarding Public Access to Compensation Information.
Does the public have access to information about the compensation [17 CFR 229.402(c)(2)] of the
senior executives (e.g., officers, managing partners, or any other employees in management
positions) in your business or organization (including parent organization, all branches, and all
affiliates worldwide) through periodic reports filed under section 13(a) or 15(d) of the Securities
Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of
1986? ❑ Yes ❑ No ❑ NIA (if entity reports through some other means, state how: )
If your answer is "No" you must provide compensation information to DFPS for FFATA reporting. If
N /A, you may still be required to supply compensation information pending DFPS or federal awarding
agency approval.
l
1of2 / d��
Texas Dept. of Family FFATA Certifications Form 4734
and Protective Services— ._. _. _ __. .. . _ _ _ ... _. _ _.... .. _ _ June 2012
As the duly authorized representative (Signatory) of the Contractor named below, I
hereby certify that the responses that I have provided to ttA questions in this
certification form are true, complete and corregHQ the trest-"y owledge.
Duane Peters
Aigna
Printed Name of Authorized Representative
ure of Authorized Representative
County Judge
W/ a
Title of Authorized Representative
Date
Brazos County
23940058
Legal Name of Contractor
Contract Number
2 of 2 /
Texas Dept. of Family Purchased Client Services Contract
and Protective Services
Amendment
Service Type: Title IV -E County Legal Services
Contract #23940059 Amendment #13 -1
Form 9077
June 2010
This AMENDMENT (Amendment) of contract #23940059 (Agreement or Contract) is
entered into by and between the Texas Department of Family and Protective
Services (DFPS or the Department) and Brazos County (Contractor).
1. Purpose
Section V of the Agreement stipulates that the Contract may only be modified through a
written amendment mutually agreed upon and signed by both parties. DFPS procured
this Contract under an Interlocal Cooperation Contract for Title IV -E Legal services and
has been amended 0 times.
The parties agree that: (1) changes have been made to federal or state laws,
regulations, rules or policies, and this contract is amended to reflect such; and (2) this
Contract needs to have the option of it being unilaterally amended as necessary to
comply with changes made to federal or state laws, regulations, rules or policies and to
correct obvious clerical error.
2. Effect of Amendment on Contract
2.1. Unless otherwise modified, the terms and conditions of the Contract shall
remain in full force and effect.
2.2. Section I, Subsection B, Paragraph 1: County's Responsibilities of the
Original Contract is modified by the following:
2.2.1. Section I(B)(1)(g) Confidentiality is modified by adding "and
Records Retention" to the title as follows:
L Confidentiality and Records Retention
2.2.2. Section i(B)(1)(g) of the Original Contract is modified by adding:
(iv) THE CONTRACTOR MUST NOT DISPOSE OF RECORDS
PERTAINING TO CHILDREN IN DFPS CONSERVATORSHIP
BEFORE PROVIDING THE DEPARTMENT'S CONTRACT
MANAGER WRITTEN NOTICE OF ITS INTENT TO DISPOSE OF
RECORDS AND RECEIVING WRITTEN APPROVAL FROM THE
DEPARTMENTS CONTRACT MANAGER.
2.2.3. New Section I(B)(1)(p)(i) is modified by adding Subsection (e) to the
Contract as follows:
e. Single Audit. All contractors identified as subrecipients will
submit a Single Audit Determination (SAD) form in accordance
with HHSC -OIG requirements. If applicable, Contractor will
submit an annual financial and compliance audit of Contractor's
fiscal year in accordance with Single Audit Requirements of
OMB Circular A -133 (Audits of State, Local Government, and
Non - Profit Organizations) and Texas Uniform Grant
gel _ Fg
Texas Dept. of Family purchased Client Services Contract Form 9077
and Protective Services June 2010
Amendment
Service Type: Title IV -E County Legal Services
Management Standards. Contractor will re- procure with the
objective of rotating the independent audit firm every six years,
Contractor will submit verification of the re- procurement of the
independent audit firm for Single Audits.
2.2.4. Section I(B)(1)(r)(ii) Suspension, Ineligibility, and Voluntary
Exclusion. Section I(B)(1)(r)(ii) of the Original Contract is deleted in its
entirety and the following provision substituted for same.
Ineligibility, Suspension, and Voluntary Exclusion. Federal Law (2
CFR 180, 2 CFR 376, and Executive Orders 12549, 13224, and
12689) requires DFPS to screen each covered Contractor to determine
whether each has a right to obtain a contract in accordance with
federal regulations on debarment, suspension, ineligibility, and
voluntary exclusion. Contractor certifies the following:
a. That Contractor and Contractor's principals are, to the best of its
knowledge and belief, not on the specially designated nationals
list or debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this solicitation or any resulting
contract.
b. That Contractor will not knowingly enter into any subcontract
with an entity who is on the specially designated nationals list or
debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction.
Contractor will also not knowingly enter into any subcontract
with an entity whose principals are on the specially designated
nationals list or debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered
transaction.
C. That Contractor will include this section regarding debarment,
suspension, ineligibility, and voluntary exclusion, and the
specially designated nationals list without modification in any
subcontracts or solicitations for subcontracts.
2.2.5. Section I(B)(1 xr)(ili) Drug Free Workplace Certification. Section
I(B)(1)(r)(iii) of the Original Contract is revised to correct a clerical
error by deleting the following language that is struck through as
follows:
C. Making it a requirement that each employee to be engaged in
the performance of the grant be given a copy of the statement
'. ;
d. Notifying the employee in the statement
r:i" that, as a condition of employment under the grant, the
employee will-
i
Texas Dept. of Family Purchased Client Services Contract Form 9077
and Protective Services June 2030
Amendment
Service Type: Title IV -E County Legal Services
e. Notifying the agency in writing, within ten calendar days after
receiving notice from an employee or
otherwise receiving actual notice of such conviction. Employers
of convicted employees must provide notice, including position
title, to every grant officer or other designee on whose grant
activity the convicted employee was working, unless the federal
agency has designated a central point for the receipt of such
notices. Notice will include the identification number(s) of each
affected grant;
f. Taking one of the following actions, within 30 calendar days of
receiving notice WdOF paragiraph F.W.d.ii, with respect to any
employee who is so convicted-
2.3. Section Ii. BASIS FOR CALCULATING PAYMENT OBLIGATIONS of the
Original Contract is modified by adding Subsection D as follows:
D. Payment
The County must seek payment or adjustment to payments
in accordance with the time limit specified in 45 CFR 95.1
(Code of Federal Regulations). This subpart establishes a
two -year (eight quarter) time limit for a State to claim Federal
financial participation in expenditures under State plans
approved under Title IV -E and Temporary Assistance for
Needy Families (TANF). Any bill or amended bill, which is
submitted to DFPS later than seven quarters after the end of
the quarter of the expense, will not be processed unless
DFPS determines that submission for payment of the bill to
the federal government can be executed in a proper and
timely fashion
2.4. Section V MODIFICATIONS. Subsection V(B) of the Original Contract is
deleted in its entirety and the following substituted for same:
B. The parties to this Agreement may make modifications to the
Contract according to the requirements of this section.
1. Bilateral Amendment. Either party to this Agreement may
modify this Contract by execution of a mutually agreed upon
written amendment signed by both parties.
2. Unilateral Amendment. The Department reserves the right
to amend this Agreement through execution of a unilateral
amendment signed by the DFPS Contract Manager and
provided to the Contractor with ten (10) days notice prior to
execution of the amendment under the following
circumstances.
Texas Dept. of Family Purchased Client Services Contract Form 9077
and Protecfive Services June 2010
Amendment
Service Type: Title IV -E County Legal Services
a. to correct an obvious clerical error in this Contract;
b. to incorporate new or revised federal or state laws,
regulations, rules, or policies.
The parties to Contract #23940059 have duly executed this Amendment to be effective
August 30, 2013.
Texas Department of Family
and Protective Services
Signature
Printed Name: Shelia Brown
Title: Regional Director
Contractor: Brazos County
Sig al
Printed Name: Duane Peters
Title: County Judge
81a71i3
Date
Texas Dept. or Family Budget for Title IV -E Form 2030CLIVE
and ProteUive Services December 2010
County Legal Services Contract
Summary
County:
Brazos
Contract Number.
23940059
Budget Effective Date:
1011/2013 - 9/30/2014
Estimated Total
Total Anticipated
Total Anticipated
Cost Category
Expenses
Federal
County
Allocable to
Reimbursement'
Match
Title IV -E
A. Administration
A.1. Direct Personnel Salaries
$158,267.04
$41,559.34
$116,707.70
A.2. Direct Personnel Fringe Benefits
$62,010.94
$16,283.45
$45,727.49
A3. Direct Personnel Travel
$500.00
$131.30
$368.71
A.4. Direct Materials and Supplies
$0.00
$0.00
$0.00
A.S. Direct Equipment
$0.00
$0.00
$0.00
A.6. Direct Other Costs
$12,600.00
$1,871.15
$10,728.85
Total Administration
$233,377.98
$59,845.24
$173,532.74
B. Training
$466,755.96
$119,690.49
$347,065.47
B.1. Title IV -E Training 75%
$2,878.00
$1,133.60
$1,744.40
B.2. Title IV -E Fostering Connections Training 65%
$0.00
$0.00
$0.00
B.3. Non -Title IV -E Training 50%
$0.00
$0.00
$0.00
Total Training
$2,878.00
$1,133.60
$1,744.40
C. Indirect Costs (if applicable
Total indirect Costs
$0.00
$0.00
$0.00
Grand Totall
$236,255.981
$60,978.861
$175,277.14
'Estimated Federal Reimbursement for expenses based on Eligible Population Rate (EPR)
52.518°%
during 3rd quarter of the preceding fiscal year:
Actual reimbursement will be based on EPR in effect for the county during the month in which
expenses were incurred.
28.190%
Indirect Cost Rate, if applicable (attach a copy of the approved Certificate of
Indirect Costs):
Contractor Certification
Signature
Date
Duane Peters, County, Judge
Printed Name B Title
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Texas Dept. of Family Budget for Title IWE Form 2030CLIVE
and Protective Services December 2010
County Legal Services Contract
Administration
A.2. Direct Personnel Fringe Benefits
County: Brazos
Contract Number. 23940059
Budget Effective Date: 10/1/2013.9/3012014
Type of Fringe Benefits
Estimated
Total Expense"
Anticipated Federal
Reimbursement
(estimated EPR
x 50% FFP)
Anticipated County
Match
FICA 7,65% 158268/12 =13189
$12,107.50
$3,179.31
$8,928.19
Workers Comp - 0.35757%
$565.92
$148.60
$417.31
Retirement 14.00%
$22,157.52
$5,818.34
$16,339.18
Medical & Life Insurance $89401 erson /annual
$26,820.00
$7,042.66
$19,777.34
Dental $120! erson /annual
$360.00
$94.53
$265.47
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Direct Personnel Fringe Benefitsi
$62,010.94
$16,283.45
$45,727.49
'estimated total cost for Title IV -E related activities
Note: Please refer to Title I V -E Finance Handbook for detailed information re ae rding allowable expenses, documentation
requirements etc htio' //www.dfi3s,state.tx.us/handbooks/Title IVE County /default.is0
94
Texas Depl. of Family Budget for Title IV -E Form 2030CUVE
and Protective Services December 2010
County Legal Services Contract
Administration
A.6. Direct Other Costs
County: Brazos
Contract Number: 23940059
Budget Effective Date: 10/1/2013 - 9130/2014
Other Costs
(description)
Estimated
Total Expense'
Anticipated Federal
Reimbursement
(estimated EPR
x 50% FFP)
Anticipated County
Match
Court Reporter Transcri is
$1,000.00
$262.59
$737,41
Citation of Publication
$500.00
$131.30
$368.71
Publications based on library exios divided by 16
$1,000.00
$262.59
$737.41
Commercial copying of records
$300.00
$78.78
$22122
Expert Witnesses
$300.00
$78.78
$221.22
Interpreting
$2,000.00
$0.00
$2,000.00
Mediation Fees
$71500.00,
$1,057.13
$6,442.88
Total Direct Other Costs
$12,600.00
$1,871.151
$10,728.85
`estimated total cost for Title IV -E related activities
Note Please refer to Title 1 V E Finance Handbook for detailed information resardine allowable cxpenses. documentation
requirements etc http://www dfps state tx usfhandbooksrFille IVE County /default.isp
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Texas Dept. of Family Budget for Title IV-E Form 2030CLIVE
and Protective Services December 2010
County Legal Services Contract
Budget Narrative
Contract Number:
get Effective Date,
Administration
23940059
1011/2013-913012014
UII CUIIY WUI IVIIlY. VII UdbCb IWaICU lV I IIIC I V -C VIIIIUI CI I, dIIVUdICU UY 1111 IC
WUI AIM I VII UdbCb ICId ICU lU I IIIC IV -r- UIIIIUICI I, dIIVUdICU UY III IIV
spent
Mileage to and from court locations that are not located in the courthouse
Court cost expenses directly related to Title IV -E children cases
Training
Family Law Conference and Crimes Against Children conference
C. Indirect Costs (if applicable)
d i� pg.- A47
Texas Dept. of Family Signature Authority Designation Form 2031
and Protective Services April 2011
All ContractorslPotential Contractors are required to fill out and submit this form.
Completion of this form designates signature authority for Contractor: Brazos County Legal Services
The Contractor may attach a document or letter designating signature authority, including the signature authority's
name and title, or verify that the signature below is the only signature authority designated for contracting with
DFPS.
❑ Document attached (e.g., from the contractor's governing body)
® Signature used below is the signature authority for the Contractor
The Contractor understands that there is an ongoing duty to notify DFPS in writing of any change to signature
authority during the term of the contract with DFPS. The Contractor verifies that the attached document or
signature below is a complete, true, and correct representaFidrre sigElalgre author.
Duane Peters ��. N•-�� j �*
Printed Name Signatur/e�off jAuthorized Representative
County Judge I d-11
Title of Authorized Representative Date
Brazos County 23940059
Legal Name of Contractor /Potential Contractor Contract or Procurement Number
The Designated Signature Authority, as referenced above, must authorize in writing the delegation of signature
authorities to any additional person(s) to approve and sign contract documents. The Contractor must use the
supplied attachment(s) provided by DFPS to capture further delegation information. Both the printed name and
signature is required for each authorized individual.
F__� 8 e _ Pg. it %O
DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES
Additional Authorized Signature Designation
Contractor's Name & Mailing Address: Date:
Brazos County
200 South Texas Avenue, Ste. 218
Bryan, Texas 77803
Program Name & Contract Number:
Legal Services - 23940059
Designation of Contract Signatories
['CS-301
June 2011
The agency's contract signatory, as referenced on the Signature Authority Designation (form 2031),
for the above listed program contract has authorized the following person(s) listed below to approve
and sign on the contract functions as indicated. Please note that both the printed name and signature
is required for each authorized individual.
Katie Conner County Auditor Financial Officer 44
Printed Name Title Function Signature
Printed Name
Title
Function
Signature
Printed Name
Title
Function
Signature
Printed Name
Title
Function
Signature
Printed Name
Title
Function
Signature
Certification of Designation
I certify that the person(s) indicated above are designated as Authorized Official(s)" for the purpose
stated and that the signatures are valid. I further understand that it is responsibility to immediately
notify the Division of Regional CPS Contracts in ritin of a e t the above list.
Duane Peters, County Judge
Printed or Typed Name & Title of Contract Sig ature
Signatory
vnl
Texas Dept of Family Risk Analysis Questionnaire Form 9105
and Protective Services July 2013
Contract Name:
Brazos Count (Legal Services
Contract Number:
123940059
FY 2014
Please provide the person's name and
Fee For Service
number to contact if additional information is
Megan Mason, Asst Auditor (979) 3614352
needed:
Do you currently have other active contracts with DFPS or any other entity either within or outside of Texas
[federal, state (ISD, University), county, private business]?
Yes ® No ❑
If yes, please provide the contract number and indicate which of the following payment types is utilized for the
contract:
Fixed Price
Contract is for a firm fixed price. Payments are not affected by contractor actual costs.
Cost
Contractor is reimbursed for allowable costs.
Reimbursement
Fee For Service
Contractor is paid a set fee per unit of service. Typically rates are negotiated with the
individual vendor and may apply only to that vendor. An independent rate setting process
does not exist for the contracted service.
Rate Based
Contractor is paid at a pre- determined rate or fee per unit of service, which was
Payments
established through a rate setting process. The rate setting process typically applies to
multiple contractors who provide the service.
Blended Foster
The blended foster care rate is the HHSC - developed rate equal to the weighted average
Care Rate
rate across all placement types that DFPS pays under a Single Source Continuum
Contract for each day of service provided to a child or youth in paid foster care.
Blended Foster
The blended foster care case rate is the rate paid under a Single Source Continuum
Care Case Rate
Contract for each day of service provided to each child or youth as measured against an
established length of stay baseline formulated by HHSC for each defined age category or
"strata" of childrenlyouth.
Exceptional Foster
An exceptional foster care rate applies to a limited number of situations and /or days under
Care Rate
a Single Source Continuum Contract where a child requires extraordinary care. The
exceptional foster care rate is developed using historical costs of delivering similar
services, where appropriate data are available, and estimating the basic types of costs of
products and services necessary to deliver services meeting federal and state
requirements.
Other
Any other payment type not defined above.
Contract Number Payment Type Contract Number
see attached schedule of state & federal grants
RAI Factors 02 R e4
Payment Type
2. Check the appropriate time period since your last audit (e.g., annual financial statement audit, compliance
audit,) was completed by an independent auditor, including other state/federal agency.
® Within 21 months ❑ Within 22 -34 months ❑ 35 months or more OR No Audit completed
Describe the type of audit completed: Programmatic & Financial audit by staff with TDFPS and annual
financial statement audit by independent auditor.
RAI Foctor W 5
Vol. / LZ_
Texas Dept of Family Risk Analysis Questionnaire Form 9105
and Protective Services - - July 2013
3. Type of Related Party Transactions: "Doing business" refers to business activities such as purchasing or
leasing (e.g., a building, a computer, or a vehicle) and/or obtaining a service (e.g., legal services, accounting
services, banking services), even if.the purchase /leaselservice is provided at no charge, from anyone related
by blood, adoption or marriage to a member of your Board of Directors; a principal stockholder; or a key
employee.
Does your agency do business with any of the above - mentioned parties for the following?
RAI Factor #10
Non - Compensated Services
Compensated non - recurring Services
Compensated Consulting or Management Services
Compensated Building Leasing
Compensated Transportation
Compensated Goods and Services or Labor
For - Profit Affiliated with Non - Profit
Owned /Operated by Same or Related Entity
Parent/Subsidiary Relationship
❑ Yes ONO
❑ Yes ® No
❑ Yes ® No
❑ Yes ® No
❑ Yes ® No
❑ Yes ® No
❑ Yes ® No
❑ Yes ® No
❑ Yes ONO
2 i V',' U j P10 a1J
Texas Dept of Family Risk Analysis Questionnaire Form 9105
and Protective Services - - July 2013
4. The percentage of total expenditures paid out to Subcontractors in a fiscal year as allowable by contract.
00% ❑ No More than 30% ❑ 31 % to 50% ❑ More than 50%
Factor a9
Experience of key management staff:
Note: Fiscal components refer to the financial aspect of the contract. Programmatic components refer to the
program side of the contract, such as monitoring that services are provided to clients, monitoring the
quality of the service delivery, ensuring compliance to the service provisions in the contract.
Executive
❑
Director,Sole
Proprietor,
President or
Equivalent
Accounting
❑
(Comptroller,
Chief
Financial
Officer,
Business
Mgr, etc.)
Program
❑
Director,
Program
Coordinator
or Equivalent
RAI Factor 97
Less than 2 years with ❑
fiscal or programmatic
components of federal
and /or state contracted
programs
Less than 2 years with ❑
fiscal or programmatic
components of federal
and /or state contracted
programs
Less than 2 years with ❑
fiscal or programmatic
components of federal
and /or state contracted
programs
At least 2 years with
fiscal or programmatic
components of federal
and /or state contracted
programs
At least 2 years wkh
fiscal or programmatic
components of federal
and/or state contracted
programs
At least 2 years with
fiscal or programmatic
components of federal
and /or state contracted
programs
At least 2 years with fiscal and
programmatic components of
federal and/or state contracted
programs
At least 2 years with fiscal and
programmatic components of
federal and /or state contracted
programs
At least 2 years with fiscal and
programmatic components of
federal and/or state contracted
programs
6. Check the appropriate box below regarding any significant changes in key management staff during the
identified timeframes:
® No significant change in last 2 years
❑ Significant change in key management staff within: ❑ Last 2 years ❑ Last 12 months
RAI Factor 07
7. Total Contractor Experience
Check the appropriate box below for your organization's total contractor experience (including experience with
non -DFPS agencies) providing the type of service being contracted.
❑ 0 to 12 months ❑ 13 to 35 months ❑ 36 to 59 months ® 60 or more months
as
3 Vol. Pg. %S�
Texas Dept of Family Risk Analysis Questionnaire Form 9105
and Protective Services- ' . - July 2013
B. Check the appropriate box below regarding any significant change in direct delivery and billing staff during the
designated timeframes:
® No significant change in last 2 years
❑ Significant change in direct delivery and billing staff within: ❑ Last 2 years ❑ Last 12 months
RAI Factor p8
CERTIFICATION
Signed by an individual with documented authorithy as designated by the business entity.
I HEREBY �CE Tlffr-j THE BEST OF MY KNOWLEDGE, THAT THE INFORMATION REPORTED HEREIN IS
O
TRUE, CT, ND OWPL E.
Signature
Name
197
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Form 4734
Texas Dept. of Family FFATA Certifications
- - - and Protective Services June 2012
The Federal Funding Accountability and Transparency Act (F
represent material facts upon which DFPS relies when
government required under federal law. If the Department
knowingly rendered an erroneous certification, DFPS m<
accordance with Texas and U.S. law. Signor further agrees
notice to DFPS if at any time Signor learns that any of the
erroneous when submitted or have since become erroneous
7ATA) certifications enumerated below
reporting information to the federal
later determines that the Contractor
y pursue all available remedies in
that it will provide immediate written
certifications provided for below were
by reason of changed circumstances.
Did your organization complete the CCR registration? ® Yes ❑ No
Enter Your Dun & Bradstreet (D &B) DUNS Number, and its parent if applicable: 052960341
Did your organization have a gross income, from all sources, of less than $300,000 in your previous
tax year? ❑ Yes ® No ❑ N/A (if entity does not generate income)
If your answer is "Yes ", skip questions "A ", "B ", and "C" and finish the certification.
If your answer is "No" or N /A, answer questions "A" and "B ".
A. Certification Regarding % of Annual Gross from Federal Awards.
Did your organization receive 80% or more of its annual gross revenue from federal awards during the
preceding fiscal year? ❑ Yes ® No
B. Certification Regarding Amount of Annual Gross from Federal Awards.
Did your organization receive $25 million or more in annual gross revenues from federal awards in the
preceding fiscal year? ❑ Yes ® No
If your answer is "Yes" to both question "A" and "B ", you must answer question "C ".
If your answer is "No" to either question "A" or "B ", skip question "C" and finish the certification.
C. Certification Regarding Public Access to Compensation Information.
Does the public have access to information about the compensation [17 CFR 229.402(c)(2)] of the
senior executives (e.g., officers, managing partners, or any other employees in management
positions) in your business or organization (including parent organization, all branches, and all
affiliates worldwide) through periodic reports filed under section 13(a) or 15(d) of the Securities
Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)),or section 6104 of the Internal Revenue Code of
1986? ❑ Yes ❑ No ❑ NIA (if entity reports through some other means, state how: )
If your answer is "No" you must provide compensation information to DFPS for FFATA reporting. If
NIA, you may still be required to supply compensation information pending DFPS or federal awarding
agency approval.
1 of 2 I \inl Pg. 2 O Z
Texas Dept. of Family FFATA Certifications Form 4734
and Protective Services - - - June 2012
As the duly authorized representative (Signatory) of the Contractor named below, I
hereby certify that the responses that I have provi t questions quesons in this
certification form are true, complete and corre t the st ti knowledge.
Duane Peters
Printed Name of Authorized Re resentative
Si nature of Authorized Re resentative
County Judge
pr%
Title of Authorized Representative
Date
Brazos County
23940059
Legal Name of Contractor
Contract Number
2 oft IVol. l Oaf p9, -_��
STATE OF TEXAS
COUNTY OF CAMERON
§ CONTRACT NO. JUV2014 -09 FOR
§ RESIDENTIAL SERVICES
CAMERON COUNTY JUVENILE JUSTICE DEPARTMENT
Amador R. Rodriguez Juvenile Boot Camp and Educational Center
Term: September 1, 2013 — August 31, 2014
This Agreement is entered into by and between Brazos County Juvenile Board, at the request
of and on behalf of the Brazos County Juvenile Probation Department (collectively referred
to as "Juvenile Probation" and the Cameron County Juvenile Justice Department a governmental
entity licensed to provide child care services by the Texas Juvenile Justice Department ( "Service
Provider ").
ARTICLE I
PURPOSE
1.01 The purpose of this Residential Services Agreement is to provide Brazos County
Juvenile Probation with residential care for children alleged or adjudicated to have
committed delinquent conduct or conduct indicating a need for supervision. The
placement facility to be utilized is owned and operated by Service Provider and is located
at 2330 W. Highway 77, San Benito, Texas 78586. The business office address of the
Service Provider is P.O. Box 1690, San Benito Texas 78586. All notices to Brazos
County Juvenile Probation Department shall be sent by certified or registered mail,
addressed to: Brazos County Juvenile Probation Department 1904 W. SH21, Bryan
Texas 77803 to the Chief Juvenile Probation Officer, Douglas Vance.
ARTICLE II
TERM
2.01 The term of this Agreement is for twelve months, commencing September 1, 2012, and
ending August 31, 2013. It shall be automatically renewed for one year terms thereafter,
unless one party notifies the other in writing, at least thirty (30) days prior to the
expiration of said term of its intention not to renew this agreement.
2.02 The terms of this Agreement shall be extended until such time as all services which have
been requested by Brazos County and are pending on the termination date in section
2.01 above, have been performed. Under this agreement, Brazos County Juvenile
Probation Department may refer juveniles in need of the Ninety (90) day Pride Attitude
and Motivation Program (PAM) or the standard one - hundred eighty day (180) program.
ARTICLE III
SERVICES
3.01 Service Provider will provide the appropriate levels of service as defined below:
A. Basic Level
1. Adequate functioning in all developmental and/or environmental areas; there may
be transient difficulties, "every -day" worriei, and occasional misbehavior, but
would be regarded as a normal child; responds to "normal" discipline. The
VOL _ /�5� Pg. ;&_.
caregiver provides a routine home environment with guidance and supervision to
meet the needs of the child; or
2. No more than occasional problems in functioning in any area; some acting out
behavior in response to life stresses, but those are brief and transient, minimally
disturbing to others, and not considered deviant by those who know the child.
The caregiver provides a routine home environment with supplemental guidance
and discipline to meet the needs of the child.
B. Moderate Level
1. Frequent or repetitive minor problems in one or more areas; may engage in non-
violent antisocial acts, but is capable of meaningful interpersonal relationships,
requires supervision in structured supportive setting with counseling available
from professional or paraprofessional staff; or
2. Substantial problems; child has physical, mental, or social needs and behaviors
that may present a moderate risk of causing harm to self or others, poor or
inappropriate social skills, frequent episodes of aggressive or other antisocial
behavior with some preservation of meaningful social relationships, requires
treatment program in a structured supportive setting with therapeutic counseling
available by professional staff.
3.02 Service Provider will perform the following services:
A. Provide basic residential services, including: standard supervision by qualified adults,
food and snacks, recreation, allowances, personal hygiene items, haircuts,
transportation, school supplies, room, (rent, utilities, maintenance, telephone) and
miscellaneous, as ordered by Juvenile Probation.
B. Provide and document paraprofessional counseling, off - campus visits or furloughs,
major incidents and worker contacts. Any and all costs associated with off - campus
visits or furloughs will be paid by the parent or guardian.
C. Initiate and document meetings and attempted meetings among Service Provider,
Juvenile Probation staff, and contracted children for the purpose of justifying
continued placement. Justification will be done at a minimum of every ninety (90)
days. A copy of the placement justification will be submitted to the Juvenile
Probation Officer within ten (10) working days.
D. Ensure that the child's parent(s) or legal guardian(s), and Juvenile Probation, and
specifically the Juvenile Probation Officer are notified if a child in placement makes
an unauthorized departure, becomes seriously ill, or is involved in a serious accident.
The Juvenile Probation Officer and parents will be informed immediately if during
working hours. After normal working hours, the Juvenile Detention Center will be
notified as well as the parents. In the event of serious illness or accident and for any
required follow -up care Service Provider shall be responsible for having the child
transported to the nearest hospital or emergency care facility.
Page 2 of 17 V()i /�� fC 9
E. Provide to the Juvenile Probation Officer a written Individualized Treatment/Case
Plan developed in concert with the client and mutually agreed upon by the
appropriate Service Provider staff and the Juvenile Probation Officer within thirty
(30) days of placement. Said Individualized Treatment/Case Plan shall include
measurement of progress toward goals in the following nine (9) domains: medical;
safety and security; recreational; educational; mentaUbehavioral health; relationship;
socialization; permanence; parent and child participation.
F. Initiate and document meetings to review the Individualized Program Plan with the
child and the assigned Juvenile Probation Officer at reasonable intervals, not to
exceed ninety (90) days, to assess the child's progress toward meeting goals set forth,
making modifications when necessary, and determining the need for continued
placement outside of the child's natural home. The Individualized Program Plan shall
contain the reasons why the placement may benefit the client; shall specify behavioral
goals and objectives being sought for each client; shall state how the goals and
objectives are to be achieved in the placement; shall state how the parent(s),
guardian(s), and, where possible, grandparents and other extended family members
will be involved in the program plan to assist in preventing or controlling the child's
objectionable behavior.
G. Maintain copies of the original Individualized Program Plan and the periodic reviews
H. Provide the Juvenile Probation Officer with a written report of the child's progress on
a monthly basis in a Monthly Progress Report.
I. Document and maintain records of all goods and services provided to contracted
children. These records shall contain, but are not limited to: hours of service
provided, number of children served, average length of stay per client, total hours of
counseling or treatment provided. These records shall be made available to Juvenile
Probation for periodic inspection.
J. Document and maintain records pertaining to the effectiveness of goods and services
provided to contracted children. These records shall contain, but are not limited to:
percentage of youth in program successfully achieving set educational goals,
percentage of youth achieving set vocational goals, percentage of youth achieving set
social skills goals, percentage of youth demonstrating overall progress, number and
type of investigations made by the Department of Family and Protective Services or
any law enforcement agency due to reports of abuse and/or neglect. These records
shall be made available to Juvenile Probation for periodic inspection.
K. Any and all medical /psychiatric treatment required to meet the needs of the child, as
well as clothing, or other expenses not provided for in Service Provider's program,
shall be the sole responsibility of said child's parent(s), guardian(s) or court ordered
appointed conservator, to be paid by either personal payment, health insurance, or
Medicaid coverage. However, in no case shall a child be denied any needed
medicaUpsychiatric treatment or clothing due to the inability to pay.
ARTICLE N
Page 3 of 17
E01 / ��
EVALUATION CRITERIA
4.01 The performance of Service Provider in achieving the goals of Juvenile Probation will be
evaluated on the basis of the output and outcome treasures contained in this section.
Juvenile Probation at its discretion, may use other means or additional measures to
evaluate the performance of Service Provider in fulfilling the terms and conditions of the
Agreement.
A. Juvenile Probation shall evaluate Service Provider's performance under this
Agreement according to the following specific performance goals for Service
Provider:
1. Ensure children complete residential placement.
2. Prevent re- referrals of children during the six (6) months following release from
residential placement.
3. Ensure children move down in their Level of Care as they progress in the
treatment program.
B. Juvenile Probation shall additionally evaluate Service Provider by the following
output measures (in actual numbers of units of service and activities):
L The total number of children placed in residential placement.
2. The total number of children who were discharged from residential placement
successfully.
3. The total number of re- referrals of children discharged from placements within
six (6) months after release.
4. The total number of children who move down in their Level of Care.
5. The average length of time before a child moves down in the Level of Care.
C. Juvenile Probation shall further evaluate Service Provider by the following outcome
measures:
I. Percentage of children in residential placement who will complete their placement
as a successful discharge.
2. Percentage of children who have completed placement and not re- referrals within
six (6) months after release.
3. Percentage of children who move down in their Level of Care.
4.02 Service Provider shall report on a monthly basis to Juvenile Probation as to each of the
foregoing output and outcome measures. These reports will be reviewed Juvenile
Probation in order to monitor Service Provider for programmatic compliance with this
Agreement.
Page 4 of 17
Vol,__
ARTICLE V
COMPENSATION
5.01 For and in consideration of the above- mentioned services, Juvenile Probation agrees to
pay Service Provider not more than the per diem rates based upon the Level of Care
provided, in accordance with schedule of rates set by the Texas Health and Human
Services Commission as currently effective or subsequently amended. Those rates as
currently effective are as set forth in Exhibit A, attached hereto and incorporated herein.
5.02 The above fee will be paid only for those children specifically authorized to be placed by
Juvenile Probation through its fiscal or designated official. This fee shall include
residential care and a minimum of one group or individual counseling session per month.
In no event will the per diem rate exceed that specified for the Level of Care provided.
For services rendered under this agreement, Brazos County Juvenile Probation
Department shall pay the sum of Ninety -Five ($95.00) Dollars per day per child for each
day juveniles are placed at the facility. Charges will include the day of admittance,
regardless of the hour of admittance; plus the number of days until released, including the
day of release regardless of the hour. It is understood that the Level of Care provided by
Service Provider will be reduced to a lower Level of Care as soon as such reduction is
deemed practical by Service Provider, based upon improvements in the child's attitude
and behavior.
5.03 Medical: Brazos County Juvenile Probation Department agrees to be responsible for
payment of medical care to the juveniles placed at the Amador R. Rodriguez Juvenile
Boot Camp and Educational Center (ARJBCEC) and to pay for emergency examinations,
treatments, and hospitalizations in the event the child's medical insurance does not cover
the cost. The ARJBCEC shall notify Brazos County Juvenile Probation Department
of any emergency or medical condition requiring medical care within one (1) regular
working day of its occurrence.
5.04 Service Provider will submit an invoice for payment of services to the Juvenile Probation
Fiscal Officer on a monthly basis. Said invoice shall be submitted within ten (10)
working days following the end of the invoiced month and shall include information
deemed necessary for adequate fiscal control, including but not limited to: hours worked,
to be attributed to specific clients if appropriate, date service was rendered, hourly rate,
total daily cost, and total monthly cost. Each invoice received for payment will be
reviewed by Juvenile Probation in order to monitor Service Provider for financial
compliance with this Agreement. Invoices submitted by Service Provider in proper form
shall be paid by Juvenile Probation in a timely manner. Payments shall be made within
ten (10) working days after receipt. Payment shall be made to Cameron County Juvenile
Probation Department, P.O. Box 1690, San Benito Texas 78586.
5.05 Service Provider must use its best efforts to seek and obtain all benefits available from
other sources for eligible children. It must initiate and complete any appropriate Medicaid
application and complete all necessary documentation to obtain reimbursement for
children who may be eligible for Medicaid. Any income received by Service Provider
toward the support of a child from sources other than this Agreement, including but not
limited to Medicaid, Social Security, medical insurance coverage, or contributions from
parents or others must be documented as to each child for whom a billing is submitted
and deducted from the invoice submitted to Juvenile Probation. Documentation must
Page 5 of 17 FO .�� _p ��
include the sufficient identifying information of the parties receiving the services, the
dates and times services were provided, and such other information deemed necessary for
adequate fiscal control.
5.06 In order to avoid duplicate payments for children being transferred to another child care
agency under contract with Juvenile Probation, the receiving agency will bill Juvenile
Probation on the day the child is transferred into the program; the releasing agency will
not bill Juvenile Probation for the last day of care.
5.07 Services which are not directly addressed by this Agreement must be submitted for
approval with associated billing for reimbursement from Juvenile Probation.
5.08 Service Provider agrees to make claims for payment or direct any payment disputes to
Juvenile Probation. Service Provider will not contact other department employees
regarding any claims of payment.
5.09 Service Provider agrees and understands that all financial obligations of Juvenile
Probation provided for in this Agreement for which current revenue is not available will
be contingent on the availability of appropriated funds to meet said obligations.
ARTICLE VI
EXAMINATION OF PROGRAM AND RECORDS
6.01 Service Provider agrees that it will permit Juvenile Probation to examine and evaluate its
program of services provided under the terms of this Agreement and/or to review its
records periodically. This examination and evaluation of the program may include site
visitation, observation of programs in operation, interview, and the administration of
questionnaires to the staff of Service Provider and the children when deemed necessary.
6.02 Service Provider shall provide to Juvenile Probation such descriptive information on
contracted children as requested on forms provided by Juvenile Probation.
6.03 For purposes of evaluation, inspection, auditing, or reproduction, Service Provider agrees
to maintain and make available to an authorized representative of the State of Texas or
Juvenile Probation any and all books, documents, or other evidence pertaining to the
costs and expenses of this Agreement.
6.04 Service Provider shall retain and make available to Juvenile Probation all financial
records, supporting documents, statistical records, and all other records pertinent to the
Agreement for a minimum of three (3) years, or until any pending litigation, claim, audit
or review, and all questions arising there from have been resolved, and shall make
available for Juvenile Probation's inspection, all contractual agreements with Service
Provider's subcontractors for services related to this Agreement.
6.05 Service Provider understands that acceptance of funds under this Agreement acts as
acceptance of the authority of the State Auditor's Office, or any successor agency, to
conduct an audit or investigation in connection with those funds. Service Provider
further agrees to cooperate fully with the State Auditor's Office or its successor in the
conduct of the audit or investigation, including providing all records requested_ Service
provider will ensure that the foregoing clauses concerning the authority of the State of
Page 6 of 17
Texas to audit and the requirement to cooperate is included in any subcontract or
arrangement Service Provider enters into in which funds received under this Agreement
form all or part of the consideration.
ARTICLE V1I
CONFIDENTIALITY OF RECORDS
7.01 Service Provider shall maintain strict confidentiality of all information and records
relating to children involved in Juvenile Probation, and shall not re- disclose the
information except as required to perform the services to be provided pursuant to this
Agreement, or as may be required by law.
ARTICLE VIII
DUTY TO REPORT
8.01 Allegations Occurring Inside the Juvenile System. As required by Texas Family Code
Chapter 261 and Title 37 Texas Administrative Code Chapter 358, or successor
provisions, Service Provider, and any of its employees, interns, volunteers or contractors,
shall report any allegation or incident of abuse, neglect, exploitation, death or other
serious incident 'involving a juvenile in a juvenile justice facility or juvenile justice
program in the following manner:
A. For all allegations and incidents except sexual abuse and serious physical abuse:
within twenty -four (24) hours from the time the allegation is made, to the following:
Local law enforcement agency (not required for serious incidents); and
2. Texas Juvenile Justice Department by submitting a TJJD Incident Report Form to
facsimile number 1 -512- 424 -6717 (or if unable to complete the form within 24
hours, then by calling toll -free 1- 877 - 786 -7263, followed by submitting the report
within 24 hours of said call). in addition, for serious incidents, a treatment
discharge form or other medical documentation that contains evidence of medical
treatment pertinent to the reported incident shall be submitted to the Texas
Juvenile Justice Department within 24 hours of receipt; and
3. With respect to juveniles placed by Brazos County Juvenile Probation
Department, the TJJD Incident Report Form must also be sent to Juvenile
Probation at facsimile number 979 - 823 -4211, Attention: Chief Douglas Vance.
B. For allegations and incidents of sexual abuse or serious physical abuse:
1. Local law enforcement agency immediately, but no later than one (1) hour from
the time a person gains knowledge of or suspects the alleged serious physical
abuse or sexual abuse. The initial report shall be made by phone to law
enforcement;
2. Texas Juvenile Justice Department immediately, but no later than four (4) hours
from the time a person gains knowledge of or suspects the alleged serious
physical abuse or sexual abuse. The initial report shall be made by phone by
calling toll -free 1- 877- 786 -7263. Within 24 hours of the report by phone, the
Page 7 of 17
F_01
completed TJJD Incident Report Form shall be submitted by facsimile number 1-
512- 424 -6717 or by email; and
C. With respect to juveniles placed by Brazos County Juvenile Probation
Department, the TJJD Incident Report Form must also be sent to Brazos County
Juvenile Probation Department within 24 hours at facsimile number 979 -823-
4211, Attention: Chief Douglas Vance.
8.02 Allegations Occurring Outside the Juvenile System. Any person who witnesses, learns
of, receives an oral or written statement from an alleged victim or other person with
knowledge or who has a reasonable belief as to the occurrence of alleged abuse, neglect,
exploitation, death, or other serious incident involving a juvenile, but that is not alleged
to involve an employee, intern, volunteer, contractor, or service provider of a program or
facility, shall be reported to law enforcement or to other appropriate governmental unit as
required in Texas Family Code Chapter 261.
8.03 As used within this Agreement:
A. An allegation or incident includes the witnessing, learning, or receiving an oral or
written statement from an alleged victim or other person with reasonable belief or
knowledge as to the occurrence or an alleged abuse, neglect, exploitation, death, or
other serious incident involving a juvenile in a juvenile justice facility or juvenile
justice program.
B. A serious incident is attempted escape, attempted suicide, escape, reportable injury,
youth -on -youth physical assault, or youth sexual conduct.
C. Sexual abuse is conduct committed by any person against a juvenile that includes
sexual abuse by contact or sexual abuse by non - contact.
D. Serious physical abuse is bodily harm or condition that resulted directly or indirectly
from the conduct that formed the basis of an allegation of abuse, neglect, or
exploitation, if the bodily harm or condition requires medical treatment by a
physician, physician assistant, licensed nurse practitioner, emergency medical
technician, paramedic, or dental.
E. A juvenile justice facility is a facility, including its premises and affiliated sites,
whether contiguous or detached, operated wholly or partly by or under the authority
of the governing board, juvenile board, or by a private vendor under a contract with
the governing board, juvenile board, or governmental unit that serves juveniles under
juvenile court jurisdiction. The term includes: a public or private juvenile post -
adjudication secure correctional facility required to be certified in accordance with
the Texas Family Code, and a public or private non - secure juvenile post- adjudication
residential treatment facility housing juveniles under juvenile court jurisdiction.
F. A juvenile justice program is a program or department operated wholly or partly by
the governing board, juvenile board, or by a private vendor under contract with the
governing board or juvenile board that serves juveniles under juvenile court
jurisdiction or juvenile board jurisdiction. The term includes a juvenile justice
Page 8 of 17
alternative education program and a non - residential program that serves juvenile
offenders while under the jurisdiction of the juvenile court or juvenile board
jurisdiction and a juvenile probation department.
ARTICLE VIII -A
PRISON RAPE ELIMINATION ACT
8 -A.01 Service Provider shall adopt and comply with all federal, state, county and city laws,
ordinances, regulations and standards applicable to the provisions of services
described herein and the performance of all obligations undertaken pursuant to this
Contract, including the Prison Rape Elimination Act of 2003 (PREA) which
establishes a zero- tolerance standard against sexual assault of incarcerated persons,
including juveniles, and addresses the detection, elimination, prevention and reporting
of sexual assault in facilities housing adult and juvenile offenders.
Under PREA, Service Provider shall make available to the Chief JPO all incident-
based aggregated data reports for every allegation of sexual abuse at its facility or
facilities, and all such data may be requested by the Department of Justice from the
previous calendar year no later than June 30 [PREA §I 15.387(e) and (f)].
Furthermore, Service Provider shall be responsible for the financial cost associated
with any PREA audit.
ARTICLE IX
CRIMINAL HISTORY SEARCHES
9.01 Criminal history searches shall be conducted by Service Provider for any and all of its
employees, intems, volunteers, or contractors providing services in a juvenile justice
facility or juvenile justice program that may have direct unsupervised access to juveniles
in the facility or program. Prior to being granted access to juveniles in facilities or
programs, Service Provider shall provide Juvenile Probation with documentation
confirming that fingerprint -based searches of criminal information databases maintained
by the Federal Bureau of Investigation and by the State of Texas have been completed
within two years prior to the date of the most recent contract for services. This provision
shall apply to individuals who begin employment or service provision on or after January
1, 2010.
9.02 Service providers of juvenile justice facilities or juvenile justice programs licensed by the
Texas Department of Family and Protective Services, Texas Department of State Health
Services, of other state agency are exempt from the requirement to provide
documentation of criminal history searches for staff employed in the program or facility.
Service providers that are individually licensed by the Texas Department of Family and
Protective Services, Texas Department of State Health Services, or other state agency are
also exempt from the requirement to provide documentation of criminal history searches.
Service Provider shall provide Brazos County with documentation confirming that
Service Provider's license is currently in good standing with the licensing entity and shall
not provide services under this Agreement unless its license is in good standing.
Page 9 of 17
FVO _% Pg. v?%
9.03 Criminal history searches shall include the following:
A. Texas criminal history fingerprint -based criminal history background search through
the Texas Department of Public Safety.
B. Local law enforcement sex offender registration records check through the Public Sex
Offender Registry on the Texas Department of Public Safety website.
C. Federal Bureau of Investigation fingerprint -based criminal history background search
at the National Crime Information Center; intemet -based searches shall not be used to
conduct this background search.
9.04 A copy of the initial criminal history report required by this Agreement and any reports
reflecting subsequent criminal activity shall be maintained for monitoring purposes for
whichever of the following occurs later: duration of the individual's employment or
period of service; minimum of three (3) years; or until any pending litigation, claim, audit
or review, and all questions arising there from have been resolved.
9.05 As used within this Agreement, a disqualifying criminal history is a history that includes
any one of the following:
A. A felony conviction against the laws of this state, another slate, or the United States
within the past ten (10) years; A deferred adjudication for a felony against the laws of
this state, another state, or the United States within the past ten (10) years;
B. A current felony deferred adjudication, probation or parole;
C. A jailable misdemeanor conviction against the laws of this state, another state, or the
United States within the past five (5) years;
D. A deferred adjudication for a jailable misdemeanor against the laws of this state,
another state, or the United States within the past five (5) years;
E. A currentjailable misdemeanor deferred adjudication, probation or parole; or
F. The requirement to register as a sex offender under Chapter 62 of the Texas Code of
Criminal Procedure.
9.06 In addition to the criteria and time frames set forth in the above definition of
disqualifying criminal history, an individual must not have direct unsupervised access to
juveniles in a facility or program until at least one year has elapsed since the completion
of any period of incarceration, community supervision, or parole.
9.07 Any of Service Provider's employees, interns, volunteers or contractors with a
disqualifying criminal history shall be prohibited from having direct unsupervised access
to juveniles in a juvenile justice facility or a juvenile justice program.
9.08 Juvenile Probation reserves the right, in its sole discretion, to prohibit any individual with
a prior criminal history from being placed in a position that involves direct unsupervised
contact with juveniles.
Page 10 of 17 Fol/O �_ pg �—f�S I
ARTICLE X
DISCLOSURE OF INFORMATION
10.01 Service Provider warrants that, prior to entering this contract, it has verified and disclosed
the following information to Juvenile Probation, and agrees that it shall have an ongoing
affirmative duty under this Agreement to promptly ascertain and disclose in sufficient
detail this same information to Juvenile Probation :
A. Any and all corrective action required by any of Service Provider's licensing
authorities;
B. Any and all litigation filed against Service Provider, or against its employees, interns,
volunteers, subcontractors, agents and/or consultants that have direct unsupervised
contact with juveniles in a juvenile justice facility or juvenile justice program;
C. Any arrest or current criminal indictment of any employee, intem, volunteer,
subcontractor, agent and/or consultant of Service Provider that has direct
unsupervised contact with juveniles in a juvenile justice facility or juvenile justice
program;
D. All pending and past allegations and/or investigations of abuse, neglect, exploitation,
death or other serious incidents involving a juvenile placed by Juvenile Probation in
the juvenile justice facility or juvenile justice program;
E. Any finding of "Reason to Believe" by a state regulatory agency in a child abuse,
neglect and exploitation investigation where an employee, intern, volunteer,
subcontractor, agent and/or consultant of Service Provider that has direct
unsupervised contact with juveniles in a juvenile justice facility or juvenile justice
program was the alleged or designated perpetrator;
F. The identity of any of Service Provider's employees, interns, volunteers,
subcontractors, agents and/or consultants that have direct unsupervised contact with
juveniles in a juvenile justice facility or juvenile justice program that required to
register as a sex offender; and
G. The identity of any of Service Provider's employees, interns, volunteers,
subcontractors, agents and/or consultants that have direct unsupervised contact with
juveniles in a juvenile justice facility or juvenile justice program that have a
disqualifying criminal history.
10.02 Service Provider agrees and understands it has an affirmative and ongoing duty to
ascertain and disclose to Juvenile Probation any and all of the foregoing information as to
any individual, whether a prospective or existing employee, intem, volunteer,
subcontractor, agent and/or consultant of Service Provider, prior to placing that
individual in a position that involves direct unsupervised contact with juveniles in a
juvenile justice facility or juvenile justice program.
I V'r Y'
Page 1 I of 17
ARTICLE XI
EQUAL OPPORTUNITY
11.01 Service Provider agrees to respect and protect the civil and legal rights of all children and
their parents. It will not unlawfully discriminate against any employee, prospective
employee, child, childcare provider, or parent on the basis of age, race, sex, religion,
disability or national origin. Service Provider shall abide by all applicable federal, state
and local laws and regulations.
ARTICLE XII
ASSIGNMENT & SUBCONTRACT
12.01 Service Provider may not assign or subcontract any of its rights, duties and/or obligations arising
out of this Agreement without the prior written consent of Juvenile Probation.
ARTICLE X1I1
OFFICIALS NOT TO BENEFIT
13.01 No officer, employee or agent of Juvenile Probation and no member of its governing body and no
other public officials of the governing body of the locality or localities in which the project is
situated or being carried who exercise any functions or responsibilities in the project, shall
participate in any decision relating to this Agreement which affects or conflicts with his/her
personal interest or have any personal or pecuniary interest, direct or indirect, in this Agreement
or the proceeds thereof.
ARTICLE X1V
DEFAULT
14.01 Juvenile Probation may, by written notice of default to Service Provider, terminate the whole or
any part of this Agreement, as it deems appropriate, in any one of the following circumstances:
A. If Service Provider fails to perform the work called for by this Agreement within the time
specified herein or any extension thereof; or
A. If Service Provider fails to perform any of the other material provisions of this Agreement,
including failure to achieve the defined goals, outcomes, and outputs, or so fails to prosecute
the work as to endanger the performance of this Agreement in accordance with its terms, and
C. In either of these two circumstances after receiving notice of default, Service Provider does
not cure such failure within a period of ten (10) days.
14.02 Any default by Service Provider, regardless of whether the default results in termination, will
jeopardize Service Provider's ability to contract with Juvenile Probation in the future, and may
result in the refund of compensation received under this Agreement.
15.01 This Agreement may be terminated:
ARTICLE XV
TERMINATION
Page 12 of 17
A. By either party upon ten (10) days written notice to the other party of the intention to
terminate; or
B. Upon expenditure of available funds.
15.02 If at any time during the term of this agreement Juvenile Probation, in its sole discretion,
determines that the safety of children being served under this Agreement may be in jeopardy,
Juvenile Probation may immediately suspend the effect of this Agreement, including but not
limited to the obligation to pay, upon giving notice to the Service Provider.
ARTICLE XV I
WAIVER OF SUBROGATION
16.01 Service Provider expressly waives any and all rights it may have of subrogation to any
claims or rights of its employees, agents, owners, officers, or subcontractors against
Juvenile Probation. Service Provider also waives any rights it may have to
indemnification from Juvenile Probation.
ARTICLE XVIJ
INDEMNIFICATION
17.01 It is further agreed that Service Provider will indemnify and hold harmless Juvenile
Probation against any and all negligence, liability, loss, costs, claims, or expenses arising
out of wrongful and negligent act(s) of commission or omission of Service Provider, its
agents, servants, or employees arising from activities under this Agreement. Service
Provider shall have no obligation to indemnify and hold harmless Juvenile Probation for
any act(s) of commission or omission of Juvenile Probation agents, servants, or
employees arising from or related to this Agreement for which a claim or other action is
made.
ARTICLE XVIII
SOVEREIGN IMMUNITY
18.01 This Agreement is expressly made subject to Brazos' County Sovereign Immunity, Title
5 of the Texas Civil Practices and Remedies Code, and all applicable federal and state
law. The parties expressly agree that no provision of this Agreement is in any way
intended to constitute a waiver or any immunities from suit or from liability that Juvenile
Probation has by operation of law. Nothing in this Agreement is intended to benefit any
third party beneficiary.
ARTICLE XIX
REPRESENTATIONS & WARRANTIES
19.01 Service Provider hereby represents and warrants the following:
A. That it has all necessary right, title, license and authority to enter into this Agreement;
Page 13 of 17 Vol. pg.,/
B. That it is qualified to do business in the State of Texas; that it holds all necessary
licenses and staff certifications to provide the type(s) of services being contracted for;
that it is in compliance with all statutory and regulatory requirements for the
operation of its business; and that there are no taxes due and owing to the State of
Texas, the County of Cameron or any political subdivision thereof;
C. That it carries sufficient insurance to provide protection to Juvenile Probation under
the indemnity provisions, as well as for any potential liabilities that arise from or
related to this Agreement, that, if requested, it will cause its insurance carrier to
identify Juvenile Probation as a certificate holder on its policy, and will add the
Brazos County Juvenile Board as additional insured on its policy;
D. That all of its employees, interns, volunteers, subcontractors, agents and/or
consultants that have contact with juveniles in a juvenile justice facility or juvenile
justice program will be properly trained to report allegations or incidents of abuse,
neglect, exploitation, death or serious incidents involving a juvenile under the
supervision of Juvenile Probation in accordance with the requirements of Texas
Family Code Chapter 261 and any applicable Texas Juvenile Justice Department
administrative rules regarding abuse, neglect, exploitation, death or serious incident;
and
E. That, if it has employees, interns, volunteers, subcontractors, agents and/or
consultants that have contact with juveniles in a juvenile justice facility or juvenile
justice program, then it shall prominently post in all public and staff areas of any and
all of its offices/facilities, both the English and Spanish language versions of the
following official notice forms that are available on the Texas Juvenile Justice
Department website: Notice to Public Regarding Abuse, Neglect and Exploitation
and Notice to Employees Regarding Abuse, Neglect and Exploitation.
ARTICLE XX
TEXAS LAW TO APPLY
20.01 This Agreement shall'be construed under and in accordance with the laws of the State of
Texas, and all obligations of the parties created hereunder are performable in Cameron
County, Texas.
ARTICLE XXI
VENUE
21.01 Exclusive venue for any litigation arising from this Agreement shall be in Brazos
County, Texas.
ARTICLE XXII
ADDITIONAL TERMS AND AGREEMENTS
22.01 Service Provider will accept only those children confirmed by authorized officers of
Juvenile Probation to be referred for placement in Service Provider's facility.
22.02 Juvenile Probation recognizes that part of a client's rehabilitation program may include
Page 14 of 17
time away from the residential setting of Service Provider, such as weekends and
holidays, and that Service Provider must retain space for the client until his/her return.
To this end, Juvenile Probation agrees to pay Service Provider the full amount due for
such regularly scheduled days away from the residential setting or its program, provided
they do not exceed four (4) days per month per client and that prior approval has been
obtained by. Furloughs will not be authorized for the first ninety (90) days of placement,
or until the completion of the first Individualized Program Plan Review, whichever
comes first, except in only highly unusual situations. Unoccupied bed space constitutes
days away from the facility. Individualized Program Plans may warrant additional days
away from the residential setting if approved in writing by Juvenile Probation; however,
any additional days away from the residential setting will not be charged to Juvenile
Probation.
22.03 The child's parent(s) or guardian(s) shall bear the primary responsibility for payment of
any medical or dental needs, by personal payment, health insurance, or Medicaid
coverage, as well as clothing or other expenses not provided for in Service Provider's
program.
22.04 Juvenile Probation reserves the right to terminate the client's placement with Service
Provider at its discretion. Service Provider must not release a client to any person or
agency other than Juvenile Probation without the express consent of an authorized agent
of Juvenile Probation.
22.05 Service Provider is under no obligation to accept a client who is deemed inappropriate for
placement in that program.
22.06 Juvenile Probation is under no obligation to place any child with Service Provider.
22.07 Juvenile Probation shall provide a written psychological or psychiatric evaluation. If the
battery of tests included in the evaluation is older than six (6) months prior to admission,
a clinical interview performed within six (6) months prior to admission shall be submitted
with an updated diagnosis and prognosis.
22.09 In accordance with §29.012(b)(1) of the Texas Public Education Code, as a condition of
this contract for residential services, Service Provider shall notify the school district in
which the facility is located not later than the third day after the date a child is placed in
the facility.
22.09 Service Provider shall comply with all applicable federal and state laws and regulations,
Juvenile Probation's Policies, and Texas Juvenile Justice Department standards pertinent
to services provided under this Agreement.
22.10 Under Section 231.006, Family Code, the vendor or applicant certifies that the individual
or business entity named in this Agreement, bid, or application is not ineligible to receive
the specified grant, loan, or payment and acknowledges that this Agreement may be
terminated and payment may be withheld if this certification is inaccurate.
22.11 Service Provider is hereby notified that state funds are used to pay for services rendered
to Juvenile Probation. For this reason, Service Provider shall account separately for the
Page 15 of 17
Vol. - �85� Pg•- e`-1��
receipt and expenditure of all funds received from Juvenile Probation, and shall adhere to
Generally Accepted Accounting Principles (GAAP) in the accounting, reporting, and
auditing of such funds.
ARTICLE XXHI
LEGAL CONSTRUCTION
23.01 In case any one or more of the provisions contained in this Agreement shall for any
reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity,
illegality, or unenforceable provision shall not affect any other provision thereof and this
Agreement shall be construed as if such invalid, illegal, or unenforceable provision had
never been contained therein.
ARTICLE XXIV
PRIOR AGREEMENTS SUPERSEDED
24.01 This Agreement constitutes the sole and only Agreement of the parties hereto and
supersedes any prior understandings or written or oral Agreement between the parties
respecting the within subject matter.
ARTICLE XXV
AMENDMENTS
25.01 Juvenile Probation may amend, modify or alter the terms of this Agreement and specify
an effective date thereof. Juvenile Probation will then notify Service Provider in writing,
dated subsequent to the date hereof, of such changes and their effective date.
Continuation of services after the effective date by Service Provider will signify its
acceptance of these changes. If Service Provider declines to accept changes made by
Juvenile Probation, Service Provider may terminate this Agreement subject to the
conditions herein.
p9
Page 16 of 17
AfT
ON 20 FULLY EXECUTED IN
DUPLICATE, H OF WHICH SHALL HAVE THE FULL FORCE AND EFFECT OF AN
ORIGINAL.
Brazos mar y Juvenile robation Dept.
By.
Douglas Vanc
Chief Juvenile Probation Officer
C�_.__
By: ')EA
Brazos County Juvenile Probation Dept.
Juvenile Board Chair
Dept.
By: d'
Tommy Ra z el
Chief Juvenile Probation Officer
Cameron County Juv. Probation
QE ZEAL, Chairperson
County Juvenile Board
Page 17 of 17 ✓ �p �j� ✓ O�
COMMISSIONER COURT MINUTES OF
AUGUST 27, 2013
ARE CONTINUED IN VOLUME 185 PAGE 1
Vol. Ac Pg..:?U/
COMMISSIONER COURT MINUTES OF
AUGUST 27, 2013
ARE CONTINUED FROM VOLUME 184
Vol.
EXHIBIT A
DEPOSITORY CONTRACT
THIS DEPOSITORY CONTRACT is made and entered into on the date last herein written by and
between BRAZOS COUNTY, TEXAS, herein after called "DEPOSITOR ", and Citibank. N.A., a
National banking association, organized under the laws of the United States and authorized by
law to do banking business in Brazos County, Texas, and now conducting such business in said
Brazos County, Texas, hereinafter called "BANK ".
DEPOSITOR, through action of its Commissioners Court, hereby designates BANK as a
depository for the period beginning Sept3mber 1, 2013, through August 31, 2017, for a term of
four (4) years. This contract is to cover all accounts owned by the County and all funds held in
trust by the DEPOSITOR and placed on deposit with BANK. At the end of this four -year contract,
BANK agrees to a 90 -day extension if necessary to provide time for contract negotiations and a
transition period.
BANK's application for Depository Contract, including Request for Proposal, all exhibits,
attachments, and addenda thereto, is incorporated and made part of this contract for all
purposes; however, to the extent that any provision therein conflicts with any provision herein,
this Depository Contract will control.
DEPOSITOR reserves the right to make external investments in accordance with the laws of the
State Of Texas and the Investment Policy of DEPOSITOR without the assistance of BANK.
DEPOSITOR may arrange for time deposits, and BANK may accept and hold such deposits
subject to payment in accordance with the terms of the deposit. In the event funds for a time
deposit are withdrawn from a transaction or savings account at maturity, BANK will deposit the
principal amount of the time deposit and any accrued interest in the DEPOSITOR's account from
which funds were withdrawn to establish the time deposit. Interest shall be calculated at the rate
which BANK has proposed for the particular denomination and time period of said deposit at
competitive public offering for said deposits (see Exhibit E attached). Time deposit maturities will
not extend beyond the termination of this Agreement without the expressed consent of the BANK.
tV/
Account interest due to the DEPOSITOR or payment for services due to the BANK, if earnings
against which BANK fees may be offset are insufficient, will be calculated and settled monthly
based on the information in Exhibits C, D, E, F, and G.
Depository Contract Page I of /�s 2
VI.
The existing Third Party Custodian Agreement executed between the DEPOSITOR, BANK and
THE BANK OF NEW YORK MELLON, formerly known as THE BANK OF NEW YORK TRUST
COMPANY, N.A., shall govern safekeeping services and to hold any securities pledged by BANK
in a custodial account established for the benefit of the DEPOSITOR. This Agreement shall be
attached and incorporated herein for all purposes.
VII.
All notices, demands, or other writings may be delivered by any party hereto to the other, by
United States Mail or other reliable courier at the following addresses:
DEPOSITOR: Duane Peters, County Judge
Brazos County, Texas
200 South Texas Ave. Ste. 332
Bryan, Texas 77803
COUNTY TREASURER: Laura Davis
Brazos County, Texas
200 South Texas Ave. Ste. 240
Bryan, Texas 77803
TRUSTEE: The Bank of New York Mellon
Une Wall Street 5 Floor
New York NY 10286
BANK: Citibank NA.
2717 Texas Avenue South
Collece Station Texas 77840
The address to which any notice, demand, or other writing may be delivered to any party as
above provided may be changed by written notice given by such party to the other two parties as
above provided.
VIII.
The BANK shall deliver to the Commissioners Court on the date of execution hereof a Certificate
of Incumbency which certifies the standing By -Laws pertaining to the Execution of Agreements
and the authority of an individual(s) to enter in to such agreements and pledge collateral on
behalf of the BANK.
IX.
Either DEPOSITOR or BANK, with just cause, shall have the right to terminate this agreement
prior to the expiration date by providing advanced written notice to the other party of its election to
do so, and this agreement shall be void from and after the expiration of ninety (90) days after the
receipt of such notice, provided all provisions of this agreement have been fulfilled.
Depository Contract Page 2 of 4 Vol. 14377 P
9;3
This agreement is entered into and is performable In BRYAN, BRAZOS COUNTY, TEXAS, and
the venue of any legal actions or proceedings arising out of or related to this contract, or out of
any disputes between the parties concerning the subject matter of this contract or arising out of
the violation or application of any law governing the subject matter of this agreement (including
but not limited to LGC 116, LGC 117, and the Public Funds Collateral Act, 2257) is placed by
agreement of the parties in BRYAN, BRAZOS COUNTY, TEXAS.
Depository Contract, Brazos County Request for Proposal No. 2013 -12 and BANK's response to
RFP No. 2013 -12, and the Third Party Custodian Agreement represent the entire agreement
between the parties and supersedes any and all representation or agreement, both oral or
written, not therein reflected. If any conflicts or inconsistencies shall arise among the terms of
this agreement, Proposal No. 2013 -12, and BANK's response to said Proposal, the terms of this
Contract and Third Party Custodian Agreement shall control, then the terms of Proposal No.
2013 -12 and then the Response.
EXECUTED this 2jst day of August, 2013, by the undersigned duly authorized officers of the
parties hereto.
FOR Citibank N.A. BANK:
25 U9eAe ./. L
(Title)
(Date)
FOR BRAZOS COUNTY:
�1+
(Signit—u—re) D -
tkpository Contract Page 3 of
THE STATE OF TEXAS §
COUNTYOFBRAZOS §
BEFORE ME, on.this day personally appeared Eugene D. Lyles, Jr., Vice President of Citibank,
N.A., herein referred to as BANK, known to me the person whose name is subscribed to the
forgoing instrument, and acknowledged to me that he executed the same as the act and deed of
the BANK for the purpose and consideration therein expressed and in the capacity therein stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this of L-111 9r, 2013.
Nota P lic, State of Texas
Printed Name: + � �RC��`./
9LOZ 'CO H06n
1 seildx3 uorssiwwo� Aw
Commission Expires: b sexe1}oetels'ollged+betoN e�
N33HO S .11H3N
THE STATE OF TEXAS §
COUNTY OF BRAZOS §
BEFORE ME, on this day personally appear
BRAZOS COUNTY, TEXAS known to
me the person whose name is subscribed to the forgoing instrument, and acknowledged to me
that he executed the same as the act and deed of the BRAZOS COUNTY, TEXAS, for the
purpose.and consideration therein expressed and in the capacity therein stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the of 2013
Notary Public, State of Texas
Printed Name:
Commission Expires:
Depository Contract Page 4 of 4 / ��
_._....._ ....
CERTIFICATE OF INCUMBENCY
C I T I B AN K, N. A.
I, Paula F. Jones, Assistant Secretary of Citibank, N.A. ( "the Association or Bank ") having its head
office at 701 East 601h Street North, Sioux Falls, South Dakota and its principal place of
business at 399 Park Avenue, New York, NY, rX) HEREBY CERTIFY that the following is a true
and correct copy of Section 2 of Article X of the existing By -Laws of CITIBANK, N,A. in full force
and effect as of the date hereof:
"Execution of. Instruments. All agreements, indentures, mortgages, deeds,
conveyances, transfers, certificates, declarations, receipts, discharges, releases,
satisfactions, settlements, petitions, schedules, accounts, affidavits, bonds,
undertakings, proxies and other instruments or documents, may be signed
executed, acknowledged, verified, delivered or accepted in behalf of the Association
by the Chairman, the Chief Executive Officer, the President, any Vice Chairman, or
any Executive Vice President, or the Chairman Credit Policy Committee, or any
Senior Vice President, or the Secretary, or the Chief Auditor, or any Vice President,
or anyone holding a position equivalent to the foregoing pursuant to provisions of
these By -Laws, or, if in connection with the exercise of any of the fiduciary powers
of the :Association, by any of said officers or by any Senior Trust Officer. Any such
instruments may also be executed, acknowledged, verified, delivered or accepted in
behalf of the Association in such ether manner and by such other officers as the
Board of Directors may from time to time direct. The provisions of this Section 2 are
supplementary to any other provisions of these By- Laws."
I FURTHER CERTIFY that Eugene D. Lyles, Jr. is a Vice President of CITIBANK, NA., duly
constituted as such, and the following is a facsimile signature as it appears in our record:
In WITNESS WHEREOF, I have hereunto affixed my official signature and seal of the said Bank in
the City of New York on this 11 " day of December, 2012.
i
% Oa::;a F. Jone�q
Z cold
THIRD PARTY CUSTODIAN AGREEMENT
(Collateralized Municipal Deposits)
L THIS AGRE MENT, made and executed as of i aWf and among
_ (the "Local
Government "), Citibank Texas, N. (the "Bank ") and The Bank of New York Trust Company, N.A. (the
"Custodian ").
WITNESSETH
WHEREAS, Local Government desires to maintain or continue to maintain public deposits with Bank;
WHEREAS, Bank desires to obtain such deposits and to provide security therefor as required by applicable
law, regulation or rule;
WHEREAS, Custodian agrees to provide safekeeping services and to hold any securities pledged by Bank in
a custodial account established for the benefit of Local Government as secured parry pursuant to this Agreement;
NOW, THEREFORE, in consideration of the mutual promises set forth hereafter, the parties hereto agree as
follows:
1. Security Requirements
(a) Bank, to secure the timely payment of Uninsured Deposits heretofore or hereafter made by Local
GovemmeaL including any interest due thereon and any costs or expenses incurred by Local Government and
arising out of the collection of any deposits made with Bank, has deposited with Custodian certain investment
property more fully described in the initial confirmation Trust Receipt of such deposit delivered by Custodian to
Bank and Local Government respectively (which investment property together with any additions thereto,
substitutions therefor and the proceeds thereof, are hereinafter collectively referred to as "Collateral "), to be held by
Custodian pursuant to the provisions hereof. Pursuant to the Texas Business and Commerce Code, as amended,
Custodian shall act as a bailee or agent of Local Government and, to the extent not inconsistent therewith, hold the
Collateral as a securities intermediary (as such term is defined in Chapter 8 of the Texas Business lk Commerce
Code, as amended) and in accordance with the provisions hereof. Bank hereby grants to Local Government a pledge
and security interest in and to such Collateral and shall deliver Collateral to Custodian in the manner prescribed in
Section 2 of this Agreement.
(b) Subject to paragraph (c) below, Local Government authorizes Custodian as its agent to approve
substitutions of Collateral ( "Substitute Collateral ") supplied to Custodian by Bank for Collateral in the Account upon
receipt of Oral Instructions or Written Instructions from Bank identifying the Collateral to be substituted. Such Oral
or Written Instructions shall when received by Custodian be deemed Bank's representation and warranty, on which
Custodian may rely without further inquiry, that (i) the Substitute Collateral constitutes Collateral that is eligible for
deposit hereunder and (ii) has a Margin Value equal to or greater than the Margin Value of the Collateral to be
substituted (each, an "Approved Substitution "). Following completion of each Approved Substitution Custodian
shall update its records of the Account as soon as possible and issue a Trust Receipt to Local Government in
accordance with the requirements of paragraph (f) below.
(c) Custodian assumes no responsibility to determine or monitor whether or not any Collateral
originally deposited hereunder or Substitute Collateral or additional Collateral hereafter deposited are eligible for
deposit under applicable law, rule or regulation or whether the Market Value of the Collateral thereof meets the
requirements of any law, rule or regulation applicable to the deposit hereunder. The determination of eligibility and
whether the Market Value of the Collateral satisfies statutory or regulatory requirements will be the responsibility of
/�s' 1
Bank. Custodian shall be fully protected in relying on Written or Oral Instructions of either Bank or Local
Government directing Custodian to release any of the Collateral to Baitk. To the extent of any conflict in the
instructions of Local Government and Bank, the instructions of Local Government shall control and Bank shall hold
Custodian harmless for acting in accordance with Local Government's instructions.
(d) Custodian shall promptly issue a Trust Receipt to Local Government on any Business Day on
which Collateral is transferred to and from the Account. For the avoidance of doubt, it is understood and agreed that
Trust Receipts may be combined to identify more than one transaction on any one Business Day and Custodian shall
not be required to issue more than one Trust Receipt to Local Government on any Business Day.
2. Custody of Collateral
(a) Bank and Local Government hereby appoint Custodian as custodian of all Collateral at any time
delivered to Custodian pursuant to this Agreement. Custodian hereby accepts appointment as such Custodian and
agrees to establish and maintain the Account and appropriate records identifying the Collateral as pledged by Bank
to Local Government Collateral in the Account shall be kept separate and apart from the general assets of
Custodian on Custodian's books and records. Subject to the terms hereof, Custodian, in performing its duties and
responsibilities pursuant to this Agreement, shall act as custodian for, and agent of, Local Government. The parties
agree that all securities held in the Account shall be treated as financial assets. For purposes of the Texas Business
and Commerce Code, as amended, the security interest granted by Bank in the Collateral for the benefit of Local
Government is created, attaches, and is perfected for all purposes under Texas law from the time Custodian receives
Collateral for deposit or credit to the Account and and issues a Trust Receipt to Local Government for such
Collateral. The security interest of Local Government in the Collateral and all Proceeds thereof shall terminate upon
the transfer of such Collateral or Proceeds from the Account.
(b) The Bank and Local Government agree that Collateral delivered to the Custodian for deposit in or
credit to the Account may be in the form of credits to the accounts of Custodian at the Book -Entry System or a
Depository or by delivery to the Custodian of physical certificates in a form suitable for transfer or with an
assignment in blank to the Local Government or Custodian. The Bank and Local Government hereby authorize the
Custodian on a continuous and ongoing basis to deposit in the Book -Entry System and/or the Depositories all
Collateral that may be deposited therein and to utilize the Book -Entry System and/or Depositories and the receipt
and delivery of physical securities or any combination thereof in connection with its performance hereunder.
Collateral credited to the Account and deposited in the Book -Entry System or Depositories or other financial
intermediiries will be represented in accounts of The Bank of New York that include only assets held by The Bank
of New York for its customers, and including but not limited to accounts in which The Bank of New York acts in a
fiduciary, agency or representative capacity. Collateral that is not held in the Book -Entry System, Depositories or
through another financial intermediary will be held in the Custodian's vault and physically segregated from
securities and other non -cash property belonging to the Custodian.
(c)(i) Upon the initial and each subsequent deposit of Collateral and Proceeds into the Account (including
but not limited to any deposit of Collateral as part of an Approved Substitution), Custodian shall promptly provide
Local Government with a Trust Receipt. Additional customized Account statements may be available upon mutual
agreement of Local Government and Custodian.
(ii) Local Government agrees that it shall promptly review all Trust Receipts and Account statements
delivered to it by Custodian and shall promptly advise Custodian by Oral Instruction or Written Instruction of any
error, omission or inaccuracy in such statements. In the event that Custodian receives such an Oral Instruction or
Written instruction identifying -a " specific concern with respect to a suspected error, failure -or- omission.. with. respect_
to the Account, Custodian shall undertake to correct any errors, failures or omissions, provided that Custodian
determines in its sole discretion that such error, failure or omission actually occurred and shall notify Local
Government of its action concerning each such error, failure, or omission.
(d) The Account shall not be subject to any security interest, lien or any right of set -off by Custodian.
(e) With respect to all Collateral held in the Account, Custodian by itself, or through the use of the
Book -Entry System or the appropriate Depository, shall, unless otherwise instructed to the contrary by Bank: (i)
collect all income and other payments reflecting interest and principal on the Collateral in the Account and credit
such amounts to the account of Bank; (ii) forward to Bank copies of all information or documents that it may receive
from an issuer of Collateral which, in the opinion of Custodian, is intended for the beneficial owner of the Collateral
including, without limitation all proxies and other authorizations properly executed and all proxy statements, notices
and reports; (iii) execute, as Custodian, any certificates of ownership, affidavits, declarations or other certificates
under any lax laws now or hereafter in effect in connection with the collection of bond and note coupons; (iv) hold
directly, or through the Book -Entry System or Depository, all rights issued with respect to any Collateral held by
Custodian hereunder, and (v) upon receipt of Written Instructions from Bank, Custodian will exchange Collateral
held hereunder for other securities and/or cash in connection with (A) any conversion privilege, reorganization,
recapitalization, redemption in kind, consolidation, tender offer or exchange offer, or (B) any exercise, subscription,
purchase or other similar rights.
(f) Custodian agrees to file reports with the of Public Accounts of the State of Texas (the
"Comptroller ") regarding the Collateral pledged to secure the Uninsured Deposits of Local Government hereunder,
as and when required by the Comptroller,
3. Events of Default
In the event Bank shall fail to pay Local Government any amount of the Uninsured Deposits by Local Government
covered by this Agreement in accordance with the terms of such Deposit, or should Bank fail or suspend active
operations, the Uninsured Deposits in such Bank shall become due and payable immediately and Local Government
shall have the right to unilaterally demand delivery of all the Collateral in the Account by Written Instructions to
Custodian and to sell such securities at public or private sale. In the event of such sale, Local Government, after
deducting all legal expenses and other costs, including reasonable attorneys fees, from the proceeds of such sate,
shall apply the remainder towards any one or more of the liabilities of Bank to Local Government and shall return
the surplus, if any, to Bank.
4. Representation and Warranties
(a) Representations of Bank Bank represents and warrants, which representations and warranties
shall be deemed to be continuing, that:
(f) this Agreement has been legally and validly entered into, does not and will not violate any
statute or regulation applicable to it and is enforceable against Bank in accordance with its
terms;
(ii) it is the legal and actual owner, free and clear of all liens and claims, of all the Collateral
pledged pursuant to this Agreement;
(iii) this Agreement was executed by an officer of Bank who was authorized by Bank's board of
directors to do so and will at all times be maintained as an official record of Bank;
(iv) all Collateral held by Custodian hereunder are eligible to secure Local Government's
deposits at Bank under applicable statutes or regulations and the Market Value of the
Collateral held by Custodian hereunder at all times meet the requirements of such statutes
- _orregu]ihotis• - -- _ -_- - -- _-
(v) Bank is a bank or trust company duly authorized to do business in the state where it is
located;
/ t1r /9'
(vi) all acts, conditions and things required to exist, happen or to be performed on its part
precedent to and in the execution and delivery of this Agreement exist or have happened
or have been performed.
(b) Representations of Local Government. Local Government hereby represents and warrants, which
representations and warranties shall be deemed to be continuing, that:
(i) this Agreement has been legally and validly entered into, does not and will not violate any
statute or regulation applicable to it and is enforceable against Local Government in
accordance with its terms;
(ii) the appointment of Custodian has been duly authorized by Local Government and this
Agreement was executed by an officer of Local Government duly authorized to do so;
(iii) it will not transfer, assign its interests in or the rights with respect to any Collateral
pledged pursuant to this Agreement, except as authorized pursuant to Section 3 of the
Agreement;
(iv) all acts, conditions and things required to exist, happen or to be performed on its part
precedent to and in the execution and delivery of this Agreement exist or have happened
or have been performed.
5. Concerning Custodian
(a) Custodian shall not be liable for any loss or damage, including counsel fees, resulting from its
action or omission to act or otherwise, except for any loss or damage arising out of its own negligence or willful
misconduct, and shall have no obligation hereunder for any loss or damage, including counsel fees, which are
sustained or incurred by reason of any action or inaction by the Book -Entry System or any Depository. In no event
shall Custodian be liable to Local Government, Bank or any third party for special, indirect or consequential
damages, or lost profits or loss of business, arising in connection with this Agreement: Custodian may, with respect
to questions of law, apply for and obtain the advice and opinion of counsel and shall be fully protected with respect
to anything done or omitted by it in good faith and conformity with such advice or opinion. Local Government and
Bank agree, jointly and severally, to indemnify Custodian and to hold it harmless against any and all costs, expenses,
damages, liabilities or claims, including reasonable fees and expenses of counsel, which Custodian may sustain or
incur or which may be asserted against Custodian by reason of or as a result of any action taken or omitted by
Custodian in connection with operating under this Agreement, except those costs, expenses, damages, liabilities or
claims arising out of the negligence or willful misconduct of Custodian or any of its employees or duly appointed
agents. This indemnity shall be a continuing obligation of Local Government and Bank notwithstanding the
termination of this Agreement.
(b) Custodian shall not be responsible for, or considered to be custodian of, any Collateral received by
it for deposit in the Account until Custodian actually receives and collects such Collateral directly or by the final
crediting of Custodian's account on the books of the Book -Entry System or the appropriate Depository. Custodian
will be entitled to reverse any credits made on Local Government's behalf where such credits have been previously
made and the Collateral are not finally collected.
_ (c) Custodian shall have no duties or responsibilities whatsoever except such duties and
responsibilities as are specifrcally set foith in this Agreement and no covenant or obligation shall be impliedagainsl -
Custodian in connection with this Agreement.
(d) Local Government's and Bank's authorized officers and, if permitted by law, representatives of the
Comptroller, upon reasonable notice, shall each have access to Custodian's books and records maintained with
respect to Local Government's and Bank's respective interests in the Account during Custodian's normal business
hours. Upon the reasonable request of Local Government, Bank or the Comptroller when applicable law permits,
/V 1Z /0
copies of any such books and records shall be provided by Custodian to the requesting partys authorized officer at
the requesting party s expense.
(e) In performing hereunder, Custodian may enter into subcontracts, agreements and understandings
with third parties whenever and on such terms and conditions as it deems necessary or appropriate. If any of such
subcontracts, agreements, or understandings with third parties are for the deposit of Collateral for the benefit of
Local Government, (i) such third party will qualify as a "permitted histitution" pursuant to the Texas Public Funds
Collateral Act, (ii) Custodian shall cause such third party to provide records to Custodian evidencing the deposit of
Collateral with such third party, and (iii) records of the third party relating to such Collateral will at all times state
the name of Custodian. No such subcontract, agreement or understanding shall discharge Custodian from its
obligations hereunder.
(f) Reliance on Pricing Services. If Custodian, as an accommodation to Bank or the Local
Government, agrees to provide information concerning Market Values, Custodian is authorized to utilize any
generally recognized pricing information service (including brokers and dealers of securities) in order to provide
Market Values hereunder, and Bank and Local Government agree that Custodian shall not be liable for any loss,
damage, expense, liability or claim (including auomeys' fees) incurred as a result of errors or omissions of any such
pricing information service, broker or dealer.
(g) Force Ma' . Custodian shall not be responsible or liable for any failure or delay in the
performance of its obligations under this Agreement arising out of or caused, directly or indirectly, by circumstances
beyond its reasonable control, including without limitation, acts of God, earthquakes, fires, floods, wars, civil or
military disturbances, sabotage, epidemics, riots, loss or malfunctions of utilities, computer (hardware or software) or
communications service, labor disputes,. acts of civil or military authority, or governmental, judicial or regulatory
action; provided however, that Custodian shall use its best efforts to resume normal performance as soon as
practicable under the circumstances.
6. Termination
Any of the parties hereto may terminate this Agreement by giving to the other parties a notice in writing
specifying the date of such termination, which shall be the earlier of (i) not less than 90 days after the date of giving
such notice or (ii) the date on which the Deposits are repaid in full. Such notice shall not affect or terminate Local
GovernmenPs security interest in the Collateral in the Account. Upon termination hereof, Custodian shall follow
such reasonable Written Instructions of Bank and Local Government concerning the transfer of custody of Collateral,
collateral records and other items. Upon the date set forth in the termination notice, this Agreement shall terminate
except as otherwise provided herein and all obligations of the parties to each other hereunder shall cease.
7. Miscellaneous
(a) Local Government and Bank each agree to furnish to Custodian a new Certificate substantially in
the form of Exhibit A and Exhibit B, respectively, attached hereto in the event that any present Authorized Person
ceases to be an Authorized Person or in the event that any other Authorized Persons are appointed and-authorized.
Until such new Certificate is received, Custodian shall be fully protected in acting upon Oral Instructions or Written
Instructions or signatures of the present Authorized Persons.
(b) Custodian shall be entitled to rely upon any Certificate, Written or Oral Instruction actually
received by Custodian and reasonably believed by Custodian to be duly authorized and delivered. Bank and Local
— -
- '- - = Government- each- agree-to send -to 7 E:lrstodiim' Writen=lnsGndioiis ooiifirrtiing Oial'IhstYUCtions =bythe t osi o - - -._
business of the same day that such Oral Instructions are given to Custodian. Bank and Local Government each
agree that the fact that such confirming Written Instructions are not received or that contrary Written Instructions
or Oral Instructions are received by Custodian shall in no way affect the validity or enforceability of the
transactions previously authorized and effected by Custodian.
Vui. _ 18✓~ Pg. ��
(c) Any Written Instructions or other instrument in writing authorized or required by this Agreement
shall be given to Custodian and shall be sufficiently given if sent to Custodian by regular mail to its offices at c/o The
Bank of New York, One Wall Street, 51° Floor New York NY 10286 Attrt John Vinci Vice President, or at such
other place as Custodian may from time to time designate in writing.
(d) Any notice or other instrument in writing authorized or required by this grecment to be given to
Bank shall be sufficiently gi en�if�sent to Bank by regular mail to its offices al J/l i this
r i f
-17 E40 —2.,or at such other place as Bank may from time to time
design le in wiJing.
(e) Any notice or other instrument in writing, authorized or required by this Agreement to be given to
Local Government shall be sufficiently given f sent to Local Governmee? by regular ptail to its offices at
300 �'a�o 3' n2/. /1,(rw .i<-t `� /� l7i �ci._,. .. /.��.,v y7.f�d 1.
at such other offices as Local Government may from time to time designate in writig
(f) In case any provision in or obligation under this Agreement shall be invalid illegal or
unenforceable in any jurisdiction, the validity, legality and unenforceability of the remaining provisions or
obligations shall not in any way be affected or impaired thereby and if any provision is inapplicable to any person or
circumstances, it shall nevertheless remain applicable to all other persons and circumstances.
(g) This Agreement may not be amended or modified in any manner except by written agreement
executed by all of the parties hereto.
(h) This Agreement shall extend to and be binding upon the parties hereto, and their respective
successors and assigns; provided however, that this Agreement shall not be assignable by any party without the
written consent of the other parties.
(i) This Agreement shall be construed in accordance with the substantive laws of the Slate of Texas,
without regard to conflicts of laws principles thereof. In connection with any dispute arising hereunder, Bank, Local
Government and Custodian hereby consent to the non - exclusive jurisdiction of a state or federal court situated in the
county in the State of Texas in which Local Government maintains its principal office. Bank, Local Government
and Custodian hereby irrevocably waive, to the fullest extent permitted by applicable law, any objection which it may
now or hereafter have to the laying of venue of any such proceeding brought in such a court and any claim that such
proceeding brought in such a court has been brought in an inconvenient forum. Bank, Local Government and
Custodian each hereby irrevocably waives any and all rights to trial by jury in any legal proceeding arising out of or
relating to this Agreement.
9. Waiver of Immunity. To the extent that in any jurisdiction any party may now or hereafter be entitled to
claim, for itself or its assets, immunity from suit, execution, attachment (before or after judgment) or other legal
process, each party irrevocably agrees, to the extent permitted by law, not to claim, and it hereby waives, such
immunity in connection with this Agreement.
8. Definitions
Whenever used in this Agreement, the following terms shall have the following meanings:
(a) "Account" shall mean the custodial account established with Custodian for the benefit of Local
- - -- Government as secured party: in accords= with this Agreement.- _ --
(b) "Authorized Person" shall be any officer of Local Government or Bank, as the case may be, duty
authorized to give Oral Instructions or Written Instructions on behalf of Local Government or Bank, such persons to
be designated in a Certificate substantially in the form of Exhibit "A" for Local Government or Exhibit 'B" for Bank
attached hereto as such exhibits may be amended from time to time.
(c) "Approved Substitution" shall have the meaning set forth in paragraph (e) of Section lof this
Agreement.
(d) "Book -Entry System" shall mean the Federal ReservelTreasury Book -Entry System for receiving
and delivering U.S. Government securities.
(e) "Business Day" shall mean any day on which Custodian and Bank are open for Business and on
which the Book -Entry System and/or the Depositories are open for business.
(f) "Certificate" shall mean the Certificate of Authorized Persons attached hereto as Exhibit "A" or
Exhibit "B ".
(g) "Comptroller" shall have the meaning set forth in paragraph (d) of Section 5 of this Agreement.
(g) "Depository" shall include the Depository Trust Company and any other securities depository and
clearing agency (and their successors and nominees) registered with the Securities and Exchange Commission or
otherwise regulated by appropriate federal or slate agencies as a securities depository or clearing agency.
(h) "Deposits" shall mean all deposits by Local Government in Bank that are available for all uses
generally permitted by Bank to Local Government for actually and finally collected funds under Bank's account
agreement or policies-
0) "Market Value" shall mean, with respect to any Security held in the Account, the market value of
such Security as made available to Custodian by a generally recognized source selected by Custodian plus, if not
reflected in the market value, any accrued interest thereon, or, if such source does not make available a market value,
the market value shall be as determined by Custodian in its sole discretion based on information furnished to
Custodian by one or more brokers or dealers; provided however that, if agreed in writing by the parties hereto, Bank
may provide Custodian with such Market Values.
Q) "Nationally Recognized Statistical Rating Organization" shall mean Moody's, Standard and Poor's,
Fitch, Duff and Phelps, BankWatch and MCA.
(k) "Oral Instructions" shall mean verbal instructions actually received by Custodian from an
Authorized Person or from a person reasonably believed by Custodian to be an Authorized Person.
(1) "Substitute Collateral" shall have the meaning set forth in paragraph b of Section 1 of this
Agreement.
(m) "Trust Receipt" shall mean evidence of receipt, identification, and recording, including a written or
electronically transmitted advice or confirmation of transaction or statement of account. Each advice of
confirmation of transaction shall identify the Collateral which is the subject of the transaction and slate the Market
Value thereof. Statements of account shall identify all Collateral in the Account, the Aggregate Margin Value
thereof, and the applicable Collateral Requirement.
(n) "Uninsured Deposits" shall mean that portion of Local Government's Deposits with Bank which
exceeds the insurance coverage available from the Federal Deposit Insurance Corporation.
_. .......,.._.. ,(o)___ . "Written Instructions" shall mean written communications actually received by Custodian from -an..
Authorized Person or from a person reasonably believed by Custodian to be an Authorized Person by a computer,
telex, telecopier or any other system whereby the receiver of such communications is able to verify by codes or
otherwise with a reasonable degree of certainly the identity of the sender of such communication.
[Signature Page Follows]
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective
officers thereunto duly authorized and their respective seals to be hereunto affixed, as of the day and year first above
written.
CITIBANK TEXAS, N.A.
[LOCAL 'OVERNMENTI
By: By:
Title: F5 n J t o Title:
CieTcz mmycondep4.do
(5/09/05)
THE.BANk OF NEW YORK TRUST
COMPANY, N.A.
By:
Title: ENRY . CU611' l
We president
I
EXHIBIT B
CERTIFICATE OF AUTHORIZED PERSONS
(Local Government - Oral and Written Instructions)
The undersigned hereby certifies that he/she is the duly elected and acting C-Q tr.&4 )�qe of
�Y'n�l]4 ntty� '�e�Yn� — (the
"Local Government "), and further certifies that the roll wing officers or employees of Local Government have been
duly authorized in conformity with Local Government's to deliver Oral and Written
Instructions to The Bank of New York Trust Company, N.A. ( "Custodian ") pursuant to the Third Party Custodian
Agreement between Local Government, Citibank Texas, N.A. ( "Bank ") and Custodian dated and
that the signatures appearing opposite their names are true and correct:
Name Titie Idnature
Term h k� e r rev
Name Titl Signature
Name Title Signature
Name Title Signature
Name
Title
Signature
Title
Name
Signature
Title
Name
Signature
Title
Name
Signature
Title
Signature
Name
This certificate supersedes any certificate of authorized individua s you n current/ have on file.
[seal]
Title: ADS C�OU'�r
TABLE OF CONTENTS
DESCRIPTION
I A131-IF OF CON-f FINTS
EAECUTIVE SUMMARY &- OFFFR
RCQf,II-sT FOR PROPOSAL Ri:spomNF & Ar)m--,.m)A
A DEI,0SrroRYC0NTRACF
C - SUPPLIES AND SHRIVICEFE17, SCHMULE
1) -- SPECIAL SERVICES
E -' (NVI:.SI*MI'N*rS, RATES & COLLATERAL
F 0`11f1-R, SFRvI(TN ( NICL. A'FI ACHMEN i's 4-12)
rorn (d l — MFR(HAN I SINVICFS
FIVF (5)-- QK-UNNE HANM\C (CITIBUSINESS 0XI-INE)
Six 0) - A; IrOkMrm-'J'rL.I.hR MACHINES
%EvF.k M - P091 rivi. PAY
r.jt-,HT (a)-l'OrKom
WORK)
I I:N (10) - ARMORFD ('0UNIkk Sk-It Vl' '6i
El. EVEN ( 11) - SHWICE . CREDIT CARD CH ARQU 4
T\vt P.vE (12) - A01311 ION AL PRODUC IS
-ACII DFAIT BUX'KSXII.rERS
-PAYEF. 1"All IVE PAY
-(*t)N,r;tcxj.r-j) J)pk.HL! Rsj,.MLN F
-Z.1.110-13ALA?Ov6 ACCLAM'S
-RI-IMMECIM-K DF.Hymi
G. PRO FORMA
ATTACHMENTS
TWO (2) - SAMPLE 01' COLLA I FRALI, f U-DFK)Nj'i RFTORI
1"I IRr.r..' 13)- FINANCIAL CONDITION io,4 oF BANK RJ:410K rs
PAGE,
The information contained in We pcaposal is oomer'denual end is intended solely fos ilia use of the Bunions County rCvevvy) and its employees. This n1brimation inAy not be
diselmdowsule.fth.C...,y and shell not be duplicstd• used, " disclosed ut whole or in part for any purpose other Shan to ctiluati, Nis proposal.
RFP # 2013-12 Page 2
Vol. Fig. -7
Executive Summary & Offer
BRAKYSCOUNFIT
MRS. LAURA DAVIS AND COUN —COnIMISSIONERS
It has truiv been a pleasure to work with everyone affiliated with the County. From our annual reviews to our
discussions surrounding the protection and fiduciary responsibilities toward financial management, the Countv
has been and will continue to be a valued customer of Citibank and in particular, my staff and I.
It is with great pleasure to present our proposal to maintain our depository relationship with the County. We
highly value the County's relationship and will do what it takes to maintain it.
Summary:
+ Continued highly reduced standard transaction fees
•? Continued highly reduced cash management product fees (ACH Origination, Positive Pay, etc)
+ -509/, Earnings Credit Rate to offset any or all cash management fees
fi .25% Floor interest rate for excess balances
0% Reserve Requirement - maximizing account balances
} Maintain expedited funds availability
Citi at Work program for County employees
Sole provider for Purchasing Card Program through the State of'rexas
As you know, Citibank acquired our predecessor in 2005 (First American Bank, 5.SB) and ever since has focused a
tremendous amount of energy and financial support to our community and various organizations. Citibank and its
employees have given over $2.000,000 in support to various charitable organizations since the acquisition and will
continue to support our community far into the future.
The County will continue to have access to our local public fund staff that serves all of our public fund clients
statewide. Our staff includes Sarah Kelso, 8 years with Citi and lifelong resident, Samantha Mumford,11 vears
with Citi and lifelong resident and Donnie Fowler, 14 Years with Citi and 19 year resident).
Again, we appreciate the opportunity to continue this relationship and should you have any questions regarding
this proposal or would like to coordinate a meeting please contact Texas Public funds Relationship Manager,
Donnie Fowler at (979) 691-22759, by email Donnie.FowlerUCiti.coln or in writing at 2717 Texas Ave South, College
Station,'rX 778411.
This proposal is valid for the duration of the contract.
Sincerely,
Donnie Fowler, SVP
,rexas Public Fund Relationship .Manager
RFP # 2013 -12 Page 3
Vol. _l 8J Fig. l
KEY PERSONNEL CONTACT I ORNIATION
0().NNIF F(1INIIA
MMAI Ft: D RHA I ILASI 1111)IANMXR
2717 I'I;N:\SAVI'.Nt:l:','(IL'l I I
L 01.1.F.(;FVI,A rION, ('s 77840
(979)691-21551
DONNW, I I.0010
SA.\IA','f'f iAML%irou)
SF VKV
., R - OFFICIZA
2717 1 F.W; AVI-M;Fsot: ri i
COLLEGE S1 ATION, Vx 77840
(979)691-2759
SAMANTHAAARAIFORI 'I I*I.C().\f
ELGHN17"SONN)" LYU:S
V1,/;ks'SOCIA I'1: (',I.Nf-AAI. CCIUVIELI DIRF(TOR
1001 M-51 VILLAMAKIA
BRYAN, TX 77801
(979)823-8323
I
SAWAI i Ki , i.,A
717'1 VXAS A VINL F'4 X I I I
S 1'.\ I Im, I x 778-10
(979)266-4161
SARA! LKII-SOf/M.-D LCOM
A%I) SIMONI'ALIA
BRAM Ii
1660HRIARCRI51 I;Rl\;F
nNf,\ N, I-x 17801.
(979)320-6920
AMYA-MON'�ALMOCI I LCOM
Strength'. gth. T
ier I
Capital Ratio
according to Basel
requirements
— I
RFP 8 2013-12 Page 4
REQUEST FOR PROPOSAL
COUNTY DEPOSITORY CONTRACT
FOR PUBLIC FUNDS AND REGISTRY
RFP # 2013 -12
DUE DATE: Thursday, June 13, 2013
At 2:00 p.m. C.S.T.
Brazos County
Administration Building
200 S. Texas Ave., Ste. 352
Bryan, TX 77803
(979) 361 -4292
RFP # 2013 -12 Page S
Vol. ._ /BSS Pg. d _.
TABLE OF CONTENTS
Introduction............................. ......................................................................... ............................... 3
Definitions, Terms and Conditions .................................................................. .............1................. 3
SpecialProvisions ................................................................... ..............................5
Qualification Requirements ..................................................... ..............................6
EvaluationFactors ............................................................... ..............................6
Proposal Requirements ......................................................... ..............................6
Specifications............................ ............................... . .................. . ....................6
ProposalPacket ..................................................................... ..............................9
Certification /Authorization/Acknowledgment Form ........................................ ..............................9
EXHIBITS
Depository Contract (I Page) .............................................
I ........................... .. .... Exhibit A
DepositoryPledge(I Page) ........................... ...............................
........................Exhibit B
Supplies and Service Fee Schedule (4 Pages) ............................
............................... Exhibit C
Special Services (1 Page) ............................. ...............................
........................Exhibit D
Investments, Rates and Collateral (1 Page) ......... ...............................
........................Exhibit E
OtherServices ........................................... ...............................
........................Exhibit F
Proforma................................................ ...............................
........................Exhibit G
County Investment Policy ............................ ...............................
........................Exhibit H
Collateral Market Value ............................... ...............................
........................Exhibit I
ProformaBalances ..................................... ...............................
........................Exhibit 1
Sample Account Activity .............................. ...............................
........................Exhibit K
Tentative Timeline
Release RFP
First Advertisement
Second Advertisement
Question Deadline
Proposal Deadline
Anficipated Award
Friday, May 3, 2013
Friday, May 3, 2013
Friday, May 10. 2013
Thursday,, May - 30.2073 at 5:001p,m. CST.. _
Thursday, June 13, 2013 at 2:00 p.m. CST
July 31, 2013
RFP # 2013 -12 Page 6
Request for Proposals "RFP" are solicited for Brazos County's depository for the Official County funds,
including all trust funds, for a term of four years for the period beginning September 1, 2013, through
August 31, 2017. As Brazos County has chosen to pursue a four year contract, the contract shall allow for
a negotiation of new interest rates and financial terms that will take effect during the final two years of the
four year contract. On expiration of the contract, the contract may be renewed for two years under terms
negotiated by the Commissioners' Court.
A. TERMS AND CONDITIONS
The following instructions apply to all proposals and become a part of terms and conditions of any
proposal submitted to the Brazos County Purchasing Department, unless otherwise specified elsewhere
in this proposal request. All Offerors are required to be informed of these Terns and Conditions, and
those of Brazos County, and will be held responsible for having done so:
Definitions: In order to simplify the language throughout this proposal, the following definitions shall
apply:
a. BRAZOS COUNTY - The government of Brazos County, Texas, and its authorized
representatives.
b. COMMISSIONERS' COURT - The elected officials of Brazos County, Texas, given the
authority to exercise such powers and jurisdiction of all county business as conferred by the
State Constitution and Laws.
C. CONTRACT - An agreement between the County and a Supplier to furnish supplies and /or
services over a designated period of time during which repeated purchases are made of the
commodity specified.
d. CONTRACTOR - The successful Offeror(s) of this proposal request.
e. COUNTY - Same as Brazos County,
I. OFFEROR — The bank or firm submitting a proposal in response to this RFP.
g. REVIEW COMMITTEE — A committee appointed by Commissioners Court to review and
evaluate proposals.
1. Upon acceptance and approval by the Commissioners' Court, this proposal effects a working contract
between Brazos County and the selected Offeror for the period designated.
2 The County reserves the right to accept or reject in part or in whole, any proposals submitted, and to
waive any technicalities for the best interest of the County.
3. Brazos County shall not be responsible for any verbal communication between any employee of the
County and any potential Offeror. Only written specifications and written price quotations will be
considered.
4. Braids- County reserves the right to reject any proposal that does not fully respond to each specified
item.
5. Offeror must include Employer / Tax Identification Number.
ANSWER: 13- 5266470
RFP q 2013 -12 Page 7
/gr P9. �2
6. Should there be a change in ownership or management of the selected offeror, the contract shall be
canceled unless a mutual agreement is reached with the new owner or manager to continue the
contract with as present provisions and prices. This contract is nontransferable.
7. Although the cost of services to be provided is an essential part of the Proposal, Brazos County is not
obligated to award a contract on the sole basis of cost.
8. Proposals must show full firm name, mailing address and telephone number and be manually
signed by an authorized sales or quotation representative of the Offeror. Firm name and
authorized signature shall appear in each space provided.
9. In the event of a needed change in the specifications sent to Offerors, it is understood that all the
foregoing terms shall apply to the addendum or addenda. The addendum shall be posted to the
Online Bidding System at http: //brazosbid.cstx.gov /.
10. It is our policy not to furnish proposal results over the phone. Proposal results will be posted on the
Online Bidding System.
11. With the exception of interviews and other contacts initiated by Brazos County relevant to the
selection process, Offerors, their employees or representatives are prohibited from contacting any
official or employee of Brazos County, except the Purchasing Agent, in regard to this RFP. Any
such contact will be grounds for rejection of the Offerors proposal. .
12. Proposals must be received by the Purchasing Department prior to the date and time specified.
Late proposals will not be accepted for any reason. Proposals will not be considered if submitted
by telephone, fax or any other means of rapid dispatch, nor will a proposal be considered it
submitted to any other person or department other than specifically instructed Purchasing
Department.
13. The County may cancel this contract at any time for any reason, provided that a thirty day written
notice is given.
14. It is the intent and purpose of Brazos County to solicit competitive responses through the RFP
to a single source. Such notification must be submitted in writing and must be received by the
Brazos County Purchasing Department no later than five (5) business days prior to the Proposal
opening date. A review of such notification will be made.
15. This RFP process shall adhere to Texas Local Government Code, Chapters 116, 117, and 262.
All firms deemed to be qualified will be given fair and equal consideration, and discussions may be
conducted with these entities. For the purpose of obtaining best and final offers, the proposals may
be revised before awarding the contract. Oral negotiations shall be confirmed in writing prior to
contract award. However, the contract may be awarded without presentations and conferences.
B. SPECIAL PROVISIONS
1. Questions and inquiries about this RFP should be submitted in writing via the Q&A feature
available - through the- Online - Bidding - System at- http7 / /brazosbidcstxgovl -. The deadline for
submitting written requests for clarification is Thursday, May 30, 2013 at 5:00 p.m. Central
Standard Time.
2. Fill out this RFP completely and return it along with nine paper copies, and one electronic copy with
the information contained on a single compact disc in an envelope /package clearly marked
RFP # 2013.12 Page 8
/�4f� pg.�
"Request for Proposal No. 2013 -12" to the Brazos County Purchasing Office, Attn: Charles Wendt,
Brazos County Administration Building, 200 South Texas Ave., Suite 352, Bryan, TX 77803.
3. There is no expressed or implied obligation for Brazos County to reimburse responding service
providers for any expenses incurred in preparing proposals in response to this RFP and Brazos
County will not reimburse responding Offerors for any expenses.
4. During the evaluation process, Brazos County reserves the right, when in the best interest of the
County, to request additional information or clarification from Offerors.
5. Information contained in individual proposals will not be available to competitive bidders at the
public opening. Brazos County will make every effort to protect the confidentiality of the Offers
during and after the bidding process. however, all Offers are alerted that the County is a political
subdivision of the State of Texas and is subject to the laws requiring the disclosure and availability
of public documents (Texas Public Information Act).
6. The award of the contract shall be made to the responsible Offeror whose proposal is determined
to be the most responsible offer resulting from evaluations and negotiations, taking into
consideration the relative importance of designated factors set forth in this request for proposal.
a. Negotiations may be conducted with responsible Offerors who submit proposals that are
determined by the Review Committee to be reasonably acceptable. Oral negotiations must
be confirmed in writing prior to contract award. The contract may be awarded without
negotiation of proposals.
b. Quantities indicated in the Proposal are estimates based upon historic information.
c. Your response to this proposal should be clear and concise addressing all requirements listed
and any other factors not specifically mentioned which would be advantageous to Brazos
County.
7. One or more banks may be selected by the County as a depository or subdepository. If the County
does contract with more than one depository, the Commissioners' Court shall by order name one of
the depositories to act as a clearinghouse for the others. All County orders for payment are finally
payable at the depository named as the clearinghouse.
C. QUALIFICATION REQUIREMENTS
Ability to provide sufficient collateral as security for County deposits ranging from $80,000,000 to
5120,000,000. (See Exhibit E, 3.0 COLLATERAL and Exhibit 1).
D. EVALUATION FACTORS: Banks that qualify per section C will be evaluated as follows:
1. Ability to meet Service Requirements
(20)
2. Net Rate of Return
(20)
3. Cost of Services
(20)
4. Available Cash management products
(20)
5. References
(10)
6.- Completeness of Response
(10)
RFP N 2013.12 Page 9
E. PROPOSAL REQUIREMENTS:
By returning the Proposal worksheet, Offeror acknowledges that it understands the most recent,
updated version of the Civil Statutes of Texas pertaining to the managing and safekeeping of
county funds, and Offeror agrees to comply with those statutes and all laws pertaining to this RFP.
2. The proposal must be accompanied by a certified check or cashier's check for at least one -half
percent of the County's revenue for the preceding year ($559,142.00). This check is a good -faith
guarantee on the part of the Offeror that if accepted as a County depository it will execute the bond
required under Chapter 116 of the Local Government Code. If the bank selected as depository
does not provide the bond, the County shall retain the amount of the check as liquidated damages.
3. The proposal must be accompanied by a list of references who are public entities in Texas
(preferably in Brazos County) for whom Bank is the current Depository. (Section G, #7)
SPECIFICATIONS:
The following will serve as the specifications for the proposals. Proposals can be submitted on the
following forms or the Offeror's letterhead with clearly titled responses assembled in the requested
form /order.
The Depository Pledge Agreement shall specifically include ALL County Accounts including Trust
Accounts held by the County Clerk, District Clerk, County Attorney, District Attorney, Community
Supervision, Juvenile Services, County Sheriffs Office, Justices of the Peace, Health District,
Housing Finance Corporation and Tax Assessor- Collector.
2. The successful Offeror will be required to execute the attached contracts labeled Exhibit A and
Exhibit B.
ANSWER: Pertaining to the Exhibit B - Depository Pledge Contract, Citibank will NOT require
the County to re- execute the existing agreement.
In substitution of the County's requirements in Section VIII, Exhibit A - Depository Contract
and Section XIV, Exhibit B - Depository Pledge Contract, Citibank, N.A. will provide a
Certificate of Incumbency indicating the standing By -Laws pertaining to the Execution of
Agreements which was duly authorized by the Board of Directors of the bank.
3. All Offerors are required to complete Exhibit C, Exhibit D, Exhibit E, and Exhibit F for tabulation
purposes.
4. All Offerors are required to complete Exhibit G, Bank Proforma Analysis. When completed, the
analysis should completely detail the procedure(s) /formula(s) used to determine the payment due
to Brazos County or the net service charge for Brazos County for the month described in the model
guidelines.
5. The successful Offeror will keep the County's deposit records and accounts for the period covered
by this proposal and MUST prepare and provide the following:
a. A daily maintenance report on all accounts maintained by the County is required. This
report must include the balance in the County's Operating Account and the total balance of
all other County Accounts. [Balances associated with Certificates of Deposit or Time
Deposits purchased by the County Clerk and/or the District Clerk are not to be included in
this report since they are covered by a separate Contract with the Offices of the County
Clerk and District Clerk.] This report should include daily activity on fund balances, ledger
balances, and detail debits and credits.
RFP 4 2013 -12 Page 10
ANSWER: The County will continue to have access to CitiBusiness Online, however see
Attachment 5 for details on this robust cash management product.
b. Monthly statements showing debits, credits, and balances of each separate account are
required. Statements are to be submitted to the Treasurer's Office no later than the 10'" of
each month.
ANSWER: Statements are made available via CitiBusiness Online the 2id business day of the
month and mailed the same.
Account Analysis statements are provided by the 6'" business day of the month via
CitiBusiness Online and mailed the same (see Attachment 1 for an example statement).
C. A CD or equivalent electronic medium of canceled checks to be used to clear checks from
the County's electronic file is required and is to be submitted to the Treasurer's Office no
later than the 10' of each month.
ANSWER: The County will continue to have access to this CD product.
d. A copy of the Offeror's fiscal- year -end audit report must be submitted to Commissioners
Court annually, prior to the anniversary date of the awarded contract.
ANSWER: Our Annual Reports may be found at the following link and is provided in the
enclosed CDROM (Attachment 3):
http;/Iwww.citioroup.com/citi/investor/cluarterly/2012/arllc en.pdf ?ieNocache =205
e. Other reports and records that may, from time to time, be required by the County in order
to properly discharge the duties of Offeror as provided by law.
ANSWER: We will promptly handle as requested.
6. If the quality of optical copies of canceled checks is not satisfactory, successful Offeror will sort and
return in numerical order the canceled checks for the following Brazos County Accounts: County
Operating Account (which includes payroll, accounts payable and jury checks), Restitution
Account(s), Sheriffs Inmate Trust Account, and Tax Office Accounts.
ANSWER: The County will have access to view checks via CitiBusiness Online including a
new feature whereby checks can be viewed and printed in multiple image fashion. This new
feature will be rolled out nationally in stages throughout 2013.
The successful Offeror will furnish on a monthly basis an analysis of accounts maintained by the
County. Applicant must provide a sample account analysis report listing all items and service
charges that are included in the account analysis process. A sample report must be submitted with
a cover sheet labeled as follows:
- ATTACHMENT ONE (1)
SAMPLE ACCOUNT ANALYSIS REPORT
ANSWER: The current County account analysis statement will continue to be provided.
RFP # 2013 -12 Page 11
/Ss' a6
8. The Offeror will provide a detailed monthly collateral -to- deposit report. The report shall contain
security descriptions, par value /current face and current market value. To compensate for
increases or decreases in County deposits and fluctuations of market value of pledged collateral,
the minimum market value of collateral will be 110% of County deposits. The release and /or
substitution of collateral must be approved by the County prior to the release /substitution. A written
report confirming release /substitution is required. A sample report must be submitted as a
separate document with a cover sheet labeled as follows:
ATTACHMENT TWO (2)
SAMPLE OF COLLATERAL -TO- DEPOSIT REPORT
ANSWER: The County will continue to have access to this report via INFORM, the Bank of
New York Mellon's online system as well as weekly mailed hard copies direct from BONY
Mellon.
S. The account interest earned by the County on a monthly basis will be calculated at the end of each
month using the contracted method for calculating interest (based on information contained in
Exhibits C through G). The total amount earned will be delivered to the County Treasurer in the
form of a check(s) or directly deposited into the County's Operating Account by the 15" working
day of the following month. Interest earned by accounts held by the District and County Clerk shall
be calculated daily and deposited into each account on the first day of every month, Payment will
be supported with a schedule of interest earned and service fees charges by account. If the
earnings credit is less than the total service charge, an invoice for the amount of the net deficiency
will be presented to the County Treasurer.
ANSWER: As it is currently, the County, should a net deficiency occur, will be automatically
debited when the account analysis statements are made available.
Interest payments to the County on excess balances will continue to be automatically
posted to your account on the 6th or 70 business day of the month.
Citibank is offering the following:
.50% Earnings. Credit Rate
.25% Floor Interest Rate for Excess Balances
All types and line item pricing will remain highly reduced at the same price
a. The Offeror is advised that not all of the County's funds are permitted to earn interest and the
County views these as compensatory balances.
ANSWER: Agreed
b. The County Clerk and District Clerk accounts are required to calculate interest daily.
ANSWER: Agreed
10. The Offeror will designate an Officer of the Offeror who will be responsible for attending to
inquiries, requests for services, and daily activities regarding the management of County accounts.
RFP tf 2013.12 Page 12
zr a 2
ANSWER: The County will continue to receive priority responses to Inquiries through our
team below. The County also has access to our San Antonio service team for cash
management inquiries (800.285.1709 Option 2).
DONNIE FOWLER
SARAH KELSO
SVP, TEXAS PUOLIC FUND RELATIONSHIP MGR
SERVICE OFFICER
2717 TEXAS AVENUE SOUTH
2717 TEXAS AVENUE SOUTH
COLLEGE STATION, TX 77840
COLLEGE STATION, TX 777840
(979)691 -2759
(979)260 -4363
DONNIE. FOWLER(CDCITI.COM
SARAH.KELSO(CCITI.COM
SAMANTHA MUMFORD
SERVICE OFFICER
2717 TEXAS AVENUE SOUTH
COLLEGE STATION, TX 77840
(979)691 -2759
SAMANTHA A MUMFORDnCITI.COM
11. For any time deposits made by Brazos County, there shall be no penalty for the early withdrawal of
funds. Reasonable attempts wig be made to match the expected withdrawal dates with the
maturity of the time deposits, but the County. reserves the right to withdraw funds prior to the
maturity date with no penalty or interest deductions.
ANSWER: Agreed
12. Funds currently Invested in time deposits will be moved to the awarded financial institution upon
their maturity or at the discretion of the County.
13. Some of the accounts managed by the District Clerk are in individual's names, not in the name of
Brazos County. The bank will be required to issue 1099's to these individuals per IRS
requirements.
ANSWER: Agreed
14. Brazos County reserves the right to make investments outside the Depository Bank in accordance
with the Laws of the State of Texas and the County Investment Policy or as the result of an order of
a court.
15. Brazos County requires that the awarded financial institution provide all equipment and services to
process credit and debit card payments (merchant services) made to Brazos County.
In addition to the answers provided below, additional information has been provided in
Attachment 4.
a. All payments made to Brazos County by credit card, debit card or echeck, in the form of fees,
fines, taxes or otherwise, will be charged a percentage of the transaction to cover all fees
associated with cost to handle the card payment by the bank. All transactions will be charged
the same percentage regardless of the size of the transaction. Brazos County will not pay the
transaction fee. The fee shall be charged to the cardholder as a convenience fee.
ANSWER: First Data utilizes "a 'third party- vendor -when working with a convenience fee
processing model. The current contract between Citibank and First Data prohibits First Data
from using any third party vendor to assist in convenience fee processing.
The fees (Interchange pass thru and 15 basis points) can be deducted either daily or at end
of month from the bank account (s) designated by the County.
RFP k 2013 -12 Page 13
8s Ad'
b. The financial institution shall provide service and equipment to handle online, telephone and
.point of sale' (POS) transactions. There are an estimated 40 POS machines required. The
County may increase or decrease this number at any time at no cost.
ANSWER: We will support the County with all hardware/software needs.
We also support a number of integrated POS devices and POS applications. A complete
Integrated Payment Solutions Certified Listing is available at:
http:1fwwwfirstdatacom1en us/ first - data- partnerslpos- payment- application - partners
First Data offers a full range of POS terminals and peripherals, both proprietary and through
our hardware partners.
First Data Line of Terminals
• FD55 —An economical point -of -sale terminal that enables you to accept virtually
every payment option. This space- saving device is compatible with many standard
peripheral devices, including the FD -10, the PP1000SE, and the PP1000SE with
contactless capabilities. With the addition of optional equipment, the FD55 can also
accept paper or electronic checks.
• FD1DOTi —This point -of -sale (POS) terminal is the work horse of the suite and
delivers high quality transaction processing. By using newer technologies, it provides
a safe, secure Internet Protocol (IP)Idial -up platform. It is compatible with many
standard peripherals; all of this performance provides maximum versatility at an
affordable price.
• FD200Ti —A check reader /imager and POS terminal in one compact unit for all types
of payments. It is perfect for any business that processes a significant amount of
checks, as well as other payment options.
• FD300Ti —The all -in -one terminal solution for locations with multiple "businesses"
or "merchants ". it provides simultaneous, single - terminal support for multiple
merchants and payment types.
• FD40OGT —The First Data FD40OGT wireless terminals allow on- the -go merchants to
process electronic payments at every location their business takes them. It is light-
weight and easy to use while offering performance and dependability in a small
package.
The First Data FD40OGT terminal also positions merchants for the arrival of EMV and
the ability to accept contactless transactions.
The first ever true wireless terminal downloads in the industry through either the
AT &T GPRS or Sprint CDMA wireless networks. Complete diagnostic application
simplifies support and installation.
• FD35 PIN pad —This is an advanced peripheral device that supports PIN -based debit
transactions and traditional card swipes, contactless payments, Europay,
MasterCarde, Visa"' (EMV), and Near Field Communication (NFC).
It is a consumer - facing device that helps improve payment security, since the
cardholder retains possession of card. It also meets current and future compliance
requirements and handles a high volume of small- ticket transactions.
• First Data Mobile PAYs"—A device that plugs into the audio jack of your smart
phone, enabling you to securely swipe your customer's credit card (browser -based
version also available).
We also provide a variety of point -of -sale (POS) peripherals, such as PIN pads and
contactless readers. We will work with the County to determine which product(s) best meets
your needs.
RFP # 2013 -12 Page 14
/ X5
c. Different transactions for different departments will be required to be handled differently
depending on the department's requirements. This can include depositing money into
separate accounts, reprinting of receipts, special reconciling requirements, and other
procedures as necessary.
ANSWER: The County determines the settlement deposit accounts and we can deposit to
your institution(s) of choice.
As part of the implementation process, established procedures are set with your
organization and your internal hierarchy is reviewed. With your input and approval, we
design a hierarchy structure on our system that allows you the flexibility needed especially
for reporting.
Reporting within the ClientLine* online reporting solution supports multiple hierarchical
levels, including Master chain, Chain, Merchant, and Location. Many of these levels enable
you to view reporting at the highest level and drill down to the lower levels as needed, all
the way down to the merchant location level.
Additionally, features such as the Group Builder enable you to create additional groups of
merchants based on your own specifications for which reports can be created. Therefore,
you can add an infinite number of layers.
We work with you to define a reporting hierarchy or "roll up" to ensure appropriate data
mapping, aggregation, and security, Your assigned Service Executive will be able to
complete adjustments to your hierarchy as requested.
RFP # 2013 -12 Page 1S
/Y.rpg 20
G. PROPOSALPACKET
Proposal packet shall include the following:
1. Completed, signed RFP J
2. Completed, signed Depository Contract (Exhibit A) —
ANSWER: Not required to be signed at the time of proposal submission.
3. Completed, signed Depository Pledge (Exhibit B) J
ANSWER: Not required to be signed at the time of proposal submission.
4.
Completed Supplies and Service Fee Schedule (Exhibit C)
J
5.
Completed Special Services (Exhibit D)
�-
6.
Completed Investments, Rates & Collateral (Exhibit E)
J
7.
Completed Other Services (Exhibit F)
J
a. Attachments 4 -12 if applicable
J
8.
Completed Proforma (Exhibit G)
J
9.
Sample Account Analysis Report (Attachment 1)
J
10.
A Sample of Collateral -to- Deposit Report (Attachment 2)
J
11.
Financial Condition of Bank Reports (Attachments 3 a, b, c)
a. The Offeror's most recent audited, consolidated balance
sheet
J
b. The Offeror's most recent fiscal year end audit report with financial
footnotes
J
c. The Offeror's last three quarterly Uniform Bank Performance
reports
J
d. The Offeror's last three Call Reports
J
ANSWER: Submitted in Attachment 3 via CDROM. Hard copies of Call Report
Schedules RI and RC are also in Attachment 3.
12. Certified check or cashier's check # 330327276 in the amount of
$559,142 (five hundred fifty -nine thousand, one hundred forty -two dollars)
J
H. CERTIFICATION OF PROPOSAL:
1. The undersigned affirms that they are duly authorized to execute the attached contracts, that this
proposal has not been prepared in collusion with any other Offeror, and that the contents of this
proposal have not been communicated to any other Offeror prior to the official opening of this
proposal.
2. BANK is capable of providing sufficient collateral of the type permitted by the Public Funds
Collateral Act (Exhibit I: Chapter 2257) to secure County funds on deposit (varies from
$80,000,000.00 to $120,000,000.00).
Circle One: YES NO
3. The undersigned affirms that Citibank N.A. Bank meets the
requirements of LGC 116.001(1) and, at the date of this application, has paid up capital stock in the
amount of $ 2,592,000,000 and permanent surplus of $ 186,457,000,000
RFP If 2013 -12 Page 16
4. The following reports are included in the submittal:
ATTACHMENT THREE (3)
FINANCIAL CONDITION OF BANK REPORTS AS OF (DATE)
a.The audited, consolidated balance sheet
b.A copy of the Offeror's most recent fiscal - year -end audit report with financial
footnotes;
c. A copy of the Offeror's last three quarterly Uniform Bank Performance Reports; and
d.A copy of the Offeror's last three Call Reports,
ANSWER: Please see Attachment 3 for our Credit Ratings and Schedule RI and RCs from
our Call Reports. The full reports, as allowed by the County, are provided in the CDROM.
5. Attached hereto is our certified check or cashiers check number 330327276 in the amount of five
hundred fifty -nine thousand, one hundred forty -two dollars ($559,142), (which represents
approximately one -half percent of the revenues of Brazos County for the year 2012), payable to the
Commissioners' Court of Brazos County, Texas. If this proposal for the Depository of all County
funds is accepted, said check will be used to secure the performance of said proposal, and if
Offeror fails to enter into a contract with the County as provided in the proposal, then said check
shall be retained by the County as liquidated damages for said failure. In the event this proposal is
not accepted, this check is to be returned to the Offeror immediately after the Contract is
completed.
6. Offeror has the capability of providing an on -line PC communication link to the County for routine
banking activities.
Circle one: YES NO
7. State the dollar amount, if any, that the Offeror will be willing to provide for expenses incurred due
to changing depository banks. (For example; checks, deposit slips, endorsement stamps, etc.)
NIA however we will continue to incur the cost for deposit slip orders.
8. List references of public entities in Texas (preferably in Brazos County) for whom Offeror is the
current Depository:
ANSWER: Establishing a charter in 1812 Citibank has a long history of providing financial
services to public entitles. The first notable occurring in 1814 when City Bank, as known
then, lent the federal government $200,000 to help it meet interest and amortization
payments on its debt as the war of 1812 winded down. Ever since then Citibank has
continued to find value in serving the public sector.
Fast forward to the acquisition of First American Bank, SSB in 2005 Citibank has continued
to strongly support public entitles with products and local personalized service striving to
conservatively grow our public funds portfolio. As indicated during the Q &A session only
6 are required. An exhaustive list of Texas Public Fund Clients will be provided upon
request.
RFP # 2013 -12 Page 17
Vol _�.� Pg.
Entity Name Address
Entltv Name Address
Contact Phone Email
Contact Contact Phone Contact Email
B.V C.O G. r B V.A.H.0
3991 E. 29th St. Bryan
Tom Wilkinson
595.2800 1 Wilkinson ybvco .c
City of B anrB an Texas Utilities
205 East 28th St. Bryan
Joe He wood
209.5081 'h w abryantx , rul
Bryan Housing Authordy
1306 Beck St Br, an
Ressina Hall
322.2013 br h au sudderdinkmail.rcm
Bryan Independent School District
101 North Texas Ave, Bryan
Ainy Drozd
209 -1009 am d br anistl.or
City of College Station
N C1 Texas Ave, College Station
Jeff Kursten
764.3745 kurslen csfz. ov
College Station Independent School District
1812 Welsh, College Station
Debra Parks
764.5409 1 d arks csi d.or
9. The Officer of the Bank who will be assigned the responsibility for attending to inquiries, requests
for services, and daily activities regarding the management of County accounts will be:
Donnie Fowler
Name
Senior Vice President Texas Public Fund Relationship Manager
Title
The undersigned affirms that they are duly authorized to execute this Submittal, that this Submittal has not been
prepared in collusion with any other Architect, and that the contents of this Submittal have not been communicated
to any other Architect prior to the official opening.
Signed
Title: Senior Vice President Texas Public Fund Relationship Manager
Typed Name: Donnie Fowler
Company Name: Citibank N.A.
Phone No: (979)691 -2759 FAX No: (978)764 -8694
E -mail Address: Donnie Fowler(MCiti com
Mailing Address: 2717 Texas Avenue South Colleoe Station Texas 77845
P. O. Box or Street City State Zip
EmployerlTax Identification Number: 13- 5266470
CORPORATE SEAL IF SUBMITTED BY A CORPORATION
END OF PROPOSAL REQUEST NO. 2013 -12
By signing below, Brazos County agrees that this RFP 2013 -12 will be awarded to the vendor whose name
appears above and both parties agree to the terms and conditions contained herein.
By:
Brazos County Commissioner's
Attest:
Brazos County C
RFP # 2013 -12 Page 18
VC), _i 8s' Pc, 33
Brazos County
Purchasing Department
200 S. TX. AVE., STE 352 BRYAN, TX 77803
PHONE (979) 361 -4292 FAX (979) 3614293
Addendum #1 to 2013 -12
County Depository Contract
Issued: May 24, 2013
Change: Clarifications
Reason: Vendor Questions
The processes addressed in these answers represent our current operations, but Brazos County
will entertain alternatives presented by the offerors. All alternatives must be marked as such.
Our 3 call reports = 229 pages. 9 copies of these rprts = 2,061 pages and that doesn't
include the bid response itself. Are there specific schedules within these rprls that can be
printed out to minimize the vastness of our responses? Can you verify this with the
Treasurer?
- Page 5, Section B, #2 should be amended to include these reports on a separate
CDROM and marked as Attachments 3 a, b, c. This supersedes the previous answer
2. How do you currently receive information on credit card chargebacks?
- These reports are faxed from the credit card processor.
3. Do you accept credit card payments by phone? How are these transactions processed? If
using a credit card terminal, what is the make and model of the terminal? if using
softwarelgateway, please provide the name of the software and the version.
Yes. The credit card processor takes the credit card information by phone and the
next day, deposits the payment (minus the convenience fee) into the County's "Credit
Card Account ".
4. If you use credit card terminals, do they connect through an analog line or Ethernet?
They are connected through an Ethernet cable.
5. Provide the make, model and number of credit card terminals, printers, pin pads and
check imagers that you currently use.
The credit card terminals at the Tax Office are Verifone Omni 5700. We anticipate
moving over the new vendor's product at the completion of the current contract if not
sooner. All equipment should be provided to the County at no charge to the County.
6. Do you currently charge a convenience fee'? Does this fee vary or is it consistent for all
payment types?
- A convenience fee is charged for each credit card transaction by the credit card
processor. This fee varies depending on the processor. For the purposes of this RFP,
Brazos County would like to have one convenience fee, as a percentage of the
transaction, for all credit card payment types.
Do you currently pay merchant fees on credit card transactions?
- Brazos County does not currently pay merchant fees on the transactions and will
continue to require the card holders to pay any transaction costs via convenience fee,
directly to the processor.
8. Who currently provides your merchant processing services? Do you use the same
processor for "card present" and "card not present" transactions? If no, please list the
merchant services provider for both.
- Gov Pay, Official Payments, Chase, and the State Pay Website. Different processors
are currently used for different methods of payment. Please see the information
attached as "Addendum ##1 ".
9. Please list the departments that currently accept cards. For what product or services are
these departments accepting cards. Indicate if card payments are accepted "in person ",
over the internet and/or over the phone. How many departments currently do NOT accept
cards?
- Please see Addendum 41.
10. If merchant statements cannot be provided, please provide the following for departments
that do currently accept cards: estimated annual volume of MasterCard, Visa and
Discover (excluding AMEX); annual number of transactions; average ticket S size;
- Please see Addendum #1.
11. Who currently provides your merchant processing services? Do you use the same
processor for "card present" and "card not present" transactions? If no, please list the
merchant services provider for both.
- Please see Addendum #1.
12. Per Exhibit 1 — there are 4 accounts designated as credit card accounts. Please provide 3
consecutive months of detailed merchant statements for all card transactions on each
account.
- We do not receive merchant statements currently. These 4 accounts are clearing
accounts.
8✓ Pg.___ j�
13. Section 5.4 of the County's Investment Policy states that all County funds are to be
collateralized at 102 %. The RFP and Depository Pledge Agreement state 110 %. Please
clarify.
- Invested funds are collateralized at 102% and funds held in bank accounts are
collateralized at 110°/x. The funds addressed in this RFP should be collateralized at
1100/0,
14. Does the County currently have or use a Commercial credit card for travel or
procurement (i.e. Purchasing or Procurement card)? If yes, please provide total annual $
spend/usage and number of cards issued.
- The County has 28 commercial credit cards with a 51,000 limit, one with a $5,000
limit and one with a $6,000 limit; that can only be used within the limits of our
policy, primarily travel related expenses. We also have three cards with a combined
limit of S150,000 that are used only for declared emergencies. We do not have the
annual spend for these cards readily available as they are paid off monthly. Brazos
County does not use procurement cards at this time.
15. Is the County currently using Lockbox Services?
- No, but the County would like to investigate these services further. Please include
information in Attachment 12 "Additional Products ".
16. Does the County currently have an onsite ATM already? If yes: What are the contractual
obligations? What is the location of the current ATM? Are there other on site branding
opportunities?
- The County has one at the Administration building, one at the Courthouse, one at the
Tax Office, one at JP Precinct 3, one at JP Precinct I and one at the Expo Center.
Brazos County may want to expand the number of ATM's in the future. The
contractual obligations and possible branding can be discussed or negotiated in the
contract.
17. Exhibit E: Section 1.23: Are these accounts for individuals? Are the accounts opened
under the individual's SSN or the County's TIN?
- Both. The County Clerk's funds are held under the County's TIN and the majority of
the District Clerk's funds are held under individual SSN's.
18. Exhibit E: Section 1.2.2 - Please clarify term "pooled account," Are you referring to Zero
Balance Accounts (ZBA)? If yes, please specify how many accounts are ZBA. if not,
please explain in more detail (or illustrate) the structure requested.
- This is not a "ZBA". A pooled account is our operating account in which 15 different
departments deposit into this one account.
19. On Page 8 Item #9 A &B: States that certain accounts are not permitted to earn interest.
Please specify which accounts listed on Exhibit J are interest - bearing or non - interest
bearing.
�. pg. ��
Non- interest bearing accounts include JP Trust accounts, credit card accounts, seizure
pending, bail bond collateral trust, County Attorney check collection, District Clerk
Registry Account and County Clerk registry account. All of these accounts are used
in a collective balance for eaming credit rate and to offset charges on analysis.
20. On Page 7: Item# 5 c: Refers to a CD of canceled checks to "clear checks from county's
electronic file." Does this refer to CDROM or Account Reconciliation?
- CDROM
21. On Exhibit J -Sample account activity; Under Account Reconciliation — please clarify
"Tape Output ". Is the county receiving a tape, CD or electronic transmission to upload
items into account software for account reconciliation?
- The County utilizes electronic transmission and printed bank statements for
reconciling.
22. Are outgoing wires initiated online? If yes, how many accounts use online wire services?
Are the wires repetitive (i.e. sent to same recipient, but possibly for different amounts)?
- Outgoing wires are initiated online for operating and G/O debt accounts. Yes the
wires can be repetitive and for different amounts.
Credit Card Transaction information
Total
Type of
# of Transactions
Amount for
Department
Tranaction
Per Year
the Year
Tax Office -Taxes
Gov Pay
1,403
$753,772.43
Tax Office - Taxes
Official Payments
707
$2,660,661.35
Tax office - Taxes
Cash /Check
67,512
$253,961,785.13
iar._e
Total
69,622
$257,376,218.91
Tax Office - Motor Vehicle
Gov Pay
14,254
$1,621,206.85
Tax Office - Motor Vehicle
State Pay Website
14,921
$958,232.81
Tax Office - Motor Vehicle
Cash /Check
138,118
$31,314,852.18
Total
167,293
$33,894,291.84
Sheriff's Office
Gov Pay
Sheriffs office
Cash /Check
^,t"
Total
0
$0.00
Exposition Center
Official Payments
6
$5,529.32
Exposition Center
Cash /Check
1,192
$694,470.68
*x—
Total
1,198
$700,000.00
Brazos Center
Official Payments
20
$5,794.73
Brazos Center
Cash /Check
518
$204,000.00
.>f Nuffam
Total
538
$209,794.73
Justice of the Peace Pct. 1
Official Payments
786
$211,368.85
Justice of the Peace Pct. 1
cash /Check
6,352
$1,002,041.67
MMERWO
Total
7,138
$1,213,410.52
Justice of the Peace Pct. 2 -1
Official Payments
132
$36,487.60
Justice of the Peace Pct. 2 -1
Cash /Check
3,350
$480,104.60
MENHEEMM
Total
3,482
$516,592.20
Justice of the Peace Pct, 2 -2
Official Payments
152
$36,753.10
Justice of the Peace Pct. 2 -2
Cash /Check
3,244
$466,068,25
Total
3,396
$502,821.35
t'_�=
Justice of the Peace Pct. 3
Official Payments
43
$11,513.50
Justice of the Peace Pct. 3
Cash /Check
3,004
$513,371.55
Total
3,047
$524,885.05
Justice of the Peace Pct. 4
Official Payments
227
$44,055.95
Justice of the Peace Pct,4
Cash /Check
2,791
$360,661.25
MENEIREM
Total
3,018
$404,717.20
Collections
Official Payments
Unknown
$380,688.73
Collections
Cash/Check
Unknown
$2,880,081.56
Total
22,699
$3,260,770.29
District Clerk
Official Payments
Unknown
Unknown
District Clerk
Cash /Check
Unknown
Unknown
&Pg._
Total # of Transactions Official Payments
2,073
Gov Pay
15,657
Cash /Check
253,430
'This information contains history estimates and is not a guarantee of future quantities.
�,f'� Pg. _,�
$764,795.00
$ 2,490,832.93
$2,490,832.93
$365,833.43
$365,833.43
$3,012,164.40
$2,374,979.28
$291,488,188.24
Q&A
The deadline for asking questions has passed.
Question: How many references are to be provided?
Answer: Please use the spaces provided in section H, #B. No more than six should be provided.
question: What Is the size, total dollar value, of the county's current safekeeping portfolio?
Answer: The County has approximately $2.3 million invested with TexPool.
Question: Follow up on Addendum #1 - Question #5: Do you currently own, rent or lease the Omni 5700 terminals? How many do
you have?
Answer: There are approximately 15 of the terminals at the Tax Office. These are provided for our use by the vendor at no charge.
The cost of any equipment for processing credit cards should be included in the convenience fee that is charged to the County's
customer.
Question: Follow up on Addendum #1- Question #B: Why does the county currently use 4 different merchant processors?
Answer: Prior to this solicitation, each department or elected official has individually selected their own vendor. With this
solicitation, the County is attempting to bring all of the credit card processing under the umbrella of one vendor.
Question: Follow up on ACH payments: Are the State and Federal ACH Payments transmitted via an ACH file originated by the
County or does the County provide the information (via a website or other method including: amount, account# & routing #) to
State /Federal agencies who then debit the County's accounts?
Answer: Both forms of ACH payment and ACH debit are being used.
Question: Follow up on ATM services. Who is current ATM provider? Does the county have a current contract in place w /current
ATM provider? If yes, when does current contract end or expire?
Answer: American Momentum Bank is the current provider. The current ATM machine can be replaced upon the award of the new
depository contract.
Question: On average, how many EDI items does the county receive each month?
Answer: We are unable to answer this accurately because we are currently charged a flat fee.
Question: Other than Direct Deposit, is the County initiating other ACH transactions such as Vendor Payments or Cash
Concentration? If so, please Indicate the type of ACH transaction and account using this service (other than payroll for direct
deposit).
Answer: We are not handling vendor payments via ACH but are Interested in exploring in the future. Most State and Federal
payments are handled via ACH.
Question: Do any accounts currently have ACH Block or Filter service for electronic /ACH fraud prevention? If so, please clarify how
many accounts have ACH Block and how many accounts have ACH Filter.
Answer: Our Inmate Trust account has a block and the Operating account has a filter.
Question: Is the County currently using Positive Pay services? If yes: How many accounts use this service? Approx. how many items
per month? Is Positive Pay is used in conjunction with Account Reconciliation services? If yes — on how many accounts?
Answer: Not at this time.
Question: Does the County utilize night drop when making deposits? Is the County open to using night drop for deposits?
Answer: Deposits are made during banking hours. Night drops are not utilized or requested.
Question: How many county departments are making the deposit ticket deposits? Please specify the number of monthly deposits
per department.
Answer: The deposits vary depending on many variables. There are approximately 10 to 30 deposit slips per day completed.
Question: What is the total dollar amount of the County's safekeeping portfolio? What kind of assets are held and the average
number of transactions per month?
Answer., Please restate your questions or clarify.
Question: How many of the deposit tickets (number of deposits) are mixed cash and check, check only, and cash only?
Answer: The majority of the deposits are mixed, cash and checks.
Question: How many County employees receive their payroll disbursement via direct deposit (ACH) and how many County
employees receive their payroll disbursement via check? We would like percentages and the specific number of employees.
Answer: Approximately 938 employees receive ACH and approximately 7S receive checks.
question: Regarding your Merchant Card processing, can you please provide the following information: annual volume, average
transaction size, maximum transaction size, or a sample monthly statement?
Answer: Many of the departments do not have this capability yet, so we could not provide accurate data.
Question; Can you provide sample copies of monthly analysis statements showing activity levels?
Answer: This is provided as Exhibit K "Sample Activity for County Accounts ".
Question: Do you require printed copies of the Bank's financial reports, or are links to reporting web sites acceptable?
Answer: These should be Included as a printed copy as "Attachment Three ".
Question: Regarding P. 10 of the RFP, Section H, #4, will the County accept online links to these reports?
Answer: Please see the previous answer.
Question: For clarification, on page 9, Section G, #s 2 & 3 of the RFP, do the corresponding documents have to be executed by the
bank at the time of bid submission?
Answer: They do not have to be executed and turned in with the submission. These are provided as examples of what the successful
offeror will be required to approve and sign.
Question: Can the County list the bid documents and exhibits in Word format (RFP, Exhibits D, E, F) and in Excel format (Exhibits C,
G)?
Answer: All requested documents in Word or Excel have been posted as an addendum. Any modifications to the County's terms,
conditions or specifications are prohibited. Any exceptions should be noted in a separate attachment.
B� Pig . T/-
EXHIBIT A
DEPOSITORY CONTRACT
THIS DEPOSITORY CONTRACT is made and entered into on the date last herein written by and
between BRAZOS COUNTY, TEXAS, herein after called "DEPOSITOR ", and
a
banking association, organized under the haws of the United States
and authorized by law to do banking business in Brazos County, Texas, and now conducting
such business in said Brazos County, Texas, hereinafter called "BANK ".
DEPOSITOR, through action of its Commissioners Court, hereby designates BANK as a
depository for the period beginning September 1, 2013, through August 31, 2017, for a term of
four (4) years. This contract is to cover all accounts owned by the County and all funds held in
trust by the DEPOSITOR and placed on deposit with BANK. At the end of this four -year contract,
BANK agrees to a 90 -day extension if necessary to provide time for contract negotiations and a
transition period.
BANK's application for Depository Contract, including Request for Proposal, all exhibits,
attachments, and addenda thereto, is incorporated and made part of this contract for all
purposes; however, to the extent that any provision therein conflicts with any provision herein,
this Depository Contract will control.
DEPOSITOR reserves the right to make external investments in accordance with the laws of the
State Of Texas and the Investment Policy of DEPOSITOR without the assistance of BANK.
IV.
DEPOSITOR may arrange for time deposits, and BANK may accept and hold such deposits
subject to payment in accordance with the terms of the deposit. In the event funds for a time
deposit are withdrawn from a transaction or savings account at maturity, BANK will deposit the
principal amount of the time deposit and any accrued interest in the DEPOSITOR's account from
which funds were withdrawn to establish the time deposit. Interest shall be calculated at the rate
which BANK has proposed for the particular denomination and time period of said deposit at
competitive public offering for said deposits (see Exhibit E attached). Time deposit maturities will
not extend beyond the termination of this Agreement without the expressed consent of the BANK.
V.
Account interest due to the DEPOSITOR or payment for services due to the BANK, if earnings
against which BANK fees may be offset are insufficient, will be calculated and settled monthly
based on the information in Exhibits C. D, E, F, and G.
Depository Contract Page I of
�00
VI.
BANK shall execute a County Depository Pledge Contract with DEPOSITOR In the time and
manner as provided by law and the same shall be attached as Exhibit B and incorporated herein
for all purposes.
VII.
All notices, demands, or other writings may be delivered by any party hereto to the other, by
United States Mail or other reliable courier at the following addresses:
DEPOSITOR: Duane Peters, County Judge
Brazos County, Texas
200 South Texas Ave. Ste. 332
Bryan, Texas 77803
COUNTY TREASURER: Laura Davis
Brazos County, Texas
200 South Texas Ave. Ste. 240
Bryan, Texas 77803
TRUSTEE:
BANK:
The address to which any notice, demand, or other writing may be delivered to any parry as
above provided may be changed by written notice given by such party to the other two parties as
above provided.
OJO
The BANK shall deliver to the Commissioners Court on the dale of execution hereof a Certified
Corporate Resolution of its Board of Directors approving this contract and the execution thereof.
The BANK shall deliver to Commissioners Court on the dale of execution hereof a Certified
Corporate Resolution of its Board of Directors indicating the authority of an individual(s) to pledge
collateral on behalf of the BANK.
IX.
Either DEPOSITOR or BANK, with just cause, shall have the right to terminate this agreement
prior to the expiration date by providing advanced written notice to the other party of its election to
do so, and this agreement shall be void from and after the expiration of ninety (90) days after the
receipt of such notice, provided all provisions of this agreement have been fulfilled.
Depository Contract Page 2 of 4
X.
This agreement is entered into and is performable in BRYAN, BRAZOS COUNTY, TEXAS, and
the venue of any legal actions or proceedings arising out of or related to this contract, or out of
any disputes between the parties concerning the subject matter of this contract or arising out of
the violation or application of any law governing the subject matter of this agreement (including
but not limited to LGC 116, LGC 117, and the Public Funds Collateral Act, 2257) is placed by
agreement of the parties in BRYAN, BRAZOS COUNTY, TEXAS.
Depository Contract, Brazos County Request for Proposal No. 2013 -12 and BANK's response to
RFP No. 2013 -12, and the County Depository Pledge Contract represent the enfire agreement
between the parties and supersedes any and all representation or agreement, both oral or
written, not therein reflected. If any conflicts or inconsistencies shall arise among the terms of
this agreement, Proposal No. 2013 -12, and BANK's response to said Proposal, the terms of this
Contract and Depository Pledge Contract shall control, then the terms of Proposal No. 2013 -12
and then the Response.
EXECUTED this day of
duly authorized officers of the parties hereto.
FOR
FOR BRAZOS COUNTY:
2013, by the undersigned
(Title)
(Date)
(Title)
(Signature) (Date)
Depository Contract Page 3 of 4
pg
BANK:
THE STATE OFT EXAS §
COUNTY OF BRAZOS §
BEFORE ME, on this day personally appeared
of BANK, known to me the
person whose name Is subscribed to the forgoing Instrument, and acknowledged to me that
he/she executed the same as the act and deed of the BANK
a corporation, for the purpose and consideration therein expressed and in the capacity therein
stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the of 2013.
Notary Public, State of Texas
Printed Name:
Commission Expires:
THE STATE OF TEXAS §
COUNTY OF BRAZOS §
BEFORE ME, on this day personally appeared
of BRAZOS COUNTY, TEXAS known to
me the person whose name is subscribed to the forgoing instrument, and acknowledged to me
that he executed the same as the act and deed of the BRAZOS COUNTY, TEXAS, for the
purpose and consideration therein expressed and in the capacity therein stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the of 2013.
Printed Name:
Commission Expires:
Dcpository Contract
Notary Public, State of Texas
Page 4 of 4
�S� . Pg../ _.
EXHIBIT B
DEPOSITORY PLEDGE CONTRACT
This COUNTY DEPOSITORY PLEDGE CONTRACT is made and entered into on the date herein
written by and between BRAZOS COUNTY, hereinafter called "DEPOSITOR," and
Bank, having an address at
hereinafter called "BANK."
All funds on deposit with BANK to the credit of DEPOSITOR shall be secured by collateral as
provided for in the Public Funds Collateral Act (Vernon's Texas Codes Annotated, Chapter 2257).
The minimum market value of collateral securing County deposits shall be 110 %. The pledge of
Eligible Collateral by the Bank shall be in addition to, and shall in no way eliminate or diminish
any insurance coverage to which the Depositor may be entitled under the rules and regulations of
the Federal Deposit Insurance Corporation or any private insurance carried by the Bank for the
purpose of protecting the claims and rights of its depositors.
The Commissioners Court of Brazos County has the authority to reject any collateral offered by
BANK which is not deemed to be allowed under the Public Funds Collateral Act or which is
deemed to be of high security risk.
To perfect the security interest of DEPOSITOR in the collateral pledged by BANK, the
Bank of
herein referred to as "TRUSTEE; with approval of Commissioners Court, will hold the Collateral
in a custody account for the benefit of DEPOSITOR.
1V.
BANK has heretofore or will immediately hereafter deliver to TRUSTEE collateral of the kind and
character as authorized in the Public Funds Collateral Act of sufficient amount and market value
to provide adequate collateral for the funds of DEPOSITOR deposited with BANK. Said collateral
or substitute collateral, as herein provided for, will be kept and retained by TRUSTEE in trust so
long as the depository relationship between DEPOSITOR and BANK shall exist hereunder, and
thereafter so long as deposits made by DEPOSITOR with'BANK hereunder, or any portion
thereof, shall have not been properly paid out by BANK to DEPOSITOR or on its order. Upon the
initial transfer of Collateral under this Contract and monthly thereafter, BANK and TRUSTEE shall
be required to submit a written report to DEPOSITOR detailing the type and current market value
of the collateral being held for the benefit of the DEPOSITOR.
V.
Should BANK fail at any time to pay and satisfy, when due, any check, draft, or voucher lawfully
drawn against any deposit and the interest on such deposits, or in case BANK becomes insolvent
Depository Pledge Contract Pagel of5
/B� pq --
or in any manner breaches its contract with DEPOSITOR, DEPOSITOR shall give written notice
of such failure, insolvency or breach to BANK, and BANK shall have three (3) business days to
cure such failure, insolvency or breach. In the event that BANK shall fail to cure such failure,
insolvency or breach within three (3) business days, it shall be the duty of TRUSTEE, upon
demand of DEPOSITOR, to surrender to the Commissioners Court in and for the DEPOSITOR
the collateral being held by the TRUSTEE upon receipt of a certificate whereby the DEPOSITOR
certifies that BANK has failed to perform its obligations under this contract, has otherwise
breached this contract or has become insolvent. The BANK agrees and hereby instructs the
TRUSTEE that a copy of this agreement attached to the certificate(s) shall serve as the BANK's
consent and approval for the DEPOSITOR to sell and/or convert all or any part of the collateral to
the use of the DEPOSITOR. The BANK agrees and is bound to provide any other approvals or
consents the TRUSTEE may require in order to release the collateral for DEPOSITOR's use.
The parties further agree that the DEPOSITOR may seek an order or declaration or order of a
court of lawful jurisdiction In the event that the BANK does not comply with this provision or in the
event the TRUSTEE refuses to surrender the collateral to the Commissioners Court, with all costs
and attorneys fees incurred by DEPOSITOR to be reimbursed thereof, pay DEPOSITOR all
damages and losses sustained by it, together with all expenses of any and every kind incurred by
It on account of such failure or insolvency, or sale, accounting to BANK for the remainder, if any,
of said proceeds or collateral remaining unsold.
to
Any sale of such collateral, or any part thereof, made by DEPOSITOR hereunder may be either at
public or private sale; provided, it shall give both TRUSTEE and BANK ten (10) days notice of the
time and place where such sale shall take place, and such sale shall be to the highest Offeror
there for cash. DEPOSITOR and BANK shall have the right to proposal at such sale.
LN9
If Bank shall desire to sell or otherwise dispose of any one or more of said securities pledged as
collateral, it may substitute for any one or more of such securities other securities of the same or
greater market value and of the character authorized herein and by the Public Funds Collateral
Act with the approval of the Commissioners Court. Such right of substitution shall remain in full
force and may be exercised by BANK as often as it may desire; provided, however, that the
aggregate market value of collateral pledged hereunder shall be at least 110% of DEPOSITOR's
funds on deposit with BANK. A written report detailing the substitute collateral will be delivered to
the Office of the County Judge.
If at any time the aggregate market value of such collateral becomes less than 110% of the total
sum of the DEPOSITOR's funds on deposit with said BANK, BANK shall immediately deposit with
TRUSTEE such additional collateral as may be necessary to cause the market value of such
collateral to equal the total amount of required collateral. BANK shall be entitled to income on
securities held by TRUSTEE unless there is insufficient collateral on deposit with the TRUSTEE
to cover the public funds as required by this contract. Approval of the DEPOSITOR will be
required in all circumstances and if the collateral deficiency is not seasonably cured and the
DEPOSITOR's consent is not given (in writing), the income becomes collateral for public funds to
the extent of the collateral deficiency.
The consent of the DEPOSITOR must be obtained for a security to be released as collateral.
Before a security is released from collateral that is to be replaced, the BANK must present to the
TRUSTEE the authorized replacement collateral that is being offered, and the TRUSTEE must
accept such replacement.
Depository Pledgc Contract Page 2 of 5
�J- P9•
wu
If at any time the collateral in the hands of the TRUSTEE shall have a market value in excess of
110% of the balances due DEPOSITOR by BANK, the DEPOSITOR may authorize the release of
a specified amount of collateral by the TRUSTEE. A written report detailing the collateral
released will be delivered to the COUNTY JUDGE.
IX.
When the relationship of DEPOSITOR and BANK shall have ceased to exist between
DEPOSITOR and BANK, and when BANK shall have property paid out all deposits of
DEPOSITOR, and, if all obligations under this agreement and applicable law have been fulfilled,
the TRUSTEE will be authorized to deliver all collateral being held for the benefit of DEPOSITOR
to the BANK.
X.
This contract is subject to, and incorporates, the current laws governing the relationships between
counties, depositories and custodians/trustees and related entities as established by the Texas
Local Government Code and the Vernon's Annotated Texas Civil Statutes, and any amendments
or revisions thereto. BANK warrants and represents that it shall comply with all applicable laws,
rules, and regulations that govern or apply to this contract. BANK further warrants that in the
event that it is aware of any violation of applicable laws, rules and regulations, it will bring the
event to the attention of the DEPOSITOR immediately and in writing within three (3) business
days.
171
This agreement is entered into and is performable in BRYAN, BRAZOS COUNTY, TEXAS, and
the venue of any legal actions or proceedings arising out of or related to this contract, or out of
any disputes between the parties concerning the subject matter of this contract or arising out of
the violation or application of any law governing the subject matter of this agreement (including
but not limited to the Public Funds Collateral Act, 2257) Is placed by agreement of the parties in
BRYAN, BRAZOS COUNTY, TEXAS.
XII.
All notices, demands, or other writings may be delivered by any party hereto to the other, by
United States Mail or other reliable courier at the following addresses:
DEPOSITOR: Duane Peters, County Judge
Brazos County. Texas
200 South Texas Ave., Ste. 332
Bryan, Texas 77803
COUNTY TREASURER: Laura Davis
Brazos County, Texas
200 South Texas Ave., Ste. 240
Bryan, Texas 77803
Depository Pledge Contract Page 3 of 5
Vol. pg T�
TRUSTEE:
BANK:
The address to which any notice, demand, or other writing may be delivered to any party as
above provided may be changed by written notice given by such party to the other two parties as
above provided.
Xlll.
BANK represents that the collateral pledged to DEPOSITOR is not otherwise assigned, pledged
or encumbered and that no lien, or security interests exist other than the security interest held by
the DEPOSITOR pursuant to this agreement. Possession of the collateral by the TRUSTEE is
intended as perfection of DEPOSITOR's security interest therein. BANK warrants that the
collateral (in the form and amount required by the Public Funds Collateral Act, and by this
contract) is held by TRUSTEE for the benefit of DEPOSITOR and as security for DEPOSITOR's
funds.
XIV.
The BANK shall deliver to the Commissioners Court on the date of execution hereof a Certified
Corporate Resolution of its Board of Directors approving this contract and the execution thereof.
The approval of the Board of Directors must be reflected in the minutes of that meeting. The
BANK shall deliver to Commissioners Court on the date of execution hereof a Certified Corporate
Resolution of its Board of Directors indicating the authority of an individual(s) to pledge collateral
on behalf of the BANK.
EXECUTED this day of
duly authorized officers of the parties hereto.
FOR
(Name)
2013, by the undersigned
BANK:
(Title)
(Signature) (Date)
Depository Pledge Conine, Page 4 of S
/ ate✓ ..
FOR BRAZOS COUNTY:
(Name) (Tilfe)
(Signature) (Date)
THE STATE O F TEXAS §
COUNTY OF BRAZOS §
BEFORE ME, on this day personally appeared
of BANK, known to me the
person whose name is subscribed to the forgoing instrument, and acknowledged to me that
he/she executed the same as the act and deed of the BANK
a corporation, for the purpose and consideration therein expressed and in the capacity therein
stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the of 2013.
Notary Public, Stale of Texas
Printed Name:
Commission Expires:
THE STATE OF TEXAS §
COUNTY OF BRAZOS §
BEFORE ME, on this day personally appeared
of BRAZOS COUNTY, TEXAS known to
me the person whose name is subscribed to the forgoing instrument, and acknowledged to me
that he executed the some as the act and deed of the BRAZOS COUNTY, TEXAS, for the
purpose and consideration therein expressed and in the capacity therein stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the Of 2013.
Printed Name:
Commission Expires:
Depository Pledge Contract Page 5 ors
Notary Public, State of Texas
pg,_ -
EXHIBIT C
FEE SCHEDULE
' If supplies/services are not available, please indicate NIA in the space provided for FEE
2 41ACCOUNT RECONCILIATION
FEE COMMENT
1..0- SUPPLIES.,
Mdney Order
.
1..1 Printed Checks
At Cost At cost ,
__- _
1 2,Pnnted Deposd Sips
$0.00
131Personalized Endorsement Stamp
$0.00 Can use existing
1:4 0 Per Lock Bags and Keys
$20.00 ;Can use existing
_.
1 5 Zipper Non -lock Bags
$5.00 Can use existing
1 BiSafe Deposit Box
$0.00 +;
Creation of Output Tape
,Maintenance Fee
2.O1SERVICE
User Fee
2.1 iACCOUNT MAINTENANCE
1 iTransfers between accounts
i Monthly maintenance
$8.00
1 2.2 ,DEPOSIT SERVICES_
Checks_Paid
$0.08 .
_..
Deposd Tickets
$0.14: .
Items Deposited
50.08
Local Clearing non - encoded
$0.08 _..
Hiiuston Area Items non - encoded
$0_08
Other Fed Districts non - encoded . ,.
f
_ _ $0.08
Encodr Locai
fr9 _ .
$0.00
Encoding - Forego
$0.00 .
.._
'Currency per strap
$0.05 . _._ ... _
Coin per roll
$0.05 .
2 41ACCOUNT RECONCILIATION
Currency Deposited
s0.05 ,per $ 100
Mdney Order
$0.00
;Cashiers.Check ;_.
.. $0001
peposited Check Returned Unpaid .
$2.50
rStop Payment
$12.50 Online Requests (Manual Requests = $301
IOuarterl FDIC assessment i
0.1104!. per $1,000 Avg Coll Sal of Non- interest bearing accounts
0verdraft Fee
i
$35.00
2.3;ONLINE SERVICES
Creation of Output Tape
,Maintenance Fee
$40.00 i
User Fee
$0.00
1 iTransfers between accounts
$0.00 J.
2 41ACCOUNT RECONCILIATION
Reconciliation - _Monthly Maintenance
s10:00
Reconcilation - Items
$0.02
Positive Pay- Monthly Maintenance
A
Positive Pay - Items
$0.03
'Positive Pay. Exemption
.
$0.00
CD ROM
310 :00
CD ROM Imaging Items
$0.015
Creation of Output Tape
550.00
Exhibit C
Page 1 of 2
vUi..
2 SiAUTOMATED CLEARING HOUSE
ACH batch processed
ACH - Items
,Rejected Items
'Returned Items
EDI Monthly Service
.EDI Report .
ACH Credit Received
ACH Debit Received
2 8 WIRE TRANSFER
! Wire Transfer -I n comi no (domestic)
Wire Transfer-- outgoing (domestic)
!Funds Transfer Mail Advice
i
3.0mornONAL SERVICESIFEES
Remote Capture Monthlly Maintenance
{ Remote Capture Equipment Large Unk
Remote Capture Equipment Smaller Unit
i _
:zero Balance Accounts
- � LOCKBOX
Monthly Maintenance Fee
APO Box Rental
Item Process (no photocopy) ..
Item Process (w/ photocopy) ... -. .. _.
!Digitized- Image Wholesale Document
. ;Data Entry _Numeric/ keystroke
;Data Entry Alpha Numend keystroke
Data Collect Auto
Envelope Return No Reassociation
_....j � ,•Envelope Retum - Reassociatbrt. -
IUnprocessable payment/ document
_.
1MeiVCOrrespondence _
Express MaN (Surcharge)
Tmad
...i .....:Fax ... ........................
!Cash Processing
Data Transmitt Record
-pate Transmit/ File - Weekday, _ .. .
i Data Transmit/ File - Weekend /Holiday.
IAdditionai Reports
(Custom Reports
Stop File Payment
j5ensdrve Document Destruction
Additional Check 8 Document Storage
lmaae Archive: Correspondence .
_
Mac lmage Trans Maint(DIT)
Reassociation
;Compact Disc
EAR09m! Item
Outbound Courier Dispatch
EXHIBIT C
FEE SCHEDULE
FEE COMMENT
$5.00 ACH Monthly Maintenance Fee $6 /account
$0.06 .ACH Web Module $Oleccount
$1.50
$1.50
S ....$0.00. ... _ .....
$50.00
$0.10
$0.10 ;
. $5..00. _ .... .
$5.00
$2.00 !Email Notifications
i
$60.00
$899.00.. One time Fee
$399. 00 One time Fee
A.
$150.00 I
$0.50
$0.60 .
$0.06
r $0.012
$0.015 i
I $0.05
$0.08
$0.30 I
$0.25 i
! 52.75
$7.5D
$10.00 ..
$2.00
$0.02
i. $12.00
$50.D0
$55.00. i . .... .
$65.00 i
$5.00... _
$0.002
$0.002
j.. .. $0.30..... .
. .. $550:00. ... ....
$0.25 ;
$30.00
.-Page RN
Pass Thru
EXHIBIT D
SPECIAL SERVICES
1.o DIRECT PAYROLL DEPOSIT
1.1 Set up fee
1.3 Monthly Charge
1.4 Transmission Charge
1.5 Each Record /File
1.5 Reversal Charge
1.7 Discuss the process for transmitting data from Brazos County to the Bank ?.
Via CitiBusiness Online or through Direct Transmission. This process will remain the same as it
currently is.
1.8 Will the direct deposit originate at the local bank or a secondary location? If secondary. where?
Secondary location - utilize a New York routing number.
1.9 Is there a support contact available for technical problems? Explain.
Yes. You may reach our San Antonio service team at 800.285.1709 or your local contacts, Donnie
Fowler and Sarah Kelso.
1.10 Will the Bank provide a free checking account for County employees who utilize direct deposit?
Yes. This program is called Citi At Work. See Attachment 9 for additional information.
1.11 State the delivery requirements for deposits to be posted to employee accounts by Friday morning?
We suggest the County have all ACH batches uploaded and approved two days prior to the
effective date should any issues arise. However, the County will have the ability to upload ACH
batches by 7:15CST for next day delivery.
1.12 Additional information regarding Direct Payroll Deposit:
The process will remain the same for the County to execute these transactions.
Exhibit D Page 1 of 2
FEE
No Charge
$5.00
$5.00
$0.06
$10. DO
EXHIBIT D
SPECIAL SERVICES
2.0 REPORTS (please make comments in space provided)
If not available, please indicate NIA in the FEE column.
If no charge, please indicate in the FEE column.
2.1 Daily Account Balances (section 7.5.1)
2.1.1 Operating Account
2.1.2 Total Balance of Other Accounts
2.1.3 How will this report be delivered to the County (online, FAX, e-mail, other)?
Via CitiBusiness Online
2.2 Monthly Statement (section 7.5.2) -- discuss method of delivery
The County will have access to monthly statements and account analysis statements via
CitiBusiness Online as well as hard copies.
23 CD or equivalent medium of Cancelled Checks (section 7.5.3)
CDROM is $10 1month and $0.015 per item:
2.4 Account Analysis Report including interest earned or service fee charges (section 7.7)
FEE
$40.00
No charge
No charge
No charge
$10.00
No charge
The County will receive .50% Earnings Credit Rate and a floor of .25% on Excess Balances after fees are met.
2.5 Monthly collateral report (section 7.8) No charge
Bank of New York Mellon will continue to provide hard copy reports as well as an inquiry-only
online system called INFORM.
2.6 If Bank wishes to make a collateral substitution, how will Brazos County be notified?
Through the Bank of New York Mellon, our third party custodian.
2.7 Additional comments regarding reports:
The County will continue to have access to multiple report facilities via CitiBusiness Online.
Exhibit D Page 2 of 2
Exhibit E
1.0 INVESTMENTS
1.1 All lovealmenta of County monies must be made in accordance with the Brazos County Investment Policy
1.2 INTEREST BEARING CHECKING ACCOUNTS
1.2.1 Please slate a fixed or variable rate for Interest Bearing Checking Accounts
Fixed Rate
County would earn .50 %ECR and floor of.25% on excess balances to Variable Rate
adjust as markets Improve. (explain in detail)
Minimum Rate 0.25%
Minimum Balance Requi $0.00
1.2.2 If County wishes to create an interest - bearing pooled checking account for the general operating
funds of the County (payroll, accounts payable, etc.) with an account analysis separate and
apart from the remaining County accounts, would this account earn a higher rate of interest
(and thus provide the benefits of a controlled disbursement account without requiring daily
County maintenance)?
Circle one YES
If yes, please state and explain rate:
Fixed Rate
Variable Rate
Same as above
Minimum Rate 0.25%
Minimum Balance Required $0.00
1.2.3 The District and County Clerk is charged with ascuring the best Interest rate possible for funds being held in
the Trust Account. (The balance Is typically about 51,000,000.00). No m1nimum balance guaranteed.
Fixed Rate None
Variable Rate None
Minimum Rate None
COMMENTS: The rates forindividual trust accounts are priced at the time of inception. The rates are determined by our
retail branch partners (this Is the current process).
1.3 DEPOSITORY BANK CERTIFICATES OF DEPOSITITIME DEPOSITS
1.3.1 Single Maturity deposits of
less than $100,000'
Maturity
Rate
7 - 29 days
0,05%
30 - 89 days
0.05%
90 - 179 days
0.05%
180 - 384 days
0.10%
385 days or more
0.15%
1.4 Source of Treasury Bill Rate
1.3.2 Single Maturity deposits of
$100,000 or more:
Rate
0.05%
005%
0 05%
0.10%
0.15%
Comments: The CO rates presented above reflect current rates and are not based on any publicized
race for margin. Rates have consistently remained artificially low based on current market conditions.
1.5 INVESTMENTS OUTSIDE THE DEPOSITORY BANK
1.5.1 The Depository Bank must be able to provide the necessary wire transfer service between
Depository and Safe - keeping Bank for outside purchase$ of investment Instruments by Brazos
County. All investment purchases shall be made on a Delivery- versus- Peyment basis.
FEE
NIA If nar avaaable
1.5.1.1 Safe- keeping at the Depository Bank
Please explain how this would be acoom dished. Cgibank is working hard on a suitable
safekeeping solution.
1.5.1.2 Sate - keeping at a Third -Party Bank.
1.5.2 Money Market Mutual Fund Sweep Accounts
Upon request of, and to the extent requested by the County, the Bank for and on behalf of the
County, will transferdaily collected balances from the accounts specified by the County to one
or more designated money market mutual funds.
1.5.2.1 How will the Bank's administrative fee be structured? Citibank is working hard on a suitable
safekeeping solution.
1.5.3 Quarterly Pricing of Securities: There are times at" end of each quarter when securities in the
Brazos County investment portfolio must be priced at market value by a third parry.
FEE
NIA knm avaJable
1.5.3.1 Will the Bank provide this service?
Citibank is working hard on a suitable
1.5.31 Who should be contacted to provide the market values? safekeeping solution.
2.0 RATES
2.1 EARNINGS CREDIT RATE (EXPLAIN IN DETAIL) The ECR Of.50% Will be applied to
average collected balances.
2.2 INTEREST RATES (EXPLAIN IN DETAIL)
2.2.1 On Checking Accounts We are offering to maintain the current
setup of paying Interest on excess
balances of.15 °k floor.
2.2.2 On Pooled Account(currenlly 31 amounts in pool) Same as above
2.2.3 On Savings Accounts .10% if separated from accounts
2.3 SWEEP ACCOUNT RATES (Explain In Detail) Our Sweep product does not currently
offer suitable Investment-
3.0 COLLATERAL
3.1 All funds on deposit win the selected Bank to the credit of the County shall be woofed by
3.0
collateral as provided for in the Public Funds Collateral Act (see Exhibit J). Commissioners
Court has the authority to reject arty security offered by the Bank which is not deemed to be allowed
or to be of high security risk. Agreed
3.2 Does Bank have the ability to purchase sufficient collateral to cover the County's deposited funds
ranging from $80,000,000 to $120,OD 0007
3.21 Circle one: czES NO
3.2.2 Fee (explain): No Charge
3.3 If the answer to 3.2.1 is NO, please state the amount of security the Bank Would be able to
provide: NIA
3.4 Please explain in detail how deposits will be secured:
COMMENTS: US Agency securities are applied to the County's end of day combined collected balances at 110% minus
FDIC coverage (will remain the same as the current Process). Our third Party custodian Is the Bank of
New York Mellon (current custodian).
Vol F9. 1`
EXHIBIT F
OTHER SERVICES
Please give information about the following services ONLY if available to the County at this time
1. INCLUDE APPLICABLE FEES if any
11. ATTACH information using a cover sheet with the label given
• List all information pertaining to merchant services. Include the convenience fee that will be charged to the
customer as a percentage of the transaction.
ATTACHMENT FOUR (4)
MERCHANT SERVICES
• On -line Banking
• Automatic Teller Machines
• Positive Pay
• Lockbox
ATTACHMENT FIVE (5)
ON -LINE BANKING
ATTACHMENT SIX (6)
AUTOMATIC TELLER MACHINES
ATTACHMENT SEVEN (7)
POSITIVE PAY
ATTACHMENT EIGHT (8)
LOCKBOX
• Banking Services for County Employees (account, check cashing, etc.)
ATTACHMENT NINE (9)
EMPLOYEE SERVICES
• Armored Courier Service
ATTACHMENT TEN (10)
ARMORED COURIER SERVICE
ANSWER: This service is not currently provided locally.
• Service Visa /Master Card Charges (These credit cards are to be used by County personnel for County
purchases such as travel and emergency procurement)
ATTACHMENT ELEVEN (11)
SERVICE CREDIT CARD CHARGES
• List and attach information (including costs) regarding all other available products and services that the
bank can provide to Brazos County.
ATTACHMENT TWELVE (12)
ADDITIONAL PRODUCTS
Page 1 of 1
EXHIBIT G
PROFORMA
1.0 MODEL GUIDELINES
In order to better clarify the cost, earnings credit, and interest rates included in your proposal, please
complete the following model. USE THE APPROPRIATE EARNINGS CREDIT RATE AND INTEREST
RATE FOR JANUARY 2013 REFLECTING THE RATES QUOTED IN THIS RFP.
2.0 Please complete the Proforma Analysis below using the following data:
AVERAGE L C7 D BALANCE
(POOL OF 31 ACCOUNTS) TOTAL CHARGES FOR SERVICE ANALYSIS MONTH
$90,234,862.78 3 244.11 JANUARY 2013
2.1 Reserve requirement Rate: 0% $0
2.2 Earnings Credit Rate as detailed in Exhibit E 2.1 0.50%
2.3 Balance required to offset service charge: $7,639,349.51
Show how this balance was determined -- state formula:
1 - Balances Required = Gross Analysis Charges X Fee Multiplier 2-
Fee Multiplier = (1 /Earnings Credit Rate) I Days in the Month X Days in the Year
on your
Average Collected Balances $90,234,852.78
Minus: (Reserve Requirement) 0% 0
Balances Eligible for Earnings Credit $90,234,852.78
Earnings Credit Allowance
Balances Eligible for Earnings Credit X Earnings Credit Rate (.50 %) / No. of Days in Year (365) X No. of Days in Month (31)
= $90,234,852.78 X .50% / 365 X 31 $38,318.91
Balances Required to Offset Service Charge
Fee Multiplier = (1 /ECR) / Days in the Month X Days in the Year
= (11.50 %) / 31 X 365 $2,354.84
Balances Required = Gross Charges X Fee Multiplier
= $3,244.11 X $2.354.84 $7,639,355.81
Balances Available to Support Additional Services
Balances Eligible for Earnings Credit minus ( -) Balances Required to Offset Service Charge
= $90,234,852.78 - $7,639.355.81 $82,595,496.97
Interest Credit to Your Account
Balances Available to Support Add'I services X Interest Rate (floor .25%)1 No. of Days in Year X No. of Days In Month
= $82.595,496.97 X.25% / 365 X 31 $17,537.40
2.4.1 State the
Interest rate used to determine Interest Payment in 2.4.1 above:
If this is not the rate stated in Exhibit E 2.2.2, explain in detail:
0.25%
Same
/ O� .�D Page 1 of 1
9
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RENEW YOUR LEXISNEXIS SUBSCRIPTIONUNDER
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9/1/2013 to 8/31/202d
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9/1/2014 to 8/31/201'
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If you agree with the terms of this renewal letter, please print this letter, provide the Intormation requestea rur use
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/_ L i
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dedicated to giving you the cutting edge you need to thrive in today's business environment. Currently you are using
the LexisNexis Online Services pursuant to the Office of Court Administration, on behalf of the Judicial Committee on
Information Technology (RFO# 212 -0 -130) agreement, but that agreement will expire soon. LexisNexis is party to a
Master Contract with the Texas Council on Competitive Government RFO #CCG- CALIR- 2010 -001 (the "CCG Master
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Vol. Pg. 6.2
THE STATE OF TEXAS §
COUNTY OF BRAZOS §
This contract made and entered into this the day of August 2013 by and between TEXAS VOTING
SYSTEMS, INC., a Texas Corporation, and KAREN McQUEEN, COUNTY CLERK OF BRAZOS COUNTY,
State of Texas.
WITNESSETH:
Whereas, Texas Voting Systems, Inc. is in the business of selling election services and supplies; and
Whereas, the COUNTY CLERK OF BRAZOS COUNTY TEXAS is desirous of employing the services
of TEXAS VOTING SYSTEMS, INC. in connection with the BRAZOS COUNTY CONSTITUTIONAL
AMENDMENT ELECTION and the CITY OF BRYAN, BRYAN INDEPENDENT SCHOOL DISTRICT,
CITY OF COLLEGE STATION, COLLEGE STATION INDEPENDENT SCHOOL DISTRICT ELECTIONS to
he held on November 5, 2013 in Brazos County, Texas;
Now, Therefore, in consideration of the premises and mutual promises and obligation herein set forth, it
is agreed that:
TEXAS VOTING SYSTEMS, INC. will provide the following suoolies:
(a) Forty -three custom gathered election sets to include thirty six Election Day precincts, five Early Vole
locations, one Early Voting Ballot Board set and one Central Counting set.
(b) Wire padlock seal
(c) Five thousand (5,000) sample ballots
TEXAS VOTING SYSTEMS,.INC. will provide the following services:
(a) All required programming for above mentioned elections
(b) Predefine eSlates (voting devices) and Judge's Booth Controllers (JBCs)
(c) Deliver, set up and pick up all equipment for the Early Vote locations
(d) Deliver and pick up voting equipment to be delivered to individual precincts for election day
with the exception of voting precincts 1,3/23,5/48/60161 /37, 6, 7, 25/62/64/81, 27/42/56,
28/68,29,38)
(e) Deliver to and pick up from Central Counting Station vote counting equipment
(f) Back up and reset eSlates (voting devices) and Judge's Booth Controllers (JBCs) after the election
(g) Assist with Early Voting as required
(h) Assist with assembling all supplies for use in the individual precincts
(i) Assistance on election day, as required, to include Central Counting Station
Q) Provide any consulting services before and after the above mentioned election.
Vol. —�� Pg. GJ
The COUNTY CLERK OF BRAZOS, State of Texas, will be responsible for, and hereby assumes the
following duties and obligations in regard to the BRAZOS COUNTY CONSTITUTIONAL AMENDMENT
ELECTION,and the CITY OF BRYAN, BRYAN INDEPENDENT SCHOOL DISTRICT, CITY 017 COLLEGE
STATION, COLLEGE STATIONINDF.PENDENT SCHOOL DISTRICT ELECTIONS to be held on November
5,2013:
(a) Payment of all invoices, Election Judges, Alternate Judges, and Clerks of Election, to include the
Central Counting Station.
(b) Furnish Texas Voting Systems, Inc. a complete list of all issues to be conducted in the above
mentioned election
(c) All reports, expense accounts, canvass of the election, conduct of the election at the individual
polling places and any other statutory requirements as required by the Texas Election Code and /or
the Federal Voting Rights Act.
IV
The consideration to be paid by the BRAZOS COUNTY CLERK to TEXAS VOTING SYSTEMS, INC.
for the services rendered and supplies provided by said corporation for the BRAZOS COUNTY
CONSTITUTIONAL AMENDMENT ELECTION, and the CITY OF BRYAN, BRYAN INDEPENDENT
SCHOOL DISTRICT, CITY OF COLLEGE STATION, COLLEGE STATION INDEPENDENT SCHOOL
DISTRICT ELECTIONS to be held on November 5, 2013 is approximately TWENTY FOUR THOUSAND
NINE HUNDRED DOLLARS AND NO CENTS ($24,900.00)
EXECUTED this 21 day of August 2013.
COUNTY OF BRAZOS
L�
Kare McQueen
Countytlerk-°
TEXAS VOTING SYSTEMS, INC.
William C. Sims
Vice President
This contract approved by the Brazos County Commissioners Court this the day of August,
2013.
E. Duane Peters,
County Judge
C TVS Cnm. 2011 n Co Cow Amend Ciy EI Cnmrnl
Vol. ��- P9. - -6f(
W I� oI:
BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT: Road and Bridge DEPT. NUMBER: 56001000
DATE OF COURT MEETING: August 27.2013
ITEM: Consider and take action on acceptance of the roads (Bentwood Drive, White Fawn
Circle, La Posada Circle, Meadowhill Drive, Morning Dove Circle, Arrowhead Ct, Falling Leaf Ct.,
Painted Sunset Court, Shadow Bend Court, Ripple Wood Court, Mirror Pond Court and La Granja Court)
and associated roadway drainage structures of Bentwood Estates Phase 1 and Phase 2 into
the Brazos County road maintenance system. Site is located in Precinct 1.
• Brazos County will assume no responsibility for drainage ways or easements other than
those adjacent and parallel to the rights of way or otherwise labeled as public easements.
• Private drainage ways and easements shall be maintained by the individual property
owner or the HOA.
• Brazos County shall maintain the roadway, shoulders and drainage facilities which
directly drain the roadway and associated ditches.
• The HOA shall be responsible for mowing and landscape maintenance of all rights of
way /easements.
SUBMITTED BY:
R. Alan Munger, P.E.
County Engineer
APPROVED BY:
`f., j�,., k W C Z&A yt,\ ,t
Commissioner Lloyd Wassermann
Precinct 1
CC2013- 13entwood Phs 1- 2- County, Mafntename
This Request is ApproWed CLJ (or) Denied ❑ by Commissioners' Court
Date: Ci 10 -71I IS
r
E. Duane Peters, County Judge
tlt r -)( 6j-"
BRAZOS Cowry
COMMISSIONERS' COURT ACTION FORM.
DEPARTMENT: Road and Bridee DEPT. NUMBER: 56001000
DATE OF COURT MEETING: August 27.2013
ITEM: Consider and take action on acceptance of the roads (Lariat Lane, Vintage Oaks
Drive and High Meadow Trail) and associated roadway drainage structures of Saddle Creek
Subdivision Phase 3 and Phase 5 into the Brazos County road maintenance system. Site is
located in Precinct 1.
• Brazos County will assume no responsibility for drainage ways or casements other than
those adjacent and parallel to the rights of way or otherwise labeled as public easements.
• Private drainage ways and easements shall be maintained by the individual property
owner or the HOA.
• Brazos County shall maintain the roadway, shoulders and drainage facilities which
directly drain the roadway and associated ditches.
• The I-lOA shall be responsible for mowing and landscape maintenance of all rights of
way /easements.
SUBMITTED BY:
P,A
, PE
R. Alan Munger, P.E.
County Engineer
0d 1111PA"I -YA
�/I,�st.tdCa..sl c1M -.►—
Commissioner Lloyd Wassermann
Precinct 1
CC2013- Saddle Creek Phs 3- 5- Cmmty�Mainimmu
This Request is Approved L3 (or) Denied 0 by Commissioners' Court
Date: F 2-- / 13
E. Duane Peters, County Judge
Vol. / 'u� 'g. e;
BRAZOSCOUNTY
COMMISSIONERS' COURT
ACTION FORM
DEPARTMENT Road and Bridee DEPT. NUMBER 56001000
DATE OF COURT MEETING: August 27.2013
ITEM: Consider and take action on the Final Plat of Indian Lakes Subdivision Phase XII,
18.460 Acres, J.M. Barrera Survey, A -69, College Station (ETJ), Brazos County, Texas.
Site is located in Precinct 1.
SOURCE OF FUNDS: N/A
EXCEPTIONS/REQUIREMENTS:
• Brazos County will assume no responsibility for drainage ways or easements other than
those adjacent and parallel to the rights of way or otherwise labeled as public easements.
• Private drainage ways and easements shall be maintained by the individual property
owner or the HOA.
• Brazos County shall maintain the roadway, shoulders and drainage facilities which
directly drain the roadway and associated ditches.
• The HOA shall be responsible for mowing and landscape maintenance of all rights of
way /easements.
NOTES:
• Owner/Developer: Smiling Mallard Development, Ltd.
• Engineer /Surveyor: McClure & Browne Engineering/Surveying, Inc.
SUBMITTE BY: APPROVED BY:
R. Alan Munger, Lloyd WA sermann
P
County Engineer Commissioner Precinct 1
CC -2013
This Request is r4APPROVE / NI m issioners' Court
E. Duane Peters, County Judge
R_I?? 1 1--t�
Date
/b 67
Jun.27. 2005 3:23PM Brazos County Road & Bridge
Application for Development
Brazos County Subdivision and Development Regulations
Brazos County Engineering Department
2617 Hwy 21 West, Bryan, Texas 77803
(979) 622 -2127
Master Plan Final Plat
�
Property Description:
Road Location: ` Na2TH of
E.vJ7
Legal Description:: , U RSf
Subdivision Description
Subdlyision Name: Ar✓
LA K
Total number of lots: 1 /
Property Owner
Owner name(s): Svr, i L/ N (r
stn 04 u-.4
Currant mailing address: S o d E/4J 7 d
Phone numberfs): L S 7 4 t
!
Re -Plat
o r- TNOr4A/
Total Acreage:
No.0946 P. 2
Office Use Only.
V
Amending Plat
LAW ET D.Pi�c
Applicant or Authorized Agent, Engineer ol-Surveyor
Name and Address: TRAY I s AA-' -/ N C
Phone number(s): k 9"J 9 Jf* Y 6-- 4 3,r 4
Name and Address:
Phond number fs):
Application is for
Residential ('I Mobile Home Park () Commercial ( )
Other ( )
Is any of the property located in a Floodplain or Flood Hazard area? N O (yes/no)
AATiowledgmenc TM flood hazard homduy ramps and other Rood data used by Brazos county in evaluating flood hawds to
propbsed developments art wasidend reasonable and want a Ibrregulatory purpose; "are based on the best available scientific
nd engineertng data On ran: ocm wns greater floods can and will eceur and hood heights may be increased by man -made w wwral
mares. Iswence of a Floodptain Permit in accordance with the Brazos County Flood Damage Pmmtion Ordinance does not Imply
that development outride the areal cf yxcial flood hawd will be free from flooding or flood damage. Lwuance of a permit shall not
eeafe nability on the pan of Hama County nr any officer or employm of Brazos Cowry in the event flooding or Road damage dots
oaar.
Is part or all of the property within an ETJ of a City? i ES (yes/no)
Will any construction occur in TxDOT right -of- ways? �t (yestno)
Application Check List:
Copies of finished plat with conections (if any):
[Y- 9 copies to Brazos Courtly
f One (1) copy to Brazos County Health Dept.
G_ One (1) copy to Brazos County 911
CY One (1) copy to local Water District or Company
Letters of approval (19 be sent by the approving institution directly to Brazos County Engineering):
D Letter from Brazos County Health Dept — For onsite sewage evaluation.
C Letter from Brazos County 911 — For road names. .
❑ Letter from Water District or Company. — Stating water availability, etc..
[f property is within an ETJ of a city:
❑ Approval notification from appmpriate city.
Applicant attest that they have signed this application in the capacity designated, if any, and further attests
that they have read document and the statement contained herein and any attached are true and factual. All
applicants are eneowaged to review die County Regulations prior to any plat submittal. It is understood that
this application Is not finished or dated until all documents listed above are filed at the Brazos County
Engineering Ofijce and all applicable blankgi the filled in the application above.
V///
Applicant's Signatum Date
County Witness Date
F Vol, Zpg._4 _
7X 2 - ,P 0-k
Jun, 2). 2005 3:23PM Brazos County Road & Bridge No,0946 P. 3
Engineer /Surveyor Check List for Plat Pre - Approval
a' I) Property *#led within a City Extra Territorial.Jurfsdiction (ETI), contact with
that City; is *dired before plat approYal.
(5' 2) Drawn on 24" x 36" sheet to scale of 100' Per inch or larger. If more than one sheet, an
fndpx sheet showing entire subdivision at a scale of 500 feet per inch or larger.
r
f� 3) Include the words; "MASTER DEVELOPMENT PLAN —NOT FOR RECORD" or
"FINAL PLAT' or "RE -PLAT' or "AMENDING PLAT' in letters 14" high.
4) Vicinity map which includes enough of surrounding area to show general location of
subject prop"in relation to major roads and any city limits and county boundaries. No
scale required but include north arrow.
rY 5) Title Block with the following information;
Q' Name and address of subdivider, recorded owner, planner, engineer and surveyor.
r l' Proposed name of Subdivision. (Subdivision name & street names will be approved
through the Brazos County 911.) (Replats need to retain original subdivision name.)
far Date of preparation. (Include the date of any revisions on the plat.)
IT Engineer's scale in feet.
Cf- Total area intended to be developed.
d Re -plat or Amending Plat, existing lot and block description or Abstract name and
number.
B— 6) North Arrow.
tr' 7) Location of any current city or county limit lines, if applicable.
Car 8) Subdivision boundary indicated by heavy lines. Boundary must include all of parent tract.
B, 9) Descriptions by metes and bounds of the subdivision which shall close within accepted
land surveying standards. (Shown on drawing; not separate description)
B' 10) Primary control points or descriptions and ties to such control points, to which, later, all
dimensions, anglos, bearings, block numbers, and similar data shall be referred. The plat
shall be located with respect to a corner of the survey or tract, or an original comer of the
original survey of which it is a pan.
9,� 11) Name of contiguous subdivisions and names of owners of contiguous parcels of
unsubdivided land, and an indication whether or not contiguous properties we platted.
11i 12) Location of the 100 Year Floodplain and Floodway, if applicablo, according to the most
recent available data.
C9' 13) Note the FEMA FIRM Map panel number and revision date on plat
Nr 14) Topographic 111formation, including contours at two foot (2 ft.) intervals, ftowline
elevation and flow direction,
B� 15) Proposed drainago concept shown on plan, showing flow Paths to primary system.
Jun. 2T 2005 3:24PM Brazos County Road & Bridge No. 0946 P. 4
D" 16) Locate and Describe, with accurate dimensions, bearings or deflectipn angles and radii,
area, center angle, degree of curvature, tangent distance and length of all curves; show
existing items that are intersecting or contiguous with the boundary of or forming a
,; boundary with the subdivision, as well ns, those within the subdivision; for the
. 'following: ,
Existing Proposed
6' EY Streets: continuous or end in a col -de -sae, stubbed out sheets must end into a
temp. turn around unless they are shorter that 100 feet.
dY 13' Public and private RO.W. locations, width(s) and names. (All existing and
proposed RQ W,'s sufficient to meet County and City Ptcgulations, if
applicable.)
@� Street offsets and/or intersection angles meet ordinance.
Q-- iar- Alleys
a— 13-- Reserve tracts.
Well site locations.
9� Pipelines: ]Abel company with volume and page.
Cl— EK� Utility Services. (water, wastewater, electrical, natural gas, cable, phone, etc.)
A7� 0� Easements.
G-- 611- Drainage Structures and improvements per engineering analysis.
IY IY A number or letter to identify each lot or site and each block.
Gli
[J' Public areas.
R" 17 Outer Public improvements, including but not limited to parks, schools and
other public facilities.
F�— 17) All oil -site easements for inbutn,cture construction must be shown on the final plat with
a volume and page listed to indicate where the separate instrument easements were filed.
Separate instrument easements must be filed prior or concurrently with final plat.
If IS) Proposed phasing. The Master Plan and each phase roust be able,to stand alone to meet
ordinance requirements. Infrastructure costs should be separate for each phase of the
subdivision.
4 19) Bring this check list with one copy of plat for pre-approval to meeting; date and time set
by County Engineer or Planner. Mecting location set at County Engineering office.
Brazos County En&oeritig
Road & Bridge Department,
2617 Hwy 21. West
Bryan, Texas 77803
(979)822 -2127 ,
>. •'of.2 Pg.. 7'.v
Jun. 27. 2005 3:24PM Brazos County Road & Bridge
Brazos County Pre - Application For Plat Approval
No.0946 P. 5
Date:
Waster. Platt _ Final Plat 'Re-Plat Amending Plat_
d)ete do ritnaa>signad for Application and Plat Rt:view, witJ County Enginw.o /Planner; N '4
Description of propgjy,
Subdivision Name: 7 r"d / A v 1,4 6(E ,y 40 144 X E /,Z
Property Location:
N o R —tH
° F k At
4 ,v 44 K ES
Legal Description:
PhWSC /,0
+ j3 L o c k
,13
Applicant or Authorized Agent: TFA� t S /�i /4 27ii✓t K
Phone Number (s):
This Is a motifieatioa to Brnzoa County that a plan for development exists for this noted piece of property.
Ibis is not the o91c1a1 Application for Development Tbis also does not commit the Applicant listed above
to file an Application for Development of to file any type of plat for Record,
All propertks within the County of Brazos are submitted to the rules and regulations set up by the Brazos
County Commissioners Court. Copies of the Brazos County Subdivision and Development Regulations and
the Brazos County Flood Damage Prevention Ordinance are available from the Brazos Cotmty Engineering
and Planning Departments. All applicants are encouraged to review the regulations prior to any plat
submittal.
Ansched is a general check list to be used by a Registered Engineer or Registered Professional Land
Surveyor, licensed by the State of Texas, for the sole purpose of suintnarizing the needs of a finished plat.
All County and City Ordinances and Regulations must be met This is not a short list of details of said
regulations. Details of the idems listed are in said otdinanoes, and said ordinances take precedence over this
check list. '
Applicants Signature.
Commerim
3 ,, / 3
Date of Signature
DEPA R'I'MEN'T:
MEETING DATE:
SUBJECT:
. ....... ..- .......-
BRAZOS COUNTY
COMMISSIONERS' COURT
ACTION FORM
Road & Bridge
August 27, 2013
Utility Permit — Wellborn Special Utility District
Consider and take action on the Wellborn S.U.D. utility permit to construct road bore
under Burt Road. This project will provide water service to new customer at address
#4542. Site is located in Precinct 4.
SUBMITTED BY: APPROVED BY:
Joiliv. Salvato 09a Caul
Right of Way Agent Commissioner. ei ct 4
This request is W)VPROVED / DENIED ❑ by Commissioners' Court
Duane Peters, County Judge
DATE: 9 ) 27 /I 3
i
Vol / S.3 P(i 7)
APPLICATION FOR WATER-UTILITY PERMIT
DESIGNATING PLACEMENT OF UTILITY IN COUNTY RIGM
TO: THE COUNTY ENGINEER OP' BRAZOS COUNTY, TEXAS
Pursuant to the Texas Utility Code, Section 181.024, comes now Wellborn
SUD [company name], hereinafter referred to " s "Company" a
(state] Corporation, with authority to transact business in Texas, acting by and through its duly authorized
representative, and hereby petitions the County Brigineer for the right to lay, construct, maintain, repair and /or operate
a gas facility under, over, across and /or along certain County Roads as shown on drawings and diagrams attached
hereto and said location described as follows:
Facility to Crose Rmri
Road Neme &Alock Number
length of
Crossing
fYPB OF CONSTRUCTION
CH19CK ON
Bored Jacked Driven Cased
60 f.[
Facility to Parallel County Road within R1 Ie d Of lVav
CONSTRUCTION TYPE
2 "Diameter _101, Wail Thickness
Material Specification_ PVC Casing
Maximum OPeration Pressure 200 psi
The location and description of the proposed installation and appurtenances must be fitly shown on the attached
detailed drawings.
'rile Company shall commence actual construction/work in good faitit within 60 days from the date of said permit and
shall complete said construction !work within 15 working days. (COMPANY MUST FILL
construction is not began by the 60 i' day, Company will be required to apply for a Clew permit. If such
Company declares that prior to filing this application, it has ascertained the location of all existing utilities, both aerial
and underground, and the filing of this application is prima facie evidence that the proposed installation will not
conflict with any existing utility.
A copy of this pemrit shall be kept at the jab site any time work is being performed.
It is expressly stipulated that this Permit is a license for permissive use only and that the placing of facilities upon
public property pursuant to this permit shall not operate to create or vest ally property right in said holder.
It is understood and agreed that the rights and privileges herein set out are granted only to the extent of tire, County's
right, title and interest in the land to be entered upon and used by the holder and the holder will at all times assumo risk
of and indermtify, defend and save harmless Brazos County from and against any and all loss, damages, cost or f
I
/
0 rS 73
expense arising in any manner on account of the exercise or attempted exercise by said holder of the aforesaid rights
and privileges.
Any deviation from these specifications must be approved by Brazos County Engineer's Office or its designated
representative.
Approval of County Engineer's Office may take as long as two weeks after complete application is received.
Applicant agrees to comply with all rules of the County Commissioners and the County Engineer in construction of
said installation attached hereto as BRAZOS COUNTY DESIGN STANDARDS AND SAFETY PRECAUTION
REQUIREMENTS FOR WORK CONDUCTED IN BRAZOS COUNTY RIGHTS OF WAY and incorporated
herein for reference.
In the event Couparny fails to obtain: a permil prlor to the installation or does not hustall utilities ht compliance with
iustalladon requlreatenis sel forth herein (I.e. depth, location, etc), Company assumes allJinmtchd rerponslbillty jor
damages and/or destruction of lines, cables, etc. based upotl llsfailare to comply nvith Brazos County requirentents.
Applicant agrees that if Brazos County dentorut ales a vlolatlon of the terms of this policy, Applicant stipulates Ilyat
requisites far injunctive relief exist and that Brazos County is entitled to relief eujohdng any conduct by applicant
which is contrary to the polleles.
This permit Is a revocable perntil Brazos County reserves tie right to revoke this perntil at ally little, in the sole
discretion of Brazos County, for interests of public heudh, safety or nvelfare, or for faldtre to repair mtl, damages
upon demand, orfor tiny other reason deemed su fclent by Brazos County.
lit the event Coupauty falls to comply hvlth any or all of the regnlrements as set forth herein, the County may take
such action as it deems appropriate to compel cornplimtce. The County Bugiueer farther retains the right to revoke
flits Permit by verbal not fcatot to the ApplicaneCompany.
Failure to obtain this permit and/or notify lire Cannily Englrheer's Offlce within 24 hours of beginning construction
shall constidhte grouutisfor job slittttlohvn.
By signing below, I certify that I am authorized to represent the Company listed below, and that the Company agrees
to the conditions/provisions included in this permit.
Wellborn Special Utility District
Address
Wellborn Tx 77881
city 979-690-9799 State Zip
Phone Number
wsud.is @verizon .net /weud.ac @verizon.net
Email:
pg.__ 741
WATER UTILITY APPROVAI,
BMWs County offers no objection to the proposed location of the utility in the County rigbt of way as shown by
accompanying drawings and notice dated O(3 _ except as noted below:
EXCEPTIONS: . , (Month/Day/Year)
-46F,
Title
Wellborn Special Utility District
August 21, 2013
The Commissioners Court of Brazos County
Attention County Judge:
Formal notice Is hereby given That Wellborn Special Utility District will construct a road bore for water line within the
right -of -way of a County Road in Brazos . County, Texas as follows:
Road bore will be made under Burt Road. Bore will be made from existing 2' water line located on the south
side to north side for a distance of 60' at a minimum depth of 36' below ditch flow line.
The location and description of this line Is more fully shown in drawings attached to this notice. The line will be
constructed and maintained in the County Road right -of -way In accordance with the Brazos County Roadway Safety
and Road Preservation Standards and governing laws.
Construction of this line will begin on or after August 21, 2013.
Regards,
Utility District
P.O. Box 250 • 4118 Greens Pralile Rd. • Wellborn. TX 77881 • 979.6909799 r Fax 979.690.1260
l ' C' 74
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13RAZOS COUNTY ROADWAY SABE'fy AND ROAD
PRESERVA11ON STANDARDS FOR WORK CONDUCTED IN
13RAZOS COUNTY RIGHTS OF WAY
A. GeueralReguireuten/s
1. Adequate drainage shall be maintained in ditches at all times.
2. Permiltee will use best management practices ("BMP ") (EPA and TCEQ both provide lists of examples of
BMPs) to minimize erosion and sedimentation resulting from the proposed installation.
3. The permitteo shall lake precautions to avoid damage to property. All County Right of Way and property shall
be restored to its original condition, as far as practical, in the opinion of the County Engineer or appointed
representative.
4. The construction and maintenance of such utility shall not interfere with the property or rights of a prior
occupant.
5. Permiftee shall not iuterfere with other utilities located in fire right of way. In the event damages occur,
permideo will he liable to the County or other utilities running tineugh the right of way.
6. County Engineer shall determine whether or not permiltee's plans shall inconvenience the public. If it is
determined that incwwenienco to the public exists, thou the County Engineer will decide whether such project
will be allowed or if en alternative exists so as not to inconvenience the public.
13. Safely Requirements
1. Proper traffic conhrol measures must be put in place prior to beginning work and remain in place during the
duration of the job. All traffic control measures must follow tho Texas Manual of Uniform Traffic Control
Devices (I'MUTCD). See Traffic Control Requirements below.
2. During construction, all safety regulations of the Texas Department of Transportation shall be observed.
3. Parmittee must take such precautions and measures, including placing and displaying safety devices, as may
be, necessary, in order to safely conduct tine public through the project area. Company shall provide flagmen,
signs, signals or devices necessary to provido complete safety to the public.
4. Adequate provisions must be made to cause minimum inconveniences to traffic and adjacent property ovnors.
5. No cable, conduit and/or pole line shall be laid, constructed, maintained and/or repaired so as to constitute a
danger or hazard of any kind to persons or vehicles using such road. Any poles placed in the Right of Way for
f llUre histallalion shall be placed at the back of Ito Right of Way. Exceptions may be approved by the County
Engineer.
C. D- ajflcConnoiPlot
1. A traffic control plan, pu snaut to the TMUTCD or Engineeted Traffic Control Plan must be provided for the
following:
a. Any construction (i.e. pit, excavation, hole) left open over night, requires spcciGc �nir�hitima traffic
control measures pursuant to the TMUTCD;
b. If construction is within ten (10) feet of the roadway; or
c. Any wok performed in the road right -of -way;
2. flan must be attached to the Penn it and kept at thejob site any time work is being performed.
3. Plan must set forth the time of completion for thejob.
D. beslgn Standards
I. All overhead installations shall confornt to clearance standarxls of the Texas Department of Transportation and
the pole be placed in the designated area for power specified as set forth in the Texas Utilities Code, Section
181.045.
2. All polo installation (including lighting) shall be placed at the backside of the Right of Way to ensure safety to
the public. Any pole placed in violation of this requirement will be required to be moved to the appropriate
location at the company's expense. Exceptions may be approved by the County Engineer.
3. All underground installations shall (these are minimum depths —utility may place deeper):
a. be placed at a minimum depth of forty -eight (48) inches below the top of the pavement;
b. be at least thirty -six (36) inches below ditch flow line when installation is within the area measured fiom
top of bank to top of bank;
c, be at least forty -eight (48) inches below ditch flow line if low pressure gas or petroleum lines. Par high
pressure gas and petroleum lines, see high Pressure Pipelines requhements listed below;
d. not be closer than ten (10) feet from the edge of pavement. Exceptiona may apply in rights of way of less
than 60'.
4. Water Lines: All water lines must be a minimum 36- inches below the ditch flow Sine and cased, Waterlines
shall be cased if crossing under the roadway.
5. Utilities in all new developments that have 60 feet or greater of right of way shall be installed within
designated locations based upon file type of utility. The Iocations shall be as follows: (measured from back of
right -of -way).
Power— 0 -2 feet, nominally I'
Phone -2-4 feet, nominally 3'
Gas — 4 -6 feet, nominally 5'
Cable 6.8 feet, nominally 7'
6. Utilities with loss than 60 feet right- of-way in all now developments shall install the utility in a similar manner
as referenced in No. 3 above, however, the Conuty Engineer or its designated representative will provide final
approval of each utility location.
7. The length of any trench to be opened in advancer of the pipe, conduit or ducts may not be longer than 400' if
left open overnight or unattended.
8. Crossings under a. county road shall:
a, be bored or jacked. ABSOLUTELYNO OPEN CUTS 1'JPI'HIN COUNTY ROAD PAVBM]3NT;
b. be pressure grouted for the full length of the crossing irthe annular space between pipe and casing and
soil exceeds one (1) inch. Brazos County must be given 24 hours notice of pressure grouting operations
and have the opportunity to have an inspector on site to observe pressure grouting operations;
c. TxDOT Standard Specification Item 476 shall be. followed for all boring, jacking, tunneling and joints.
9. Bore Pits
a. no pits Shall remain open longer than 2 days;
b. all pits Shall have proper traffic control measures in place. See Traffle Conh.01 Plan listed above.
c. pits shall NOT be located within tea (10) feet from the edge of pavement without prior approval from the
County Engineer or his representative;
d. when pits are to remain open for more than 8 hours, due diligence will be, used in protecting the spoil pile
to prevent drainage problems;
e, based upon soil conditions, the County Engineer or his representative may require shoring to protect
pavement integrity;
f based upon soil conditions, the County Engineer or his representative may require pits be placed fbithcr
from the edge of road.
10. Any installation within ten (10) feet of edge of pavement shall meet the following:
a. location must be approved by the County Engineer or his representative
b, bnckfilled with cement stabilized material.
c. based upon soil conditions, the County Engineer or his representative may require shoring to protect
pavement integrity.
d. All excess water and mud shall be removed from the trench prior to backfilling. Any backfill placed
during a rainy period or at other times where excess water cannot be prevented from entering the trench
will be considered TEMPORARY and shall be replaced with PERMANENT cement stabilized material
as soon as Nveather permits;
e. All disturbed base and pavement materials shall be removed and restored to the satisfaction of the County
Engineer or his representatives.
f. No side or lateral tamping to fill voids under the base and pavement materials is allowed.
11. Company must be careful to not jeopardize the slope or integrity of the shoulder of the road. In the event
Company damages Ore slope, shoulder or any other portion of the right -of -way, Company will be responsible
for repairing the damage and replacing the right -of -way to the condition it was prior to commencing
construction.
12. Operation of construction and/or maintenance equipment on the traveled surface of any improved County road
will not he permitted, except in an instance whereby the laying, construction, maintenance and/or repair of
cables, conduits and/or pole lines cannot be accomplished by any other me0nod and in this event all such
equipment shall be of the rubber tire variety. Appropriate traffic control shall be provided meeting TMUTCD
requirements.
13. In the event said construction and/or maintenance and/or repair requires Company to remove, cut or
jeopardize any section of the road (asphalt, cement, read base, etc), Company will be required to provide a
performance bond or letter of credit scouring necessary repairs. Said bond amount will be determined by the
County Engineer.
14. The applicant shall submit a letter of "No Objection" from the Army Corps of Engincers for all designated
wetlands and environmentally sensitive ]suds,
A Brneigeucp work
1. In the event Company is required to perform emergency services, that requires excavation in a County Right
of Way, and unable to notify the County Engineer prior io conducting emergency repairs, Company shall
notify County Engineer within 24 hours of begilmimg eonstruction/repeirs. This will allow the County
Engineer and Road & Bridge Office an opportunity to inspect the site to ensure the integrity of the County
Right of Way and traffic safety controls used.
R Repairs to existing facillliet
I. Maintenance and/or repair to existing cables, conduits, and/or pole lines which require disturbance of the soil,
shall not be performed until plans describing such maintenance and/or repair have been approved by the
County Engineer or designated representative and a permit has been obtained.
G. Relocation of alli les.
1. When and if the County Engineer determines that it is necessary for the construction, repair, improvement,
alteration or relocation of all or any portion of said road, any or all poles, wires, pipes, cables or other facilities
and apputienanees authorized hereunder, shall be removed fi•om said road, or reset or relocated thereon, as
required by the County Bngineer within a reasonable time as determined by the County Engineer and Utility I
Company, and at the expense of tile Utility Company.
K High Prersure Pipelines
1. All utility Permits for high pressure pipelines (generally 60 PSI or greater), whether pertaining to controlled
access or non - controlled access installations, should contain the following additional information in the
description of the permit.
- diameter
-wall thickness
- material specification
- minimum yield strength
- maximum operation pressure of the pipeline
2. With the exception of the maximum operation pressure of the pipeline, this infomatior is to be supplied for
both the carrier pipe and the casing.
3. Assurance must also be given that the installation material and design meet the minimum Peder•al Safety
Standards for Liquid and Gas Pipe Linos. Assurance must be provided on company letterhead and signed by an
authorized representative of the company.
4. Petroleum Pipelines:
Depth
Tyne of pipeline (below deepest ditch erade) Snecial Requirements
Encased Pipe Less than 10' Must be covered with concrete pad at least 36 "deep
Encased Pipe Greater than 10' No concrete pad required
Non -Cased Pipe Less then 10' Must be covered with concrete pad at least 48 "dccp
Non -Cased Pipe Greater than 10' No concrete pad required
The Concrete pad shall be minimum of 3" thick and width shall be pipe diameter plus 18"
minimum.
5. Under no circumstances will a pipeline be installed parallel to a County Road within the Right -of-
Way. Transmission lines have been deternnined to be petroleum pipelines (which includes natural gas lines)
and shall not be parallel to a County Road.
6. Natural Gas Distribution is a line that serves the fmal customer.
/OJ O✓
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2012 -2013 BUDGET YEAR
NO. 1.2113 46.1 - 46.12
On this the 27th day of August2013 at a regular meeting of the Commissioners' Court, the following
members were present:
A. Duane Peters, County Judge, Presiding
B. Lloyd Wassermann, Commissioner, Precinct 1
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 27th day of August 2013 the Court heard and approved a budget amendment
for the 2012 -2013 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 18 September 2012, the following
amendment(s) to the original budget are hereby authorized, as described on the attached page(s).
ADOPTED AND APPROVED this the 27th day August 2013.
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By:
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 l 4U_ _ Pg.. Od�(
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.1
8/27/2013
®' �WnHmm ACCOUNT t!AME
...C. CC
d G�
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.2
a»nM`1 3
FUND
DIV
ACCT
PROJ
DR/CR
ACCOUNT NAME
Increase
Decrease
0100
11001500
61130000
CR
Contingency - General Fund
25,000.00
0100
19000100
61970000
DR
Witness Reimbursement
3,000.00
0100
19000100
61801000
DR
Travel
5.000.00
0100
19000100
61210000
DR
Court Costs
15,000.00
0100
19000100
65350000
DR
Gasoline
2,000.00
General Fund Contin ency and District Attorney
Reallocation of funds to support the court trials cost for rerminder of FY 14.
?s y �
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.3
8/27/2013
FUND DIV ACCT PROD DRICR ACCOUNT NAME Increase Decrease
0100 24301100 59100000 CR DDEA 530.88
0100 24301100 60360000 DR Furniture 530.88
JaStlea of the Peace 03
Reallocation of funds to purcliase two new office chairs for the front counter.
1 Vol O'r PC, �'
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.4
or Ponds to purchase afire panel CPU located at the Expo Center, and a fire suppression system in the kitchen at the Brazos
pion Center.
Vol. iV x
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.5
812 712 01 3
Vol. /--
& Pg 9'-/
ACCOUNTNAME
t'I$
MEN
Vol. /--
& Pg 9'-/
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.6
A12712a13
FUND
DIV
ACCT
PROJ
DR/CR
ACCOUNT NAME
Increase
Decrease
0100
11001500
61130000
CR
Contingency - General Fund
200 000.00
0100
11010000
61225000
DR
2nd Administration Appeal
439.31
0100
11010000
72201000
DR
Crt Appointed Attorneys - CCL # 1
46,739.60
0100
11010000
72202000
DR
Crt ARpointed Attorneys - CCL #2
28,823.73
0100
11010000
72206000
DR
Crt Appointed Attorneys - 272nd
40,789-53
0100
11010000
72209000
DR
Crt Appointed Interpreter
2,946.95
0100
11010000
72660000
DR
Psychiatric Services
6090.00
01001
11010000
72210000
DR
Crt AD00imcd Attorneys - Capital
74 170.88
General Fund Contingency and Court Support - Criminal
Reallocation of funds to cover court cost for the remainder of FY 13.
vet /8�S' PC; yU
Title IV -E
of Ponds to cover for
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.7
Road &
funds to
' yl rt
f 4 iii F i b H
Pre aced B norm
Date ��ar5`+'�..ry SQ1/2013
.._....._.. ...
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.8
Vol. Pg._fA
G
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.9
8127/2013
��..�...�. Cam..
w /4 -s y3
and
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 46.10
remainder
Vol pg
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12/13 - 46.11
Alarm in the
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12/13 - 46.12
recogni= revenue above the budgeted for FY 2013 to allow for the movement of expenditures from District Attorney budget to District
I
Vol
- PERSONNEL
CHANGE OF STATUS REQUESTS
Commissioner Court Date: August 27, 2013
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
District Clerk Adams, Sarah New Hire
S.O. Jail Davis, Sheleana Resignation
Manson, Patrick New Hire
Treasurer
Candelaria, Jamie
Approved in Commissioners' Court: Au ust t3:
County Judge's or Commissioner's Signature: --
(This Copy to be attached to minutes)
/ d�
Step Increase
ACKNOWLEDGED
27 13
Duane Peters Date
County Judge
4-A
In the District Courts
of
Brazos County, Texas
ORDER REAPPOINTING COUNTY AUDITOR
eue 1-9 A13
F.T:n
BE IT REMEMBERED that the District Judges having jurisdiction in Brazos County,
Texas, having considered the reappointment of KATIE CORNER for the position of County
Auditor of Brazos County, Texas, do find that her reappointment would be in the best interest of
this county.
IT IS THEREFORE ORDERED that KATIE CONNER is reappointed as County-
Auditor of Brazos County, Texas, effective for a term of two (2) years beginning October 1,
2013, and ending on September 30, 2015. The District Clerk of Brazos County, Texas shall
record this action in the minutes of these courts and certify a copy of this action to the
Commissioners' Court of Brazos County. Texas.
SIGNED this 16th day of Aumm, 2013.
!LANGLEY
Presiding Judge
85x District Court
i For
STEVE SMITH
Presiding Judge
_. r Court
I f L "I JU I Vt 4VWt
lej— y�.
THB STATE OPTIUM. COUMT OP BRAM
t.MwhmftChxhofdwManctof tsmCaa .Tum
bhawly as" matdo f mainis so= aaderarfow
Efdam"Mkosea*R I MnEbastAmbhnM
Bnami Caaary: Tur
D*q
ACKNOWLEDGED
FA
SA-
Duane Peters Date
County Judge
1n the District Courts
of
Brazos County, Texas
Imo
ORDER DETERMINING COMPENSATION
OF
COUNTY AUDITOR AND ASSISTANT COUNTY AUDITORS
An
M
On the 16th day of August, 2013, after a public hearing in accordance with the Texas Local
Government Code. the undersigned Judges of the District Courts in Brazos Count-. Texas.
determined the compensation to be paid to the County Auditor and Assistant County Auditors as set
forth in this order.
IT IS ORDERED, effective October 1, 2013. that the County Auditor and each Assistant
County Auditor positions shall be paid annual compensation in the amounts stated in the column
identified as "Proposed Budget' set forth in the attached Exhibit "A" which is incorporated herein.
Actual compensation amounts for each individual Assistant County Auditorwill be submitted to the
Brazos Count-,, Human Resources department by the County Auditor and shall not exceed the
position amount in the column identified as "Proposed Budget" in Exhibit "A ". Additionally. the
County Auditor and Assistant Auditors shall be paid longevity based on years of service at
September 30, 2013, in accordance with the Brazos County Longevin, Pay Policy and in the amount
set forth by said polic}.
IT IS FURTHER ORDERED that the District Clerk of Brazos Coumtv shall file this order in
the minutes of the District Courts of Brazos County. Texas and shall certify this order to the
Commissioners Court of Brazos County, Texas prior to September 1, 2013, for its observance.
SIGNED this 16th day of August, 2013.
I. i�/ /.-
LANGLEY
residing Judge
85`b District Court
STEVE SMITH
Presiding Judge
361 n District Court
C I I
T AVIS B. BRYAN, al
P siding Judge
272nd District Court
/AS %6d
BRAZOS COUNTY, TEXAS
PROPOSED BUDGET REQUEST - PERSONNEL & BENEFITS
COUNTY AUDITOR'S OFFICE
For The Year Ending September 30, 2014
Salary Limitation - LGC § 94.021,111.013, 152.034
8 152.905:
Total Dept Salary for FYE 9/3012013
Less: County Auditor's
$ 514,103
(88,874)
S 524,074
(93,320)
$ 425.229 $ 430,754 F 1.30 °A (1)
20SAA c 3r,: YT+1;}07.2AX37_9,13TAT2 3M'
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Page 2
AUDBUD13-14
Current
Proposed
Account
Title
Salary
Budget
%Change
Personnel - Salary/Wages
51150000
Salary - Appointed Official
$
88,874
$
92,480
5.00%
cell phone allowance
$
840
S
840
5130D000
Salary - Staff
394,436
388,679
1.10%
Deng - Director of Accounting
71,251
71,960
1.00%
Pratt - Director of Internal Audit
55,471
56.100
2.00%
cell phone allowance
480
460
Bates - Asst. Auditor IV
53,572
54,645
2.00%
Mason- Asst. Auditor Ill
47,275
48,220
2.00%
Lozano- Asst. Auditor 11
39,146
39,537
1.00%
See - Asst. Auditor /1
39,657
39,657
0.00%
Cao- Asst. Auditor /1
39,452
40,055
1.50%
Holloway - Asst. Auditor 1
38,122
38,505
1.00%
51610000
Hourly - Staff
37,433
37,995
1.50%
Murph - Acct. Asst. 111
37,433
37,995
1.50%
51810000
Longevity
3,360
3,600
7.14%
Totals
S
514,103
S
524,074
Personnel - Benefits
53100000
Social Security
39,394
39.394
7.65%
531010
Flex Benefit Admin Fee
660
660
532000
Retirement
67,202
67,202
11.93%
533000
Hospitalization
84,000
84,D00
$8,400 plyr per emp
533200
Employee Dental Insur.
1.200
1,200
$120 p/yr per emp
538000
Workers Comp
1,012
1,012
0.14%
539000
Unemployment Insurance
1,545
1,545
Totals
$
195,013
$
195,013
0.00 °h
Salary Limitation - LGC § 94.021,111.013, 152.034
8 152.905:
Total Dept Salary for FYE 9/3012013
Less: County Auditor's
$ 514,103
(88,874)
S 524,074
(93,320)
$ 425.229 $ 430,754 F 1.30 °A (1)
20SAA c 3r,: YT+1;}07.2AX37_9,13TAT2 3M'
,M.aT .11nunD mule; la IpN2ia 1(1)101t rJ7n161to4 aAmj
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Page 2
AUDBUD13-14
___....0 EDGED .
e Peters Date
County Judge
In the District Courts
of
Brazos County, Texas
UC
AUK I` 2113
ORDER DETERMINING COMPENSATION
OF
COURT REPORTERS
DIET CLERK
m. Tw uw
On the 16th day of August, 2013, after a public hearing in accordance with the Texas Local
Government Code, the undersigned Judges of the 85th, 272nd and 36181 District Courts in Brazos
County, Texas, determined the compensation to be paid to the Official Court Reporters of the 85th7
272'd and 36151 District Courts as set forth in this order.
IT IS THEREFORE ORDERED that, effective October 1, 2012, the annual compensation of
the Court Reporters for the District Courts in Brazos County be set as follows:
Position Name
Court Reporter Paula K. Frederick
85th District Court
Court Reporter Denise MacKay (Part-time)
272 n District Court Kaetheryn Kriel (Part-time)
Court Reporter Felix Thompson
361st District Court
Page I o„f2
/ 005 Pq. /Doi
Salary
$66.963.00
$34,317.00
$34,317.00
$66,963.00
MMSTAWOPT XA&CouNTYofBRAzos
Wee HieW. Clerk of the Dimin of Brame coma, Tau&
do bateby caofy that ma romp fty a Iw and emm CM
oftbtoWU4d"0"fifl timMftWMMdoBSNabarebam
redacted Is Cauca No.
7�CW16
Bruos Coualy. Tom
By. . Deputy
r.,
However, if in the FY 2013 -20I4 county budget; the Commissioners Court of Brazos County
approves any cost of living increase to the salaries of a majority of county employees, the amounts of
annual compensation reflected above shall be increased by the same percentage amount of cost of
living adjustment approved by the Commissioners Court over the FY 2012 -2013 amounts for a
majority of county employees. Additionally, the Court Reporters for the District Courts shall be paid
longevity based on years of service at September 30, 2013, in accordance with the Brazos County
Longevity Pay Policy and in the amount set forth by said policy.
IT IS FURTHER ORDERED that the total amount of compensation allowed for any court
reporter appointed by and serving the East Texas Cluster Court in Brazos County shall not exceed
$66,963.00 during the fiscal year beginning October 1, 2013.
IT IS FURTHER ORDERED that the District Clerk of Brazos County shall file this order in
the minutes of the District Courts of Brazos County, Texas and shall certify this order to the
Commissioners Court of Brazos County, Texas for its observance.
SIGNED this 16th day of August, 2013.
851, District Court
I�L-L
STEVE SMITH
Presiding Judge
t
Page 1 of 1
Vol. �.J Pg
SEIDEL, SCHROEDER & COMPANY
CERTIFIED PUBLIC ACCOUNTANTS / BUSINESS ADVISORS
June 13, 2013
To the Board of Directors
The Research Valley Partnership, Inc.
We have audited the financial statements of The Research Valley Partnership, Inc. for
the year ended September 30, 2012, and have issued our report thereon dated June 13,
2013. Professional standards require that we provide you with information about our
responsibilities under generally accepted auditing standards, as well as certain
information related to the planned scope and timing of our audit. We have communicated
such information to you in our letter dated April 24, 2013. Professional standards also
require that we communicate to you the following information related to our audit.
Significant Audit Findings
Qualitative Aspects of Accounting Practices
Management is responsible for the selection and use of appropriate accounting policies.
The significant accounting policies used by The Research Valley Partnership, Inc. are
described in Note 1 to the financial statements. No new accounting policies were adopted
and the application of existing policies was not changed during 2012. We noted no
transactions entered by the Organization during the year for which there is a lack of
authoritative guidance or consensus. All significant transactions have been recognized in
the financial statements in the proper period.
Accounting estimates are an integral part of the financial statements prepared by
management and are based on management's knowledge and experience about past and
current events and assumptions about future events. Certain accounting estimates are
particularly sensitive because of their significance to the financial statements and because
of the possibility that future events affecting them may differ significantly from those
expected. The most sensitive estimate affecting the financial statements was:
Management's reported depreciation of property and equipment was
determined using the straight -line method and is based on estimates of the
useful lives of said assets. We evaluated the key factors and assumptions
used to develop the useful life estimates and have determined that they are
reasonable in relation to the financial statements taken as a whole.
The financial statement disclosures are neutral, consistent, and clear.
1470Copperfidd I arkaaq • Cull r ' - . 21 '; ..'9rQ • FAX 979/',31.5101
Vol. _/ pg..
Page 2
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and
completing our audit.
Corrected and Uncorrected Misstatements
Professional standards require us to accumulate all misstatements identified during the
audit, other than those that are clearly trivial, and communicate them to the appropriate
level of management. The attached schedule summarizes uncorrected misstatements of
the financial statements. Management has determined that their effects are immaterial,
both individually and in the aggregate, to the financial statements taken as a whole.
The following material misstatements were detected as a result of audit procedures and
corrected by management:
Change in net assets per books for the year
ended September 30, 2012 S (70,387)
Adjustments:
Depreciation expense
(13,121)
Rental income
4,200
Accounts receivable
(13,015)
Fixed assets
2,488
Accounts payable
(10,086)
Prior year audit adjustments
(500)
Net effect of adjustments
(30,034)
Change in net assets, as adjusted S (100,421)
Disagreements with Management
For purposes of this letter, a disagreement with management is a financial accounting,
reporting, or auditing matter, whether or not resolved to our satisfaction, that could be
significant to the financial statements or the auditor's report. We are pleased to report that
no such disagreements arose during the course of our audit.
Management Representations
We have requested certain representations from management that are included in the
management representation letter dated June 13, 2013.
Page 3
Management Consultations with Other Independent Accountants
In some cases, management may decide to consult with other accountants about auditing
and accounting matters, similar to obtaining a "second opinion" on certain situations. If a
consultation involves application of an accounting principle to the Organization's
financial statements or a determination of the type of auditor's opinion that may be
expressed on those statements, our professional standards require the consulting
accountant to check with us to determine that the consultant has all the relevant facts. To
our knowledge, there were no such consultations with other accountants.
Other Audit Findings or issues
We generally discuss a variety of matters, including the application of accounting
principles and auditing standards, with management each year prior to retention as the
Organization's auditors. However, these discussions occurred in the normal course of our
professional relationship and our responses were not a condition to our retention.
Other Matters
This information is intended solely for the use of the Board of Directors and management
of The Research Valley Partnership, Inc. and is not intended to be and should not be used
by anyone other than these specified parties.
Sincerely,
Seidel, Schroeder & Company
THE RESEARCH VALLEY PARTNERSHIP, INC.
Unadjusted Audit Differences
September 30, 2012
Description of
Audit Difference
Prior year rent deposit
Prior year accounts payable
Prepaid expenses
Cash - marketing account
Total unadjusted audit differences
Financial statement caption totals
Net audit differences as a percentage
of financial statement caption totals
Total Total Net Change in
Assets Liabilities Assets Net Assets
$ 2,800 S (2,800)
(2,063) 2,063
594 594
(500) - _ (500)
s 94 S - $ 737 $ (643)
$ 1,073,531 s 282,439 $ 791,092 S (100,421)
0.01% 0.000/0 0.09% 0.64%
u
I
I
0
LJ
r
CJ
P
LI
I
The Research Valley Partnership, Inc.
Financial Statements
with
Independent Auditors' Report
September 30, 2012
SEIDEL, SCHROEDER & COMPANY
CERTIFIED PCBi.IC ACCOUNTANTS / BUSINESS ADVISORS
IINDEPENDENT AUDITORS' REPORT
Members of the Board of Directors
The Research Valley Partnership, Inc.
' We have audited the accompanying statement of financial position of The Research Valley
Partnership, Inc. (a Texas Non -Profit Corporation) as of September 30, 2012 and the related
statements of activities, functional expenses, and cash flows for the year then ended. These
financial statements are the responsibility of The Research Valley Partnership, Inc.'s
' management. Our responsibility is to express an opinion on these financial statements based on
our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United
States of America. Those standards require that we plan and perform the audit to obtain
reasonable assurance about whether the financial statements are free of material misstatement.
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in
' the financial statements. An audit also includes assessing the accounting principles used and
significant estimates made by management, as well as evaluating the overall financial statement
presentation. We believe that our audit provides a reasonable basis for our opinion.
' The financial statements of The Research Valley Partnership, Inc. as of September 30, 2011, were
audited by other auditors whose report dated September 18, 2012, expressed an unmodified
' opinion on those statements. As part of our audit of the September 30, 2012 financial statements,
we also audited adjustments described in Note 10 that were applied to restate the September 30,
2011 financial statements. In our opinion, such adjustments are appropriate and have been
properly applied. We were not engaged to audit, review, or apply any procedures to the
September 30, 2011 financial statements of the Research Valley Partnership, Inc. other than with
respect to the adjustments and, accordingly, we do not express an opinion or any other form of
' assurance on the September 30, 2011 financial statements as a whole.
In our opinion, the financial statements referred to above present fairly, in all material respects,
' the financial position of The Research Valley Partnership, Inc. as of September 30, 2012 and the
changes in its net assets and its cash flows for the year then ended, in conformity with accounting
principles generally accepted in the United States of America.
' College Station, Texas
June 13, 2013
0
1410 C:opperficld Parkwnq ���� /6 FFAX 9 ?9l'31 -51� 1
Vol, Pq.
THE RESEARCH VALLEY PARTNERSHIP, INC.
Statement of Financial Position
September 30, 2012
ASSETS
Current assets:
Cash $ 935,916
Receivables 23,296
Prepaid expenses 4,700
Total current assets 963,912
Restricted cash:
Amounts held in agency transaction (Note 4) 45,000
Property and equipment
Furniture, fixtures, and equipment
60,512
Leasehold improvements
165,276
Less: Accumulated depreciation
(161,169)
Net property and equipment
64,619
Total assets
$ 1,073,531
LIABILITIES AND NET ASSETS
Current liabilities:
Accounts payable
$ 176,773
Accrued expenses
7,137
Amounts held in agency transaction (Note 4)
45,000
Compensated absences
53,029
Other liabilities
500
Total current liabilities
282,439
Net assets:
Unrestricted
791,092
Total net assets
791,092
Total liabilities and net assets
$ 1,073,531
See accompanying notes to financial statements.
2
V LP ?�/
1
1
1
THE RESEARCH VALLEY PARTNERSHIP, INC.
Statement of Activities
For the Year Ended September 30, 2012
Public su000rt and revenues
Grants
City of Bryan
City of College Station
Brazos County
Private contributions
Rental income
International gateway
Interest income
Client service fees
Net assets released from purpose restrictions
Total public support and revenues
Esnenses
Program services
General and administrative
Total expenses
Change in net assets
Net assets - beginning of year
As previously reported
Prior period adjustment (Note 10)
Net assets - beginning of year, as restated
Net assets - end of year
See accompanying notes to financial statements.
3
Temporarily
Unrestricted Restricted Total
$ 350,000 $ $
350,000
325,000
325,000
300,000
300,000
175,521 56,000
231,521
18,200 -
18,200
19,972 -
19,972
11,123 -
11,123
12,673 -
12,673
56,000 (56,000)
-
1,268,489
1,268,489
1,174,625
194,285
- 1,174,625
- 194,285
1,368,910
- 1,368,910
(100,421)
- (100,421)
962,772 962,772
(71,259) (71,259)
891,513 891,513
$ 791,092 $ - $ 791,092
I
I
L!
n
II
I_I
I
I
11
I
L
THE RESEARCH VALLEY PARTNERSHIP, INC.
Statement of Functional Expenses
For the Year Ended September 30, 2012
Salaries
Retirement expenses
Other employee benefits
Payroll taxes
Legal fees
Accounting fees
IT services
Office expenses
Postage
Rent expense
Printing and publications
Equipment rental and maintenance
Travel
Conferences, conventions and meetings
Depreciation
Insurance
Dues
Innovation (Note 9)
Taxes - personal property
Brazos Valley Small Business Development Center
Business Development
Bad debt expense
See accompanying notes to financial statements.
Program
Genera( and
Services
Administrative
Total
$ 316,943
$ 59,117 S
376,060
32,836
9,998
42,834
18,729
8,336
27,065
25,679
4,790
30,469
5,852
578
6,430
-
33,068
33,068
-
4,022
4,022
7,791
15,695
23,486
-
817
817
34,320
12,323
46,643
-
1,245
1,245
-
10,366
10,366
4,623
-
4,623
16,082
4,926
21,008
17,414
8,707
26,121
-
3,414
3,414
-
4,574
4,574
3I3,838
-
313,838
-
794
794
91,000
-
91,000
289,518
-
289,518
-
11,515
11,515
S 1,174,625 S 194,285 S 1� ,368,910
4! _._..........
I
' THE RESEARCH VALLEY PARTNERSHIP, INC.
Statement of Cash Flows
' For the Year Ended September 30, 2012
'
CASH FLOWS FROM OPERATING ACTIVITIES
(4,847)
'
Change in net assets
$ (100,421)
Adjustments to reconcile to net cash provided by
393,052
'
operating activities:
393,052
Depreciation
26,121
Bad debt expense
11,515
'
Increase (decrease) in cash resulting from changes
449,784
in assets and liabilities:
$ 935,916
Receivables
(6,660)
'
Prepaid expenses
(150)
Accounts payable
160,692
Accrued expenses
1,059
Compensated absences
9,821
Other liabilities
(4,050)
Net cash provided by operating activities
97,927
CASH FLOWS FROM INVESTING ACTIVITIES
' Purchase of furniture, fixtures, and equipment (4,847)
I
I
See accompanying notes to financial statements.
5
Net cash used by investing activities
(4,847)
'
CASH FLOWS FROM FINANCING ACTIVITIES
Collection of notes receivable
393,052
Net cash provided by financing activities
393,052
Net increase in cash and equivalents
486,132
Cash and cash equivalents at beginning of year
449,784
Cash and cash equivalents at end of year
$ 935,916
I
I
See accompanying notes to financial statements.
5
0
' THE RESEARCH VALLEY PARTNERSHIP, INC.
Notes to the Financial Statements
September 30, 2012
1. Summary of significant accounting policies
' Nature of activities
' The Research Valley Partnership ( "the RVP") was chartered as a non -profit corporation
by the State of Texas on June 7, 1989. The RVP is funded primarily by contributions
from local governments and local businesses.
' The mission of the RVP is to be a catalyst for economic growth in the Research Valley
without regard to municipal boundary, while engaging higher education and private
' industry in order to achieve sustainable high - quality economic development success. The
RVP helps grow, expand, and attract non- retail business to the Research Valley through
its planning, services, and support.
' Basis of accountin
The financial statements of The Research Valley Partnership, Inc. have been prepared on
' the accrual basis of accounting in accordance with generally accepted accounting
principles.
Basis of presentation
The RVP reports information regarding its financial position and activities according to
' three classes of net assets: unrestricted net assets, temporarily restricted net assets, and
permanently restricted net assets. The RVP had no permanently restricted net assets as of
September 30, 2012 or 2011.
Income taxes
' The RVP is a not- for -profit organization that is exempt from income taxes under Section
501(c)(6) of the Internal Revenue Code and therefore has made no provision for federal
income taxes in the accompanying financial statements. The RVP's Forms 990, Return of
' Organization Fxempt from Income Tiff, for the tax years ending September 30, 2009 and
later remain subject to examination.
' Cash and cash equivalents
For purposes of the statement of cash flows, the RVP considers all cash and other highly
' liquid investments available for current use with an original maturity of three months or
less to be cash equivalents. Restricted cash is not included in cash and cash equivalents
for the purposes of the statement of cash flows.
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Notes to the Financial Statements
September 30, 2012
Estimates
The preparation of financial statements in conformity with generally accepted accounting
principles requires management to make estimates and assumptions that affect certain
reported amounts and disclosures. Accordingly, actual results could differ from those
estimates.
Receivables
Receivables are stated at the amount management expects to collect from outstanding
balances. Management provides for probable uncollectible amounts through a provision
for bad debt expense and an adjustment to a valuation allowance based on its assessment
of the current status of individual accounts. Balances that are still outstanding after
management has used reasonable collection efforts are written off through a charge to the
valuation allowance and a credit to accounts receivable. Changes in the valuation
allowance have not been material to the financial statements.
' Fixed assets
Fixed assets are stated at cost if purchased or at fair market value if donated, less
accumulated depreciation. Expenditures for additions, major renewal, and betterments are
capitalized, while maintenance and repairs are charged to expense as incurred.
Depreciation is computed on the straight -line method over estimated useful lives.
Subsequent events
' Management has evaluated subsequent events through June 13, 2013, the date the
financial statements were available to be issued. No additional disclosures or
modifications were deemed necessary.
2. Concentration of credit risk arising from cash deposits in excess of insured limits
u
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At September 30, 2012, the RVP had cash deposit balances exceeding the Federal
Deposit Insurance Corporation insurance limits.
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THE RESEARCH VALLEY PARTNERSHIP, INC.
Notes to the Financial Statements
September 30, 2012
Operating leases
The RVP leases office space under an operating lease which expires August 2014. The
RVP has the option to renew this lease for an additional twelve months. Rent expense
related to this lease totaled $46,643 during the year ending September 30, 2012. Future
minimum lease payments under this lease are:
Year Ending
September 30:
2013 $ 54,320
2014 55,440
$ 109,760
' The RVP leases a copier under a lease agreement that expires January, 2016. During the
year ended September 30, 2012 rent expense under this agreement totaled $10,116.
Future minimum lease payments under this lease are:
'
Year Ending
September 30:
2013
S 8,700
'
2014
8,700
2015
8,700
2016
2,900
$ 29,000
' The RVP leases office space for the Research Valley Innovation Center under an
operating lease for $3,232 per month through December 2012. However, as long as the
Economic Development Agreement between RVP and the lessor is in place the RVP is
' not required to make rental payments. During the year ending September 30, 2012, the
RVP also received rental income from subleases of this space totaling $18,200.
The RVP has entered into a use agreement which allows the RVP to use office space in
exchange for consulting services through April, 2014. The statement of activities for the
year ended September 30, 2012 includes service fee income and corresponding rental
expense of $9,673, the estimated fair value of the use of the office space.
' 4. Agency transactions
As part of certain economic development agreements entered into by the RVP it served as
an intermediary agent in several transactions during the year ended September 30, 2012
in which it received funds for the benefit of others.
' The RVP received a total of $500,000 from Brazos County, the City of College Station,
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THE RESEARCH VALLEY PARTNERSHIP, INC.
Notes to the Financial Statements
September 30, 2012
and the City of Bryan for the benefit of Texas A &M University for funding the Texas
A &M Institute of Preclinical Studies during the year ended September 30, 2012.
As of September 30, 2012, the RVP held $45,000 which was received from Brazos
County under an economic development agreement with Reynolds & Reynolds
Company.
5. Designations of Net Assets
The Board of Directors has designated $236,323 of unrestricted net assets as of
September 30, 2012 for conditional payments due under various economic development
agreements as discussed in note 8.
6. Temporarily restricted contributions
Contributions from Twin City Endowment, Inc. totaling $56,000 received during the year
' were restricted for additional marketing and development expenses. As the actual
expenses exceeded the contribution amount, all of these assets were released during the
year.
' 7. Retirement benefits
All full -time employees over the age of 21 are eligible to participate in a 401(k) plan. The
RVP contributes 10% of the employee's compensation. Contributions by the RVP total
$41,717 during the year ended September 30, 2012. Expenses related to the plan totaled
' $3,447 during the year.
' 8. Commitments
The RVP has entered into a professional services agreement with a company to develop a
' business case and plan for the Research Valley Innovation Center and to develop a
corporate relations strategy. The contract requires total payments of $335,000. While no
payments had been made as of September 30, 2012, the RVP has accrued $125,000
' which was payable upon the commencement of the agreement. Texas A &M University
has agreed to fund $100,000 toward the cost of this agreement.
The RVP has entered into economic development agreements that require grant payments
to be made to certain organizations if certain benchmarks are obtained. Total conditional
payments that are committed under these agreements are as follows. The table below
excludes future payments to be made under agency transactions discussed in note 4.
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THE RESEARCH VALLEY PARTNERSHIP, INC.
Notes to the Financial Statements
September 30, 2012
Year Ending
September 30:
2013 $ 136,323
2014 100,000
-L236,323
The RVP has entered into an employment agreement with the organization's
PresidentlCEO. The agreement was original effective January 1, 2007 through December
31, 2011, and can be extended by mutual agreement for additional terms of two years
each. The RVP can terminate this agreement without default by the employee, but will be
required to pay nine months of salary to the employee as severance pay.
The Research Valley Innovation Center
The Research Valley Innovation Center (RVIC) is a science and technology
incubator /accelerator formed to help early -stage ventures transition into successful
businesses. The RVIC will grow early -stage companies through advisory services, a
service provider network and physical "incubator"P'accelerator" space.
The expenses related to the RVIC for the year ended September 30, 2012:
Salary
$ 108,500
Retirement
2,330
Shared services
25,652
Contract labor
134,689
Benefits and allowances
22,545
International Gateway
4,486
Technology and subscriptions
671
Marketing/Awareness
7,601
Meetings and conferences
4,994
Telephone and office
1,165
Travel and entertainment
1,204
$ 313,838
Prior period adjustment
In the year ending September 30, 2012, a prior period adjustment was recorded to
accurately reflect accumulated depreciation on fixed assets as of September 30, 2011.
Previously, certain assets were depreciated using inaccurate lives or depreciation
methods. The prior period adjustment decreased net assets as of September 30, 2011 by
$71,259.
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