HomeMy WebLinkAbout2014-02-18-10:00AM-REGULR MEETINGc'L ATE O p T. =:= I r--- �._... ;
f-
I� 22
N L.
4
�G 4c C� ,4'LG����✓
DIY vt ��r
BRAZOS COUNTY
BRYAN,TEXAS
NOTICE OF MEETING AND AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN
REGULAR SESSION ON FEBRUARY 18, 2014 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)
Presentation regarding Delinquent Property Tax Collection Activity for the period of
September 1, 2013 through December 31, 2013.
Consider and take action on agenda items 4 - 21:
4. Reappointment of Kris Fraley to the Board of Directors of the Aggieland Humane Society; term of
appointment is October 1. 2013 through September 30, 2015.
5. Appointment of Sheree Boegner to the Board of Directors of the Aggieland Humane Society' term of
appointment is February 18 2014 through October 31, 2014.
6. Appointment of Mark Maltsberger as a Board of Trustee member of Mental Health Mental Retardation
Authority of Brazos Valley' term of appointment is March 1 2014 through February 29, 2016.
7.
I
Payment Authorization to Wingfoot Commercial Tire Systems in the amount of $157.71 for a new tire
and installation on a vehicle for Constable. Pct. 4; a purchase order was not obtained in advance.
Vol. 197 pg. ZZ
9. Request from the Sheriff Administration for the following reclassifications effective March 1, 2014. The
following reclassifications have no effect on the FY 14 budget.
• a. Decrease Process Server - Deputy Sheriff, Class Code 1433 Position 1, Group 23 Step 10 to
Group 23 Step 4, Pay Code 026
• b. Increase Deputy Sheriff - Training Coordinator, Class Code 1425 Position 1, Group 23 Step 4
to Group 23 Step 10, Pay Code 026
1 Q, Approval of contract with Mitchell and Morgan for review and recommendation of modifications to the
County subdivision regulations.
11. Renewal of bid contract 201443R Hydrated Lime.
12. Award of bid contract #2014 -25 Fire Panel & Smoke Detector Inspections.
13. Permission to advertise the following bids:
• a. 2014.26 Heavy Machinery Equipment Rental
• b. 2014 -29 Herbicides and Surfactants
• c. 2014 -30 Fencing Supplies
14. Approval and ratification of the following purchase orders to obtain materials for Fuel System capital
rp oiect.
• a. PO # 14001890 to Grainger for $25.49
• b. PO # 14001889 to Perry Office Plus for $140.75
15.
16. Approval and ratification of PO #14001888 to Grainger in the amount of $921.92 for the Arena Hall
rp oiect.
17.
18. Tax Refund Applications for the following:
• a. Johnnie Wilborn Estate - overpayment- $389.35
• b. Colonial Savings- overpayment- $1319.14
• c. Steven & Tracy Tietze - overpayment- $98.17
• d. M. J. Kereluk - overpayment- $90.00
• e. Tracy Welch - overpayment -$5.76
• f. Charles Watson - overpayment- $60.23
19. Budget Amendments.
Budget Amendments FY 13/14 19.1 thru 19.5
20. Personnel Change of Status.
Personnel Action Forms
21. Payment of Claims.
22. Acknowledgement of Mental Health Mental Retardation Authority of Brazos Valley's Annual Financial
Report for the Year Ended August 31 2013. _
23. Acknowledgement of the 2013 Racial Profiling Report for Brazos County Constable, Pct, 1.
Vol. 197 pg.
24. Sheriffs report on inmate population.
25. Announcement of interest items and possible future agenda topics.
26. Call for Citizen input and /or concerns.
27. Adjourn.
Vol. 197 pg. Z .Z
PUBLIC COMMENTS
Public Comment during the Commission Meeting may be for all matters, both on and off the agenda, and be limited to four
minutes per person. Persons are invited to submit comments in writing on the agenda Items and /or attend and make comment
at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court is a
Constitutional Court, with both judicial and legislative powers, created under Article V, Section 1 and Section 18 of the Texas
Constitution. As a Constitutional Court, the Brazos County Commissioners Court also possesses the power to issue a
Contempt of Court Citation under Section 81.024 of the Texas Local Govemment 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
decomm in speaking to, and /or addressing the Court; in participating in public discussions before the Court; and in all actions
in the presence of the Court Those members of the public who are inappropriately attired and /or who do not conduct
themselves in an orderly and appropriate manner will be ordered to leave the meeting. Refusal to abide by the Court's Order
andlor 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 andlor any person in the Court's presence
anti /or racial, ethnic or gender slurs or epithets will not be tolerated. Violation of these rules may result in the following
sanctions:
1. cancellation of a speaker's time;
2. removal from the Commissioners Court;
3. a Contempt Citation; 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., Suite 106, Bryan, TX 77803 is
wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two
working days before the meeting. To make arrangements, please call (979) 361.4102.
Vol. 197 Pg. Z Z
BRAZOS COUNTY
BRYAN,TEXAS
NOTICE OF ADDENDUM
02
BRAZOS COUNTY COMMISSIONERS COURT
In addition to the Regular Meeting, the Commissioners Court will consider and
take action on the following item(s):
MEETING
February 18, 2014
DATE:
MEETING
10:00 AM
TIME:
MEETING
Commissioners Courtroom of the County Administration
PLACE:
Building, 200 South Texas Avenue, Suite 106, Bryan, Texas
Agenda
1. Convene into Executive Session pursuant to Texas Government Code 551.072 to deliberate
the purchase, exchange, lease, or value of real property.
2. Consider and possible action on the Executive Session.
The Commissioners Courtroom of the County Administration Building, 200 South Texas Avenue, Suite 106, Bryan, Texas is wheelchair accessible.
Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make
arrangements, please wll (979) 301.4102.
Vol. 197 Pg. �- 3 0
BRAZOS COUNTY
BRYANJEXAS
MINUTES
February 18, 2014
BRAZOS COUNTY COMMISSIONERS COURT
REGULAR MEETING
U Signature Page.pdf
tU File Stamped Agenda.0f
V File Stamped Addendum.pdf
LU Sian in sheet.0
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, February 18, 2014 with the following members of the Court present:
Duane Peters, County Judge, Presiding;
Lloyd Wassermann, Commissioner of Precinct 1;
Sammy Catalena, Commissioner of Precinct 2;
Kenny Mallard, Commissioner of Precinct 3;
Irma Cauley, Commissioner of Precinct 4;
Karen McQueen, County Clerk, 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.
3. Presentation(s)
Vol. 197 Pg. 2_ 3
Presentation regarding Delinquent Property Tax Collection Activity for the period of
September 1, 2013 through December 31, 2013.
l4 Item 3.odf
The Court next heard a presentation of the quarterly delinquent tax report presented by
Shelburne Veselka, representative of McCreary, Veselka, Bragg & Allen, P.C. Attorneys
at Law.
Consider and take action on agenda items 4 - 21:
4. Reappointment of Kris Fraley to the Board of Directors of the Aggieland Humane
Society; term of appointment is October 1, 2013 through September 30, 2015.
Lt-1. Item 4.odf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Peters ,
Wassermann.
5. Appointment of Sheree Boegner to the Board of Directors of the Aggieland Humane
Society; term of appointment is February 18, 2014 through October 31, 2014.
92 Item 5.odf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters
Wassermann.
6. Appointment of Mark Maltsberger as a Board of Trustee member of Mental Health
Mental Retardation Authority of Brazos Valley; term of appointment is March 1, 2014
through February 29, 2016.
L: Item 6.0 f
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley ,
Mallard , Peters, Wassermann .
Discuss, consider and vote upon the approval of the issuance by the Brazos County
Health Facilities Development Corporation of not more than $27,500,000 in principal
amount of its Refunding Revenue Bonds (St. Joseph Regional Health Center), Series
2014 A (the "Series 2014 A Bonds ") for the benefit of St. Joseph Regional Health Center
for the purpose of (i) refunding outstanding bonds of Brazos County Health Facilities
Development Corporation in advance of their maturities to obtain a debt service savings
and (ii) paying certain issuance costs in connection with the Series 2014 A Bonds.
a Item TO
U Item 7- General Certificate of Brazos Countv.odf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard ,
Peters, Wassermann .
Payment Authorization to Wingfoot Commercial Tire Systems in the amount of $157.71
for a new tire and installation on a vehicle for Constable, Pct. 4; a purchase order was
not obtained in advance.
U Item 8.odf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard ,
Peters, Wassermann .
9. Request from the Sheriff Administration for the following reclassifications effective March
Vol. 197 Pg. 27 -3 Z
1, 2014. The following reclassifications have no effect on the FY 14 budget.
V Item 9.0
a. Decrease Process Server- Deputy Sheriff, Class Code 1433 Position 1, Group
23 Step 10 to Group 23 Step 4, Pay Code 026
b. Increase Deputy Sheriff - Training Coordinator, Class Code 1425 Position 1,
Group 23 Step 4 to Group 23 Step 10, Pay Code 026
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 contract with Mitchell and Morgan for review and recommendation of
modifications to the County subdivision regulations.
E Item 10.pdf
The estimated cost for this work is $46,866.00.
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena,
Cauley, Mallard , Peters , Wassermann .
11. Renewal of bid contract 2014 -43R Hydrated Lime.
9: Item 11.pdf
The Court approved the renewal of the contract for lime 2014 -43R with Austin White
Lime. All terms, conditions and pricing shall remain the same.
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley,
Mallard . Peters. Wassermann .
12. Award of bid contract #2014 -25 Fire Panel & Smoke Detector Inspections.
fiZ Item 12.0
The Court voted unanimously to accept the recommendation of the Purchasing Agent
and award the contract to American Fire and Safety. A copy of the bid tabulation 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.
13. Permission to advertise the following bids:
V Item 13.pdf
• a. 2014 -26 Heavy Machinery Equipment Rental
• b. 2014 -29 Herbicides and Surfactantsc. 2014 -30 Fencing Supplies
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley
Mallard , Peters, Wassermann .
14. Approval and ratification of the following purchase orders to obtain materials for Fuel
System capital project.
U Item 14.pdf
• a. PO # 14001890 to Grainger for $25.49
• b. PO # 14001889 to Perry Office Plus for $140.75
Vol. 197 Pg. Z 3-5
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by County Judge
Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters,
Wassermann.
15. Approval of change order to purchase order 14001811 to Mitchell and Morgan LLP in
the amount of $7,050.00. This is for engineering and construction drawings on the
second phase of this project for Hopes Creek drainage structure on I &GN Road.
Item 15.odf
This change order increases the amount of the purchase order to $43,740.
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena,
Cauley, Mallard , Peters, Wassermann .
16. Approval and ratification of PO #14001888 to Grainger in the amount of $921.92 for the
Arena Hall project.
IL Item 16.odf
Motion: Approve , Moved by Commissioner Sammy Catalena, Seconded by
Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley, Mallard , Peters , Wassermann .
17. Consider and take action on the Final Plat of Indian Lakes Phase XVI, 16.169 Acres,
J.M. Barrera Survey, A -69, College Station (ETJ), Brazos County, Texas. This is a
correction to item # 16 approved in Commissioners Court on January 21, 2014. Site is
located in Precinct 1.
U Item 17.odf
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena ,
Cauley, Mallard, Peters , Wassermann .
18. Tax Refund Applications for the following:
V- Item 18.odf
• a. Johnnie Wilborn Estate - overpayment - $389.35
• b. Colonial Savings- overpayment - $1319.14
• c. Steven & Tracy Tietze- overpayment - $98.17
• d. M. J. Kereluk- overpayment - $90.00
• e. Tracy Welch- overpayment -$5.76
• f. Charles Watson- overpayment - $60.23
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard ,
Peters, Wassermann .
19. Budget Amendments.
Budget Amendments FY 13/14 19.1 thru 19.5
Item 19.odf
19.1 To properly account for actual collection of funds in HOT Fund
19.2 Reallocate funds for Capital Improvement Projects
19.3 To properly account for award of trailer to Sheriff - Jail Administration
19.4 Reallocate funds for Capital Improvement Projects
Vol. 197 pg. Z 3el
19.5 Reallocate funds for Juvenile Academy and Juvenile Detention
Motion: Approve , Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley ,
Mallard . Peters . Wassermann .
20. Personnel Change of Status.
Personnel Action Forms
U- Item 20.odf
A copy of the Personnel Change of Status requests 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 .
21. Payment of Claims.
fta'-- Claims Sheet.odf
ILL BILL LIST 02.18.14.odf
7118662 through 7118861
Motion: Approve , Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena ,
Cauley, Mallard , Peters , Wassermann .
22. Acknowledgement of Mental Health Mental Retardation Authority of Brazos Valley's
Annual Financial Report for the Year Ended August 31, 2013.
U Item 22.0 f
The Court acknowledged receipt of the annual audit for FY 2013 submitted by the
Mental Health Mental Retardation Authority of Brazos Valley.
23. Acknowledgement of the 2013 Racial Profiling Report for Brazos County Constable, Pct.
1.
V.:-; Item 23.odf
The Court acknowledged receipt of the Partial Exemption Racial Profiling Report
submitted by the office of Constable, Precinct 1.
24. Sheriffs report on inmate population.
Wayne Dicky, Jail Adminstrator stated there were 602 inmates in jail, 55 have electronic
monitors and 6 are pending for monitors.
25. Announcement of interest items and possible future agenda topics.
There were no announcements.
26. Call for Citizen input and /or concerns.
There was no citizen's input.
At 10:23 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, exchange,
lease, or value of real property as allowed under Section 551.072 of the Texas
Government Code. The following individuals were asked to stay for the meeting:
Vol. 197 Pg. 2 .35�
Candy Gallego, Executive Assistant
Kendra Suhling, Civil Counsel
At 10:56 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.
27. Adjourn.
Vol. 197 Pg. Z 3 6
The foregoing minutes of the Commissioners Court meeting held February 18, 2014 have
been examined and are approved in open Court this day of
l,U % , 2014, in Bryan, Brazos County, Texas.
Duane Peters
County Judge
/_9 -
y C ena
Commisgioner, Precinct 2
Commissioner, Precinct 4
Attest:
Karen McQueen
County Clerk
Vol. 197 pg. j�
Lloy assermann
Commissioner, Precinct 1
Kenny Mallard
Commissioner, recinct 3
r
BRAZOS COUNTY COMMISSIONERS COURT
MEETING ON L-6 p.a I ` k 200 *AT Q: ( )0, vi
Name
Organization /Dep .anment
S�� I I� Vesz I
w 03
nl
CL
Vol. 197 Pg. �3
i
I
r
BRAZOS COUNTY COMMISSIONERS COURT
MEETING ON (�� ,y 2 004AT 16,004M
Name
Organization /Dep
y
-,p4ment
�uv�,G�t
GU
v�
CL-
v vim- %J
`SV
Vol. 197 Pg. 23
,I
RESOLUTION OF BRAZOS COUNTY COMMISSIONERS COURT
RELATING TO APPROVAL OF THE
BRAZOS COUNTY HEALTH FACILITIES DEVELOPMENT CORPORATION
REFUNDING REVENUE BONDS (ST. JOSEPH REGIONAL HEALTH CENTER),
SERIES 2014 A
WHEREAS, the creation of the Brazos County Health Facilities Development
Corporation (the "Issuer') was authorized by a resolution of the Brazos County Commissioners
Court ( "Brazos County") on January 11, 1982, in accordance with the provisions of the Health
Facilities Development Act, Chapter 221, Texas Health & Safety Code (formerly Article 1528j,
V.A.T.C.S.), as amended; and
WHEREAS, Section 1.3(c) of the Bylaws of the Issuer provides that as a condition
precedent to the issuance of obligations, the Issuer must obtain the approval of the issuance of
such obligations by written resolution of the Commissioners Court of Brazos County; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code "), requires that the Commissioners Court of Brazos County approve the Bonds described
below to be issued by the Issuer on behalf of Brazos County, Texas for the purposes set forth in
the resolution of the Issuer hereinafter described; and
WHEREAS, the Issuer intends to issue its Brazos County Health Facilities Development
Corporation Refunding Revenue Bonds (St. Joseph Regional Health Center), Series 2014 A (the
"Bonds "), pursuant to the resolution of the Issuer attached hereto as Attachment A and made a
part hereof; and
WHEREAS, the Bonds are being issued for the purpose of (i) refunding outstanding
bonds of the Issuer in advance of their maturities to obtain a debt service savings, and (ii) paying
certain issuance costs in connection with the Bonds; and
WHEREAS, Brazos County finds and determines it is necessary and advisable that this
Resolution be adopted.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS COURT OF
BRAZOS COUNTY, TEXAS:
1. That the issuance of the Bonds by the Issuer is hereby approved in accordance
with the Bylaws of the Issuer.
APPROVED AND SUBMITTED this 18th day of February, 2014.
ATTESTED by:
Vol. 197 Pg. 7 /0
ATTACHMENT A
Vol. 197 Pg. O`//
RESOLUTION
BY THE BOARD OF DIRECTORS OF
BRAZOS COUNTY HEALTH FACILITIES DEVELOPMENT CORPORATION
RELATING TO THE ISSUANCE OF
BRAZOS COUNTY HEALTH FACILITIES DEVELOPMENT CORPORATION
REFUNDING REVENUE BONDS (ST. JOSEPH REGIONAL HEALTH CENTER),
SERIES 2014 A
WHEREAS, Brazos County Health Facilities Development Corporation (the "Issuer ")
has been created and organized in accordance with the provisions of the Health Facilities
Development Act, Chapter 221, Texas Health & Safety Code (formerly article 1528j,
V.A.T.C.S.) (the "Act'), with powers to provide, expand, and improve health facilities (as
defined in the Act); and
WHEREAS, the Issuer is authorized by the Act to make secured and unsecured loans for
the purpose of providing temporary or permanent financing or refinancing of all or part of the
cost of health facilities, and to charge and collect interest on such loans for such loan payments
upon such,terms and conditions as the Board of Directors of the Issuer may deem, advisable and
as are not in conflict with the provisions of the Act; and
WHEREAS, the Issuer is authorized by the Act to issue its bonds, the proceeds of which
may be used for the making of a loan in the amount of all or part of the cost of financing or
refinancing health facilities and
WHEREAS, the Issuer is authorized by the Act to pledge all or any part of the revenues
realized from a loan made by the Issuer to finance or refinance in whole or in part health
facilities, or any other revenues as may be provided by a user of a health facility, to secure any
one or more of the principal payments of bonds authorized under the Act, and the interest and
redemption premiums, if any, thereon; and
WHEREAS, the Issuer is authorized by the Act to make and execute contracts and other
instruments necessary or convenient to the exercise of any of the powers granted in the Act; and
WHEREAS, the Issuer is authorized by the Act to have and exercise all powers necessary
or appropriate to effect any or all of the purposes for which the Issuer is organized; and
WHEREAS, as requested by the Borrower and based upon the Letter of Representation
and Indemnification from Sylvania Franciscan Health (formerly known as Franciscan Health
Corporation) and the Borrower to the Issuer, of even date herewith, and attached as Exhibit A
hereto, the Board of Directors of the Issuer has determined to issue a series of its bonds entitled
"Brazos County Health Facilities Development Corporation Refunding Revenue Bonds (St.
Joseph Regional Health Center), Series 2014 A" (the "Series 2014 A Bands ") and to loan the
proceeds thereof to St. Joseph Regional Health Center for the payment of all or part of the cost of
financing health facilities in and around the County of Brazos, Texas and in the State of Texas.
3
Vol. 197 Pg. Z
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE
BRAZOS COUNTY HEALTH FACILITIES DEVELOPMENT CORPORATION:
1. That, the Board of Directors of the Issuer hereby determines that the refinancing
of all or a portion of the Issuer's Sylvania Franciscan Health (formerly known as Franciscan
Services Corporation) Obligated Group Revenue Bonds Series 2002, the proceeds of which were
used to finance or refinance the cost of the construction, acquisition and equipping of healthcare
facilities for St. Joseph Regional Health, to be financed with the proceeds of Series 2014 A
Bonds, in an amount not to exceed $27,500,000.00, is needed for the purpose of improving the
adequacy, cost, and accessibility of health care, research, and education within the State of
Texas.
2. That, the Board of Directors of the Issuer hereby determines that the refinancing
is required, necessary, or convenient to the health care, research, and education within the State
of Texas.
3. That, the Board of Directors of the Issuer hereby declares its intent to issue the
Series 2014 A Bonds and to loan the proceeds thereof to St. Joseph Regional Health Center for
the payment of all or a part of the cost of financing or refinancing health facilities in and around
the County of Brazos, Texas and in the State of Texas.
4. That, in order to secure the payment of the principal of and interest on the Series
2014 A Bonds, and to prescribe the terms and conditions upon which such Series 2014 A Bonds
are to be secured, issued, executed, authenticated, accepted, delivered, and held, the President
and Vice- President of the Issuer are hereby authorized and directed to execute, acknowledge, and
deliver an Indenture of Trust (Bond Indenture), dated as of March 1, 2014 (the "Series 1014 A
Bond Indenture ") and the Secretary or Assistant Secretary of the Issuer is hereby authorized to
affix thereto and attest the, corporate seal and acknowledge the same, and said officers of the
Issuer are hereby authorized and directed to cause the Series 2014 A Bond Indenture to be
accepted, executed, and acknowledged by Wells Fargo Bank Texas, N.A., as trustee (the
"Trustee ").
5. That, the form of the Series 2014 A Bond Indenture which constitutes part of this
Resolution shall be substantially the form attached hereto as Exhibit B but with such changes
therein as the officers of the Issuer executing such document shall approve, their execution
thereof being deemed conclusive of their approval of any such changes.
6. That, the issuance of "Brazos County Health Facilities Development Corporation
Refunding Revenue Bonds (St. Joseph Regional Health Center), Series 2014 A in the maximum
aggregate principal amount not to exceed $27,500,000.00, is hereby authorized with the final
amount to be determined by Bank as described below.
7. That, the sale of the Series 2014 A Bonds to Filth Third Bank (the "Bank "), at a
private negotiated sale pursuant to a Bond Purchase Agreement between the Issuer and the Bank
for cash at the price to be set forth in the Bond Purchase Agreement, plus accrued interest to the
date of delivery, upon the other terms and conditions set forth in such Bond Purchase Agreement
is hereby authorized, ratified, and confirmed.
:I
Vol. 197 Pg. 0 �3
8. That, the President or the Vice - President of the Issuer is hereby authorized and
directed to execute and deliver the Bond Purchase Agreement, and the Secretary or the Assistant
Secretary of the Issuer is hereby authorized to affix thereto and attest the corporate seal of the
Issuer and acknowledge the same. That, the form of the Bond Purchase Agreement which
constitutes part of this Resolution shall be in substantially the form attached hereto as Exhibit C,
but with such changes therein as the officers of the Issuer executing such document shall
approve, their execution thereof being deemed conclusive of their approval of any such changes.
9. That, the Bank is hereby authorized to complete the Bond Purchase Agreement to
set forth the principal amount, interest rate and price or yield of the Series 2014 A Bonds, subject
to the limitations that: (a) the Bond Purchase Agreement as completed shall be approved by the
officer of St. Joseph Regional Health Center executing the Bond Purchase Agreement, such
approval to be conclusively evidenced by such officer's execution thereof; (b) the aggregate
principal amount of the Series 2014 A Bonds shall not exceed $27,500,000.00; and (c) the "net
interest cost" with respect to the Series 2014 A Bonds shall not exceed the net interest cost
permitted by Section 1204 of the Government Code.
10. That, the President or Vice - President of the Issuer is hereby authorized and
directed to execute and deliver the Loan Agreement relating to the Series 2014 A Bonds by and
between the Issuer and St. Joseph Regional Health Center dated as of March 1, 2014 (the "Loan
Agreement'), and the Secretary or Assistant Secretary of the Issuer is hereby authorized to affix
thereto and attest the corporation seal of the Issuer and acknowledge the same.
11. That, the form of the Loan Agreement which constitutes part of this Resolution
shall be in substantially the form attached hereto as Exhibit D but with such changes therein as
the officers of the Issuer executing such Loan Agreement shall approve, their execution thereof
being deemed conclusive of their approval of any such changes.
12. That, the Trustee is hereby appointed as Paying Agent under the Indenture.
13. That, the President or the Vice President of the Issuer is hereby authorized to
execute and deliver the Tax Regulatory Agreement dated as of March 1, 2014, among the Issuer,
St. Joseph Regional Health Center, and the Trustee described above, and the Secretary or the
Assistant Secretary of the Issuer is hereby authorized to affix thereto and attest the corporation
seal of the Issuer and acknowledge the same, substantially in the form set forth as Exhibit E
hereto, but with such changes as the officers of the Issuer executing such document shall
approve, their execution thereof being deemed conclusive of their approval of any such changes.
14. That, the President of the Issuer is hereby authorized to have control of the Series
2014 A Bonds issued hereunder and all necessary records and proceedings pertaining to the
Series 2014 A Bonds pending their delivery and the investigation, examination, and approval by
the Attorney General of the State of Texas (the "Attorney Generar'), and their registration by the
Comptroller of the Public Accounts of the State of Texas. Upon registration of the Series 2014
A Bonds, said Comptroller of Public Accounts (or a deputy designated in writing to act for said
Comptroller) shall manually sign the Comptroller's Registration Certificate on the Series 2014 A
Bonds, and the seal of said Comptroller shall be impressed, or placed in facsimile, on the Series
2014 A Bonds. The approving legal opinion of the Issuer's Bond Counsel and any assigned
5
Vol. 197 Pg. Z�
CUSIP numbers may, at the option of the Issuer, be printed on Series 2014 A Bonds or on any
Series 2014 A Bonds issued and delivered in conversion of and exchange or replacement of any
Bond, but neither shall have any legal effect, and shall be solely for the convenience and
information of the registered owners of the Series 2014 A Bonds.
15. That, the officers of the Issuer are hereby authorized to take or cause to be taken
all action necessary or advisable in connection with the issuance, sale, and delivery of the Series
2014 A Bonds, including the execution of financing statements, supplemental insurance
agreements, certificates, investment instructions, instruments, and documents related thereto, and
all such action heretofore taken is hereby ratified and confirmed.
16. That, all orders, resolutions, or other actions or parts thereof of the Board of
Directors of the Issuer in conflict herewith are hereby expressly repealed. After the Series 2014
A Bonds are issued, this Resolution shall be and remain unrepealable until the Series 2014 A
Bonds and interest thereon shall have been fully paid, canceled, and discharged.
10074352v.1
Vol. 197 Pg.
Brazos County Commissioners Court
Brazos County Courthouse
200 S. Texas Ave., Ste. 310
Bryan, TX 77803
Re:
County Judge and Commissioners:
Refunding Revenue Bonds (St. Joseph
Regional Health Center), Series 2014 A
Pursuant to Section 221.062 of the Health Facilities Development Act, Texas Health &
Safety Code (formerly Section 4.03, Article 1528j, V.A.T.C.S.)(the "Act "), the Act under which
the Brazos County Commissioners Court created the Brazos County Health Facilities
Development Corporation, notice is hereby given that the Brazos County Health Facilities
Development Corporation intends to issue the above- captioned bonds (the "Series 2014 A
Bonds ") for the purpose of the refinancing of all or a portion of the Brazos County Health
Facilities Development Corporation Franciscan Services Corporation Obligated Group Revenue
Bonds Series 2002 for St. Joseph Regional Health Center, a Texas non -profit corporation (the
"Hospital "), The anticipated size of the proposed issue of the Series 2014 A Bonds is not to
exceed $27,500,000.00. The Hospital is located at 2801 Franciscan Drive, Bryan, Texas. The
necessity for the issuance of the Series 2014 A Bonds is to help the Hospital realize saving on
debt service, which will assist it in the maintenance of public health and the provision of health
facilities for the promotion and development of health care, all for the public purpose of
promoting the health and welfare of the citizens of Brazos County, Texas, and the citizens of the
State of Texas, and for the purpose of improving the adequacy, cost and accessibility of the
health care, research and education within this State.
The proposed Series 2014 A Bonds will be issued not less than fourteen (14) days from
the date of filing of this letter.
'Tat{ � ft,iling
10073463v.1
Sincerely,
BRAZOS COUNTY HEALTH FACILITIES
DEVELOPMENT CORPORATION
By:
Kenny Mallar& lPresident
February 18. 2014
Vol. 197 Pg. �,7 qe�6
GENERAL CERTIFICATE OF
BRAZOSCOUNTY
We, the undersigned officers of the Commissioners Court of Brazos County hereby
certify that:
1. The Commissioners Court of said County convened in SPECIAL TERM ON
THE 18th DAY OF FEBRUARY, 2014, at the designated meeting place, and the roll was called
of the duly constituted members of said Commissioners Court, to -wit:
Duane Peters, County Judge Sammy Catalena
Kenny Mallard Lloyd Wassermann
Irma Cauley
and all of said persons were present, except the following absentees: N/A and
N/A , thus constituting a quorum. Whereupon, among other business, the
following was transacted at said Meeting: a written
RESOLUTION OF BRAZOS COUNTY COMMISSIONERS COURT
RELATING TO THE APPROVAL OF THE
BRAZOS COUNTY HEALTH FACILITIES DEVELOPMENT CORPORATION
REFUNDING REVENUE BONDS (ST. JOSEPH REGIONAL HEALTH CENTER),
SERIES 2014 A
was duly introduced for the consideration of said Commissioners Court and read in full. It was
then duly moved and seconded that said Resolution be adopted; and, after due discussion, said
motion, carrying with it the adoption of said Resolution, prevailed and carried by the following
vote:
AYES: All members of said Commissioners Court shown present
above voted "Aye"
NOES: -0-
ABSTENTIONS: -0-
2. A true, full, and correct copy of the aforesaid Resolution adopted at the Meeting
described in the above and foregoing paragraph is attached hereto as Exhibit A; said Resolution
has been duly recorded in said Commissioners Court minutes of said Meeting; the above and
foregoing paragraph is a true, full, and correct excerpt from said Commissioners Court minutes
of said Meeting pertaining to the adoption of said Resolution; the persons named in the above
and foregoing paragraph are the duly chosen, qualified, and acting officers and members of said
Commissioners Court as indicated therein; and each of the officers and members of said
Commissioners Court was duly and sufficiently notified, officially and personally, in advance, of
the time, place, and purpose of the aforesaid Meeting and that said Resolution would be
introduced and considered for adoption at said Meeting, and each of said officers and members
consented, in advance, to the holding of said Meeting for such purpose; and said Meeting was
9976260v.6
General Certificate of Brazos County -I-
Vol. 197 Pg. Z. �%
open to the public, and public notice of the time, place, and purpose of said Meeting was given,
all as required by Chapter 551 of the Texas Government Code.
3. A true, correct, and accurate copy of the information filed by the Brazos County
Health Facilities Development Corporation (hereinafter called the "Corporation ") with the
Commissioners Court of said County on the 18th day of February, 2014, pursuant to Section
221.062 of the Health Facilities Development Act, related to the issuance of the Brazos County
Health Facilities Development Corporation Refunding Revenue Bonds (St. Joseph Regional
Health Center), Series 2014 A (hereinafter called the "Bonds "), is attached hereto as Exhibit B.
4. True, correct, and accurate copies of the resolution(s) of the Commissioners Court
of Brazos County approving the bylaws of the Corporation and all amendments thereto, if any,
are attached hereto as Exhibit C.
5. According to the official records of the Commissioners Court of said County, the
current directors of the Corporation appointed by such Commissioners Court are: Duane Peters,
Kenny Mallard, Irma Cauley, Sammy Catalena and Lloyd Wassermann.
6. No action has been taken by the Commissioners Court of said County pursuant to
Section 221.035 of the Health Facilities Development Act or otherwise to limit the effectiveness
of the resolution adopted by the Board of Directors of the Corporation authorizing the issuance
of the Bonds or affect the transaction represented by the Bonds.
7. The Attorney General of the State of Texas (the "Attorney Generar') is hereby
authorized to date this certificate on and as of the date of his approval of the Bonds, and this
certificate and the matters herein certified shall be deemed for all purposes to be true, accurate,
and correct on and as of that date, and on and as of the Closing Date, unless an authorized officer
of Brazos County shall notify the Attorney General, the Trustee for the Bonds, and the
Corporation in writing or by telephone, telegraph, or telecopier to the contrary prior to either of
such dates.
the _ day of 2014.
D&W Peters, County TOV,
Commissioners Court
9976260v.6
General Certificate of Brazos County -2-
Vol. 197 Pg. Z�
§k
�k
�
|� !
|
|} �
.�
:k«
2!!
! ƒi
u <
/
§ �
i
k f
@ �
/
/
\/
\
3
\
\ /
k�\
!)/
%
k
�
/
�
)
§
&wnem��
� f
k � .
■ f
■ !
;
k �
| �
\ \ %
\ 7 ƒ
\ / �
* * f
/ / k
k \
° ±
/ \ \
$ /
u u §
j§
r r)
$ } )ƒ
■ j
§
�
-
9�Amp• �..
�
\
CL
,A
)
■
§
(
,
(
.
((d�
;z��
u
up);
!
\
�
:k«
2!!
! ƒi
u <
/
§ �
i
k f
@ �
/
/
\/
\
3
\
\ /
k�\
!)/
%
k
�
/
�
)
§
&wnem��
� f
k � .
■ f
■ !
;
k �
| �
\ \ %
\ 7 ƒ
\ / �
* * f
/ / k
k \
° ±
/ \ \
$ /
u u §
j§
r r)
$ } )ƒ
■ j
§
�
-
9�Amp• �..
�
\
CL
,A
)
■
§
(
,
it
AGREEMENT BETWEEN COUNTY AND ENGINEER
THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES; CONSULTATION
WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS COMPLETION OR
MODIFICATION.
THIS AGREEMENT is made on the 18 day of February , 2014,
Between the COUNTY: BRAZOS COUNTY, TEXAS
c/o Brazos County Commissioners' Court
Attention: County Judge
200 South Texas Ave., Ste. 332
Bryan, Texas 77803
and the ENGINEER: Mitchell & Morgan
511 University Dr. East, Ste. 204
College Station TX 77840
for the following PROJECT: Professional Engineering and Surveying Services for
review and recommend modifications to the County subdivision
regulations
The COUNTY and ENGINEER agree as set forth below.
ARTICLE I
ENGINEER'S RESPONSIBILITY
1.1 ENGINEER'S SERVICE
1.1.1 The ENGINEER'S services consist of those services performed by the ENGINEER,
ENGINEER'S employees and the ENGINEER'S consultants as enumerated in Articles 2 and 3
of this Agreement.
1.1.2 The ENGINEER'S services shall be performed as expeditiously as is consistent with
professional skill and care and the orderly progress of the Work. The ENGINEER shall submit
for the COUNTY'S approval a schedule for the performance of the ENGINEER'S services
which may be adjusted as the Project proceeds and shall include allowances for periods of time
Agreement Between Comity and Engineer Vol. 197 Pg. Pap I of 10
�-S�
required for the COUNTY'S review and for approval of submissions by authorities having
jurisdiction over the Project. Time limits established by this schedule approved by the
COUNTY shall not, except for reasonable cause, be exceeded by the ENGINEER or the
COUNTY.
ARTICLE II
SCOPE OF ENGINEER'S BASIC SERVICES
2.1 DEFINITION
2.1.1 The ENGINEER'S Basic Services consist of those described in attached Exhibit "A" and
incorporated by reference hereto — SCOPE OF BASIC SERVICES TO BE PROVIDED BY
Mitchell & Morgan , TO BRAZOS COUNTY.
ARTICLE III
ADDITIONAL SERVICES
3.1 GENERAL
3.1.1 The services described in attached Exhibit "A" as Additional Services are not included in
the Basic Services. It is expressly understood and agreed that ENGINEER shall not furnish any
of the additional services without the prior written authorization of the COUNTY or the
COUNTY'S designee. The COUNTY shall have no obligation to pay for such additional
services, which have been performed without the prior written authorization of the COUNTY as
herein above provided.
3.1.2 Services which could possibly be required, but at the time of this Agreement were yet to
be determined and which are not included in the Basic Services or Additional Services as
identified and described in EXHIBIT "A ", shall be considered Contingent Additional Services.
A list of possible Contingent Additional Services that could be needed as the Project proceeds is
included at the end of Exhibit "A."
3.1.3 It is expressly understood and agreed that the ENGINEER shall not furnish any of the
Contingent Additional Services without the prior written authorization of the COUNTY or the
COUNTY'S designee. The COUNTY shall have no obligation to pay for such Contingent
Additional Services, which have been performed without the prior written authorization of the
COUNTY as herein above provided.
ARTICLE IV
COUNTY'S RESPONSIBILITY
4.1 The COUNTY shall provide full information regarding requirements for the Project,
including a program, which shall set forth the COUNTY's objective, schedules, constraints and
criteria.
4.2 The COUNTY shall establish and update an overall budget for the Project, including the
Construction Cost, the COUNTY'S other costs and reasonable contingencies related to all of
these costs.
Agreement Between County and Engineer Z-5-1 Page 2 of 10
Vol. 197 Pg.
4.3 The COUNTY shall designate a representative authorized to act on the COUNTY'S
behalf with respect to the Project. The COUNTY, or such authorized representative, shall render
decisions in a timely manner pertaining to documents submitted by the ENGINEER in order to
avoid unreasonable delay in the orderly and sequential progress of the ENGINEER'S service.
4.4 The COUNTY shall give prompt written notice to the ENGINEER if the COUNTY
becomes aware of any fault or defect in the Project or non - conformance with the contract
documents. Any delay by the COUNTY in providing said notice shall not constitute a waiver, a
bar or act to estop the COUNTY from exercising any of its rights under this contract.
4.5 Examine all studies, reports, sketches, drawings, specifications, proposals and other
documents presented by the ENGINEER, obtain advice of an attorney, insurance counselor and
other consultants as the COUNTY deems appropriate for such examination and render in writing
decisions pertaining thereto within a reasonable time so as not to delay the services of the
ENGINEER.
4.6 The proposed language of certificates or certifications requested of the ENGINEER or
the ENGINEER'S consultants shall be submitted to the ENGINEER for review and approval at
least 14 days prior to execution. The COUNTY shall not request certifications that would
require knowledge or services beyond the scope of this Agreement.
4.7 The COUNTY shall also provide those specific items identified in the attached Exhibit A
incorporated by reference hereto — ITEMS TO BE PROVIDED BY THE COUNTY TO THE
ENGINEER.
ARTICLE V
CONSTRUCTION COST
5.1 DEFINITION
5.1.1 The Construction Cost shall be the total cost or estimated cost to the COUNTY of all
elements of the Project designed or specified by the ENGINEER.
5.1.2 The Construction Cost shall include the cost at current market rates of labor and materials
furnished by the COUNTY and equipment designed, specified, selected or specially provided by
the ENGINEER, plus a reasonable allowance for the Contractor's overhead and profit. In
addition, a reasonable allowance for contingencies shall be included for market conditions at the
time of bidding and for changes in the work during construction.
5.1.3 Construction Cost does not include the compensation of the ENGINEER and the
ENGINEER'S consultants, the costs of the land, right -of -way, financing or other costs which are
the responsibility of the COUNTY.
5.2 RESPONSIBILITY FOR CONSTRUCTION COSTS
5.2.1 Evaluations of the COUNTY'S Project budget, preliminary estimates of Construction
Cost and detailed estimates of Construction Cost, if any, prepared by the ENGINEER, represent
the ENGINEER'S best judgment as a design professional familiar with the construction industry.
It is recognized, however, that neither the ENGINEER nor the COUNTY has control over the
cost of labor, materials or equipment, over the Contractor's methods of determining bid prices,
Agreement Between County and Engineer Page 3 of 10
Vol. 197 pg. ZSz
or over competitive bidding, market or negotiating conditions. Accordingly, the ENGINEER
cannot and does not warrant or represent that bids or negotiated prices will not vary from the
COUNTY'S Project budget or from any estimate of Construction Cost or evaluation prepared or
agreed to by the ENGINEER.
ARTICLE VI
USE OF ENGINEER'S DRAWINGS, SPECIFICATIONS AND OTHER DOCUMENTS
6.1 The COUNTY shall be the absolute and unqualified owner of all drawings, preliminary
layouts, record drawings, sketches and other documents prepared pursuant to this Agreement by
the ENGINEER with the same force and effect as if the COUNTY prepared same. Copies of
complete or partially completed mylar reproducible, preliminary layouts, record drawings,
sketches and other documents prepared pursuant to this Agreement shall be delivered to the
COUNTY when and if this Agreement is terminated or upon completion of this Agreement,
whichever occurs first. The ENGINEER may retain one set of reproducible copies of the
documents and these copies shall be for the ENGINEER'S sole use in preparation of studies or
reports for the COUNTY. The ENGINEER is expressly prohibited from selling, licensing, or
otherwise marketing or donating these documents, or using the documents in preparation of other
work for any other client, without the prior express written permission of the COUNTY.
6.2 All documents including reports, drawings and specifications prepared by the
ENGINEER pursuant to this Agreement are instruments of service in respect of the Project.
They are not intended or represented to be suitable for reuse by the COUNTY or others on
extensions of the Project or on any other project. Any reuse without written verification or
adaptation by the ENGINEER for the specific purposes intended will be at the COUNTY'S sole
risk and without liability or legal exposure to the ENGINEER. Any such verification or
adaptation will entitle the ENGINEER to further compensation at rates to be agreed upon by the
COUNTY and the ENGINEER.
6.3 Submission or distribution of documents to meet official regulatory requirements or for
similar purposes in connection with the Project is not to be construed as publication in
derogation of the ENGINEER'S reserved rights.
ARTICLE VII
TERMINATION, SUSPENSION OR ABANDONMENT
7.1 This Agreement may be terminated by either party upon not less than fourteen (14) days
written notice should the other party fail to substantially perform in accordance with the terms of
this Agreement through no fault of the party initiating the termination.
7.2 If the COUNTY suspends the Project for more than thirty (30) consecutive days, the
ENGINEER shall be compensated for services performed prior to notice of such suspension.
7.3 This Agreement may be terminated by the COUNTY upon not less than fourteen (14)
days written notice to the ENGINEER in the event that the Project is permanently abandoned. If
the COUNTY abandons the Project for more than ninety (90) consecutive days, the ENGINEER
may terminate this Agreement by giving written notice.
Agreement Between County and Engineer Page 4 of 10
Vol. 197 Pg. 0
7.4 If the COUNTY fails to give prompt written authorization to proceed with any phase of
services after completion of the immediately preceding phase, the ENGINEER may, after giving
seven (7) days written notice to the COUNTY, suspend services under this Agreement.
7.5 Failure of the COUNTY to make payments to the ENGINEER in accordance with this
Agreement shall be considered substantial nonperformance and cause for termination.
7.6 If the COUNTY fails to make payment when due to the ENGINEER for services and
expenses, the ENGINEER may, upon seven (7) days written notice to the COUNTY, suspend
performance of services under this Agreement. Unless the ENGINEER receives payment in full
within seven (7) days of the date of the notice, the suspension shall take effect without further
notice. In the event of a suspension of services, the ENGINEER shall have no liability to the
COUNTY for delay or damage caused by the COUNTY because of suspension of services.
7.7 In the event of termination that is not the fault of the ENGINEER, the ENGINEER shall
be compensated for services performed prior to termination, together with Reimbursable
Expenses, if any, then due.
ARTICLE VIII
MISCELLANEOUS PROVISIONS
8.1 Unless otherwise provided, this Agreement shall be governed by the law of the principal
place of business of the COUNTY. Venue for any dispute or disagreement regarding the terms
of this Agreement shall be in Brazos County, Texas.
8.2 Causes of action between the parties to this Agreement pertaining to acts or failures to act
shall be deemed to have accrued and the applicable statutes of limitation shall commence to run
not later than either the date of Substantial Completion, or the date of issuance of the final
Certificate for Payment for acts or failures to act occurring after Substantial Completion.
8.3 The COUNTY and the ENGINEER, respectively, bind themselves, their partners,
successors, assigns and legal representatives to the other party to this Agreement and to the
partners, successors, assigns and legal representative of such other party with respect to all
covenants of this Agreement. Neither the COUNTY nor the ENGINEER shall assign this
Agreement without the express written consent of the other party.
8.4 This Agreement represents the entire integrated agreement between the COUNTY and
the ENGINEER and supersedes all prior negotiations, representations or agreements, either
written or oral. This Agreement may be amended only by written instrument signed by both the
COUNTY and the ENGINEER.
8.5 Nothing contained in this Agreement shall create a contractual relationship with or a
cause of action in favor of a third party against either the COUNTY or the ENGINEER.
8.6 Unless otherwise provided for in this Agreement, the ENGINEER and the ENGINEER'S
consultants have no responsibility for the discovery, presence, handling, removal or disposal of,
or exposure of persons to, hazardous materials in any form at the Project site, including but not
limited to asbestos, asbestos products, polychlorinated biphenyl (PCB) or other toxic substances.
Agreement Between County and Engineer Page 5 of 10
Vol. 197 Pg. 0-5-e
8.7 The ENGINEER shall have the right to include representations of the design of the
Project, including photographs, among the ENGINEER'S promotional professional materials.
The ENGINEER'S materials shall not include the COUNTY'S confidential or proprietary
information, if the COUNTY has previously advised the ENGINEER in writing of the specific
information considered by the COUNTY to be confidential or proprietary.
8.8 COMPLIANCE AND STANDARDS. The ENGINEER agrees to perform the work
hereunder in accordance with generally accepted standards applicable thereto, and shall use that
degree of care and skill commensurate with the engineering profession to comply with all
applicable state, federal and local laws, ordinances, rules and regulations relating to the work to
be performed hereunder and the ENGINEER'S performance.
8.9 SURVEYING SERVICES: In accordance with the Professional Land Surveying
Practices Act of 1989, the COUNTY is informed that any complaints about surveying services
may be forwarded to the Texas Board of Professional Land Surveying, 7701 North Lamar, Suite
400, Austin, Texas 78752, (512) 452 -9427.
8.10 INDEMNIFICATION: ENGINEER shall save and hold harmless the COUNTY from
and against any and all claims and liability due to activities of the ENGINEER, its agents or
employees, performed under this Agreement and which result from any negligent act, error, or
omission of the ENGINEER, or of any person employed by the ENGINEER. The ENGINEER
shall also save harmless the COUNTY from and against any and all expenses, including
attorney's fees which might be incurred by the COUNTY in litigation, or otherwise, resisting
said claims or liabilities which might be imposed on the COUNTY as the result of such activities
by the ENGINEER, its agents or employees.
8.11 LIQUIDATED DAMAGES: It is acknowledged that the ENGINEER's failure to
achieve substantial completion of the Work within the Contract Time provided by the Contract
Documents will cause the COUNTY to incur substantial economic damages and losses of types
and in amounts which are impossible to compute and ascertain with certainty as a basis for
recovery by the COUNTY of actual damages, and that liquidated damages represent a fair,
reasonable and appropriate estimate thereof. Accordingly, in lieu of actual damages for such
delay, the ENGINEER agrees that liquidated damages may be assessed and recovered by the
COUNTY as against ENGINEER and its Surety, in the event of delayed completion and without
the COUNTY being required to present any evidence of the amount or character of actual
damages sustained by reason thereof; therefore ENGINEER shall be liable to the COUNTY for
payment of liquidated damages in the amount of $0 for each
day that Substantial Completion is delayed beyond the Contract Time as adjusted for time
extensions provided by the Contract Documents. Such liquidated damages are intended to
represent estimated actual damages and are not intended as a penalty, and ENGINEER shall pay
them to COUNTY without limiting COUNTY's right to terminate this agreement for default as
provided elsewhere herein.
ARTICLE IX
PAYMENTS TO THE ENGINEER
9.1 PAYMENTS ON ACCOUNT OF BASIC SERVICES
Agreement Between County and Engineer Page 6 of 10
Vol. 197 Pg. �S S
9.1.1 Upon approval by the COUNTY, or the COUNTY'S designee, payment for Basic
Services shall be made monthly and shall be in proportion to services performed that month
within each phase of service.
9.2 PAYMENTS ON ACCOUNT OF ADDITIONAL SERVICES
9.2.1 Upon approval by the COUNTY or the COUNTY'S designee of the ENGINEER'S
statement of services rendered or expenses incurred, payment on account of the ENGINEER'S
Additional Services and for Reimbursable Expenses shall be made monthly.
9.3 PAYMENTS WITHHELD
9.3.1 No deductions shall be made from the ENGINEER'S compensation on account of
penalty, liquidated damages or other sums withheld from payments to Contractors, or on account
of the cost of changes in the Work other than those for which the ENGINEER has been found to
be liable.
9.4 ENGINEER'S ACCOUNTING RECORDS
9.4.1 Records of Reimbursable Expenses pertaining to Additional Services and services
performed on an hourly basis shall be available to the COUNTY or the COUNTY'S authorized
representative at mutually convenient times.
9.5 LIMIT OF APROPRIATION
9.5.1 Prior to the execution of this Agreement, the ENGINEER has been advised by the
COUNTY and the ENGINEER fully understand and agrees, such understanding and agreement
being of the absolute essence to this Agreement, that the total maximum compensation that
ENGINEER may become entitled to hereunder, and the total maximum sum that the COUNTY
shall become liable to pay to the ENGINEER hereunder, shall not, under any conditions,
circumstances or interpretations hereof, exceed the sum certified as available by the County
Auditor in the Auditor's Certificate attached hereto.
ARTICLE X
BASIS OF COMPENSATION
The COUNTY shall compensate the ENGINEER from funds obtained through current revenue
of Brazos County as follows:
10.1 BASIC COMPENSATION
10.1.1 For Basic Services, as described in Article 2, Basic Compensation shall be computed as
follows:
In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF
FEES.
Agreement Between County and Engineer Page 7 of 10
Vol. 197 Pg. Z��
10.2 COMPENSATION FOR ADDITIONAL SERVICES
10.2.1 For Additional Services of the ENGINEER, as described in Article 3, compensation shall
be computed as follows:
In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF
FEES.
10.3 COMPENSATION FOR CONTINGENT ADDITIONAL SERVICES
10.3.1 For Contingent Additional Services of the ENGINEER, as described in Article 3,
compensation shall be computed as follows:
In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF
FEES.
10.3.2 Payments shall be made by the COUNTY in accordance with Texas Government Code
Chapter 2251. The COUNTY shall pay the ENGINEER'S statement as approved by the
COUNTY's designee within thirty (30) days after the COUNTY'S designee's approval of the
same, provided that the approval or payment of any such statement shall not be considered to be
evidence of performance by the ENGINEER to the point indicated by such statement or of
receipt or acceptance by the COUNTY of the work covered by such statement.
ARTICLE XI
OTHER CONDITIONS OR SERVICES
111 INSURANCE
11.1.1 The ENGINEER shall file with the COUNTY a Certificate of Errors and Omissions
Insurance having minimum limits of One Million and No /100 Dollars ($1,000,000.00) for each
occurrence and annual One Million and No /100 Dollars ($1,000,000.00) aggregate. Such Errors
and Omissions Insurance shall have a deductible not in excess of Two Hundred Thousand and
No /100 Dollars ($200,000.00) self - insured. Such Certificate shall bear the endorsement 'Riot to
be canceled without thirty (30) days prior notice to BRAZOS COUNTY, TEXAS." The
ENGINEER shall maintain the Errors and Omissions Insurance at all times this Agreement is in
effect and for a period of five (5) years after completion of the Project. Failure to maintain the
required insurance shall be deemed to be a material breach of this Agreement.
11.1.2 The ENGINEER shall also provide Worker's Compensation, automobile and
comprehensive general liability policies. The ENGINEER shall deliver the insurance certificates
to the COUNTY. The coverage provided herein shall contain an endorsement providing thirty
(30) days notice to the COUNTY prior to any cancellation of coverage. Said coverage shall be
written by an insurer acceptable to the COUNTY and shall be in a form acceptable to the
COUNTY. If the ENGINEER has canceled or allowed to lapse any of these insurance policies
then the COUNTY may pay for such insurance and may hold the amount of such payment out of
the ENGINEER's fees or be otherwise reimbursed. Failure to maintain the required insurance
shall be deemed to be a material breach of this Agreement.
11.2 PERIODS OF SERVICE
Ag=nent Betwm County and Engineer page 8 of 10
Vol. 197 pg. �j%
11.2.1 The ENGINEER shall begin work immediately upon receipt of the Notice -to- Proceed in
writing by the COUNTY or the COUNTY's designee. The project will proceed according to the
schedule shown in Exhibit "A." The schedule makes certain assumptions regarding review
processes and other activities that are beyond the control of the ENGINEER.
11.2.2 Working days shall be defined as standard workdays between Monday and Friday,
exclusive of holidays.
11.2.3 This schedule assumes an orderly progression of the ENGINEER'S services. Delays
beyond the control of the ENGINEER may be cause for extension of this period of service, in
which case the ENGINEER shall submit in writing to the COUNTY its request for such
extensions a minimum of thirty (30) calendar days prior to the end of the affected service period.
11.2.4 If the COUNTY has requested significant modifications or changes in the general scope,
extent or character of the Project, the time or performance of the ENGINEER'S services shall be
adjusted equitably.
Agreement Between County and Engineer 'z ✓ U Page 9 or 19
Vol. 197 Pg.
This Agreement entered into as of the day and year first written above.
The undersigned officers and/or agents of the parties hereto are the properly authorized officials
and have the necessary authority to execute this Agreement on behalf of the parties hereto, and
each party hereby certifies to the other that any necessary resolution extending said authority
have been duly passed and are now in force and effect.
COUNTY, TEXAS
Duane Peters, County Judge
Acting by and through the authority of
the Brazos County Commissioners Court
Attest:
Approved as to Form:
sista Attorney
Agreement Between Cowry and Engineer
ENGINEERING FIRM
Vol. 197 Pa. 0-37
Page 10 of 10
1�Ir
BRAZOSCOUNTY
ROAD & BRIDGE DEPARTMENT 2617 W. Hwy 21
Bryan, Texas 77803
(979) 822 -2127
CONSULTANT PROPOSAL FORM
Date: of/Wm
Project /Limits: l3ra?os County Subdivision & Development Reg lu ations
Scope: A. Study — Draft Document
H. Presentation to Commissioners Court
C. Public Hearing
D. Final Document
Project No.: 2Qia -ooiPS
BASIC FEE
Contract Type: Stud & Report
Preliminary (40 %) El Design (4o %) E] Contract (5 %) ❑Construction (15 %) ❑
Construction Estimate with 15% contingency (does not include Traffic Signals, Traffic
Control, SWPPP, and Railroad Crossings). $000.000.00
Basic Fee per this Contract: Fixed Fee $
TOTAL FEE FOR PROJECT
00001151 0 • •
Additional Services $000.000,00
Vol. 197 Pg.
DESIGN CRITERIA
The following criteria shall be used and referenced in development of Subdivision
Regulations:
• Texas Local Government Code
• County Powers and Duties — Texas Attorney General's Office
• TxDOT Standard Specifications, 2004
• TxDOT Hydraulic Manual
• B /CS United Design Guidelines for Drainage
pRn ECT HISTORY /BACKGROUND
This project consists of the development and implementation of Brazos County
Subdivision and Development Regulations. The current regs in use by County were
implemented in 2000. A review and update utilizing current laws, policies and
specifications is needed. An emphasis on drainage criteria, storm water management,
pavement design standards, traffic impact analysis requirements and maintaining
countywide transportation mobility with development is desired. Implementation of
fees by Brazos County which are in -line with similar counties undergoing urbanization
will be needed.
SCOPE OF SERVICES
It is the County's intent that the design firm be involved for the full duration of the
preliminary draft development, preparation of the Commissioners Court through
Workshop Sessions, public hearing and comment; education of development
community (including City partners) and final implementation of the regulations. Basic
services to include the following:
r) Study and Preliminary Draft
a) Collect all applicable data and pertinent law to develop a draft set of Subdivision
Regulations for review by County. Subdivision Regulations will be of similar
detail as examples provided by County Engineer.
b) Attend a preliminary workshop with the County Commissioners Court to discuss
the project including introduction of the project team, discussion of additional
data requirements and alternatives to be considered.
2) Public Outreach and Public Hearing
a) Agency Coordination —Submit the revised draft to the appropriate entities, and
comply with any needed public hearings, comments needed to make draft into a
final order to be implemented by County.
3) After implementation — provide plat reviews, review of drainage reports, TIA's and
Pavement Designs on an On -Call Basis.
Vol. 197 Pg. Z( /
MITCHELL
January 15, 2014
R. Alan Munger, PE, CFM MORGAN
Brazos County Road & Bridge
2817 W. HWY 21
Bryan, Texas 77803
Re: Proposal for an Update to the Brazos County Subdivision and Development
Regulations
Dear Alan,
Thank you for the opportunity to propose professional services for the Update to the
Brazos County's Subdivision and Development Regulations. Please see below for our
itemized response to your requested questions regarding this project:
We understand that Brazos County is ready to move forward immediately with
this project. Mitchell & Morgan, LLP currently has several projects that we are
working on or starting in the near future. Our firm's total current workload is
approximately 65% capacity, while Veronica Morgan, the specific Project
Manager for this project, has a workload of 80 %, leaving 40% of her time
available for this project. We are confident we have the available time and
resources to complete this project within a reasonable timeframe, especially with
the addition of Natalie Ruiz, a senior planner with IPS Group. This is discussed
below in regards to changes to our original submitted team. Below is an itemized
list of our major projects that are currently underway, some nearing completion or
will start design soon:
a. Brazos County Tax Office — Office — Nearing Completion
b. Brazos County Mikulin Road - Roadway
c. Northpoint Crossing Phase II — Mixed use development
d. Pappadeaux's - Restaurant
e. The Domain at Northgate — Mixed use development
f. St. Joseph ED — Hospital Addition
g. Copper Fails — Office
h. Lakeway / Barron PER — Roadway Engineering Report — Nearing
Completion
i. Strategic Behavorial Health — Hospital / Office — Nearing Completion
j. Aon Fire Sprinkler Modifications — Texas A &M University Renovations
k. CSISD Elementary#9
I. 1 & GN - Drainage
2. There is one change that we would like to implement from our original Statement
of Qualifications (RFO #2013 -39). This is the addition of a Senior Planner to our
team for this project. We would like to utilize IPS Group, a notable planning firm
in the Bryan /College Station area that has extensive professional experience in
S i UNIVERSITY DRIVE EAST, SURE 104 • CCILLEGE STATION, T% 77640 • T 979260 6963 • : 979160 3564
CNILIMGINLIRING I MYDRAUICl MYMMMY - MMS - MM 9 +11AM5 • RILmY ad
WoOmd[hNlandmargmwm • , ma iellandmorgan mm
Vol. 197 Pg. �'�Z-
comprehensive planning, subdivision regulations, code development and public
involvement as well as development processing and project management.
We feel that one potential challenge in
timeframe for completion of
attached ScopeTmeframe/
that may effect this timefram
City of College Station, all
ample time to review the
modifications.
completing this project is the expected
lished this timeframe in the
ere are several challenges
with the City of Bryan, the
County's legal department
and department regulation
April. We have accomp
Fee exhibit, however, th
e, such as coordinating
while providing Brazos
proposed subdivision
4. Mitchell & Morgan, LLP does not currently have nor foresee any potential
conflicts of interest in regards to completely this project for Brazos County.
We have attached a document outlining the task timeframes, fees and payment
schedule for this project. It provides our fee schedule, monthly payment schedule and
projected timeline for this project. Our standard hourly rates are shown below.
Hourly Rates:
Sr. Professional Engineer — Development Coordinator
$150 1hr
Sr. Professional Design Engineer
$110 /hr
Sr. Planner
$100 1hr
EIT
$95 /hr
Drafting
$65 /hr
Administrative
$55 /hr
Invoices will be submitted monthly based on work completed during that month. We do
require a written Notice to Proceed in order to begin work. We look forward to working
with you on this project.
in erely,
Gl��iljv
Veronica J. . Mo PE, CFM
Managing Partner
Cc: File
Attachment - Proposal ScopeTmeframe /Fee Exhibit
Vol. 197 Pg. - -�-
Brazos County Subdivision Regulation Modifications
Review Other County Regulation Research (already compiled)
Review with Health Department Regulations to assure concurrence
Review Land SubdiAslon: A Practical Guide for Central Texas
Identify Items to be modiffed /updated
Compare Fee Structure to other Counties
Separate Design Guidelines from Subdivision Regulations
RessarchiRecommend Drainage Criteria addition
Research simplified plat process
Research adding TIA analysis to regulations
Review Floodplain Ordinance
Attend Commissioners Court workshop to discuss
Prallminary draft preparation
Review of Proposed Regulations with County Atty
Modifications per comments
Prepare DesIgn Guidelines
preparation Review Pavement Regulations
Preliminary draft
Review Meetings with City of Bryan
Review Meetings with City of College Station
Public Meeting to dlscuse proposed regulations
Compile Results from Public Meeting and Incorporate
Preparation of Final Regulations
Meeting with Commissioners Court to Adopt final Regulations 19-Apr
Preparation of Final Design Guidelines
Meeting with Staff to Discuss Final Design Guidelines
Modlficatfons per comments
194YOWIRS10: t �
1 -Mar $14,898.00
1 -Apr $21,040.00
1 -May $10,930.00
TOTAL $48,888.00
Vol. 197 Pg.
January 31, 2014
Brazos County
Purchasing Department
204, Qtg1R40iAS A
HONE (979 � 361
FEB �p2�'
SUITE 352 BRYAN, TX 77803
i0 FAX (979) 3614293
Austin White Lime Phone: 1- 800 -553 -5463
PO Box 9556 Fax:
Austin, TX 78766 Email: jwright @austinwhitelime.com
Attn: Jason Wright
Re. Renewal of Contract for Lime - 2014 -43R previously known as 1013 -44R & 1011 -14
Brazos County appreciates the quality work your company has provided and would like to exercise the renewal
option for Lime - 1014 -43R previously known as 2013 -44R & 2011 -24. All terms, conditions, and pricing shall
remain the same. This renewal will be for one year and will start March 9, 2014 through March 8, 2015.
To accept the renewal option, please fill out the information and sign below. Return the signed documents by email
to arultedge @co.brazos.tx.us or fax to (979) 3614293. Please then submit the original signed documents and an
updated Certificate of insurance by mail to the address listed above. Please return acceptance as soon as possible.
If you have any questions, I may be reached at (979) 3614269.
Contact Name:
_] G�c!\ Telephone: roo' S- Y3. 'y
t-Ct
kt seR. • Ca-'k
AUSTIN W( H�ITTEELIME �
An orized Signature i
BRA OS UNTY
Duane Peters, County Judge
Vol. 197 pg.
5�i �- . 3 a L , IZ2d
Date
Date
Vol. 197 Pg. zz 6
N�
d
J
Y
t
t
W F
y e
7 �+
Q ,a'
z
O
a
v
z
W
O
U
W
w
O
°o
N
W
2
N p
J
Z
z
O
O
O
O
T
`
`
m r
a
a
O
C6
o
O
p
O
O
=
o
2
cc
4=
06
O
N
W
OG
F-
d
69
E9
N z V
Q
Z
0_
N C
H U) W
LU
LU
ca
p 3 J O
p cV
o
a
a
Q x W rn
o z
C3
Z
z
O
z
Z
w
°
O
�'
w�
O
p 7
Z
O
w
w
w
°w
w
w
(W7
m •° p
a
uJ
a
o CL
a>i
M
m
LUX
¢�
w
��
�
��
�
�g
Ix
w
wo
>>
O
w
o>
w
�=
LL
o
D
o
0
i o
0
o
�
U o
o
W
ui
1 N
J
O
H
0
LU
Vol. 197 Pg. zz 6
N�
d
J
Y
t
t
W F
y e
7 �+
Q ,a'
z
O
a
v
z
W
O
U
W
w
O
°o
N
II: w 7A11n
1AALISTRMHI
ACORD,. CERTIFICATE OF LIABILITY INSURANCE
DAT OYYW)
02/06/206/2014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the eertifleate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
WOOL BUBR POLICY EFF OLICY EXP
LNra TYPE OF INSURANCE POLICY NUMBER MMMDIYYYY MMIDD/YYYYj
CONTACT
NAME:
PRODUCER
Wortham Insurance & Risk Mgt
PNC NHONE o E a1r 512 453.0031 Fick Not: 512
E.MAIL
ADOR
221 West 6th St #1400
INSURERS AFFORDING COVERAGE
NAICY
Austin, TX 78701
512 453.0031
INSURER A: Pacific Indemnity Company
20346
INSURED
Austin White Lime Company
INSURERS: Federal Insurance Company
20281
INSURER C:
GEN'L AGGREGATE LIMIT APPLIES PER
INSURER O:
_ POLICY PRO- LOC
74970769 4/0112013 04/01/201
P. O. Box 9556
I INSURER E:
BODILY INJURY (Per person) f
Austin, TX 78766 -9556
INSURER F:
ce.
ALL OWNED SCHEDULED
AUTOS AUTOS
PROPER DAMAGE S
COVERAGES GCKI IrILA l c"VNIO'n: -- - - - - -- -
BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED
TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
INDICATED, NOTWITHSTANDING ANY REQUIREMENT,
AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS,
WOOL BUBR POLICY EFF OLICY EXP
LNra TYPE OF INSURANCE POLICY NUMBER MMMDIYYYY MMIDD/YYYYj
LIMITS
I
A GENERAL LUMITY 35790900 4101/2013 0410112014
EEAACHHOECCTURgRENCE S11,0001000
PRh�91 ESE ENCEre m 1 $11,000,000
COMMERCIAL GENERAL LIABILITY
MEU EXP (my one penon) $10000
CLAIMS -MADE OCCUR
X BI /PD Ded:25000
PERSONAL S ADV INJURY f 1,000 000
GENERAL AGGREGATE 62,000,000
PRODUCTS- COMP'OP AGO $2,000000
GEN'L AGGREGATE LIMIT APPLIES PER
S
_ POLICY PRO- LOC
74970769 4/0112013 04/01/201
COAIBI NED SINGLE LIMIT 1,000,000
EaeoddeM)
B AUTOMOBILE LIABILITY
BODILY INJURY (Per person) f
X MY AUTO I
BODILY INJURY (Per scdden0 f
ALL OWNED SCHEDULED
AUTOS AUTOS
PROPER DAMAGE S
�I NON -0WNEO
I
ware cci em
HIREDAUTOS I AUTOS
S
EACH OCCURRENCE
f
UMBRELLA LIAR
OCCUR
AGGREGATE
f
EXCESS LIAR
CLAIMS -MADE
WCSTATU- OTH-
TORY t MITS ER
S
IDED RETENTIONS
IWORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
E.L. EACH ACCIDENT
f
ANY PROPRIETORIPARTNEIVEXECUTIVEO
OFRCER)MEMBER EXCLUI
NIA
El. DISEASE - EA EMPLOYEE
f
EL DISEASE - POLICY LIMIT S
(Mandatary In NH)
H yea. deacribeunder
DESCRIPTION OF OPERATIONS below
06618486
410112013
04/01/201
Per Occurrence
B
Truck Cargo
Limit: $90,000
JMotor
Deductible: $4,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (AMCh ACORD 181, Addllbnal R&MAS SeMdUW. a.,. apace Is nauind)
Forms and Endorsements Schedule:
- General Liability
Blanket Transfer or Waiver of Rights of Recovery Against Others Form 42 -02 -1661 (Ed. 10 -01)
Aggregate Limits of insurance Per Location Form 80 -02 -2319 (Rev. 4 -01)
For Insureds Conduct Form 42 -02 -1678
(Ed. 10 -01)
Who is An Insured Designated Person or Organization
(See Attached Descriptions)
Brazos County Purchasing Office
Brazos County Courthouse
Suite 117
Bryan, TX 77803
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
Arnen PM..1R1TInM- All ohls reserved
ACORD 25 (2010!05) 1 of 2 The ACORD name and logo are registered marks of ACORD 14LJT
#S4347261M392366
Vol. 197 Pg.
DESCRIPTIONS (Continued from Page 1) I
Notice of Cancellation to Scheduled Persons or Organizations Form 80 -02 -9780 (Ed. 3 -11)
Automobile Broad Form Endorsement Form 16-02 -0292 (Ed. 4 -11)
2 of 2
#S434726/M392366
Vol. 197 Pg. 2-ek
. INVITATION TO BID
FIRE PANEL AND SMOKE DETECTOR INSPECTIONS
ANNUAL CONTRACT
BRAZOS COUNTY PURCHASING DEPT
200 South Texas Ave, Suite 352 Bid Request No. 2014 -25
Bryan, Texas 77803 Page 1 of 14 Pages
Telephone (979) 361 -4294
Bids will be received at the Brazos County Administration Building, Purchasing Department,
200 South Texas Ave Suite 352, Bryan, Texas until 2.00 p.m Tuesday. February 4, 2014, at
which time bids will be publicly opened and read aloud.
A. SCOPE OF BID
Bids are solicited for furnishing the merchandise, supplies, service, and /or equipment set forth in
this bid request for a two (2) year period beginning February 18 2014 December 31, 2016 in
accordance with the following Conditions of Bidding.
B. CONDITIONS OF BIDDIN G
The following instructions apply to all bids and become a part of terms and conditions of any bid
submitted to the Brazos County Purchasing Office, unless otherwise specified elsewhere in this
bid request. All bidders are required to be informed of these Terms and Conditions and will be
held responsible for having done so:
1. Definitions: In order to simplify the language throughout this bid, the following
definitions shall apply:
a. BRAZOS COUNTY - Same as County.
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
famish supplies and/or services over a designated period of time during
which repeated purchases are made of the commodity specified.
d. CONTRACTOR - The successful Bidder(s) of this bid request.
e. COUNTY - The government of Brazos County, Texas and its authorized
representative.
f. SUB - CONTRACTOR - Any contractor hired by the Contractor or
Supplier to furnish materials and services specified in this bid request.
g. SUPPLIER - Same as Contractor.
2. Upon acceptance and approval by the Commissioners' Court, this bid effects a
working contract between Brazos County and the successful bidder for the period
designated.
3. Bids must be received by the Purchasing Office prior to the time and date
specified. The mere fact that the bid was dispatched will not be considered; the
Vol. 197 Pg. Z� %
bidder must have the bid actually delivered.
4. The County reserves the right to accept or reject in part or in whole, any bids
submitted, and to waive any technicalities for the best interest of the County.
5. Brazos County shall not be responsible for any verbal communication between
any employee of the County and any potential bidder. Only written specifications
and written price quotations will be considered.
6. Brazos County reserves the right to reject any bid that does not fully respond to
each specified item.
7. Bidder must include Employer Identification Number for the bid to be valid.
8. Should there be a change in ownership or management; the contract shall be
canceled unless a mutual agreement is reached with the new owner or manager to
continue the contract with its present provisions and prices. This contract is
nontransferable and may not be reassigned by either party.
9. The County may cancel this contract at any time for any reason, provided a thirty-
day written notice is given.
10. The bid award shall be based on, but not necessarily limited to, the following
factors:
a. Unit price
b. Extended price
C. Special needs and requirements of Brazos County
d. Results of testing samples (if required by Brazos County)
C. Delivery
f. References
g. Brazos County's experience with products bid
h. Vendor's past performance record with Brazos County.
11. Although the cost of products to be provided is an essential part of the Bid,
Brazos County is not obligated to award a contract on the sole basis of cost but
will award to vendor considered to be the best value to Brazos County.
12. Acceptance of merchandise, work, and /or equipment provided shall be made by
the County at the sole discretion of the Commissioners Court when all terms and
conditions of the contract and specifications have been met to its satisfaction,
including the submission to the County of any and all documentation as may be
required.
13. Title and Risk of Loss of the goods shall not pass to Brazos County until the
County actually accepts and takes possession of the goods at the point or points of
delivery.
14. This agreement shall be governed by the Uniform Commercial Code as adopted in
the State of Texas as effective and in force on the date of this agreement.
Vol. 197 Pg. Z 70
15. Bids must be submitted on quantities and units of measure specified by the bid
documents. In the event of errors in extended prices the unit price shall govern.
Any suggested change in quantity on the part of the bidder to secure better price or
delivery is welcomed and may be given consideration provided that the bidder
also bids on the quantity specified.
16. Bids must specify the number of consecutive calendar days required to deliver the
commodities under normal conditions. Failure to specify delivery time will be
considered reason enough to cause the bid to be disregarded. Delivery time
quoted will be given consideration in awarding orders. If delivery is not made
within a reasonable time of the specified delivery in the bid, the entire order or
contract may be canceled and the bidder barred from quoting in future bids.
17. Bids cannot be altered after receiving time. No bid may be withdrawn after
opening time without acceptable reason and with the approval of the Purchasing
Agent.
18. Bids must be submitted on this form and returned in a sealed envelope clearly
marked with Vendor Name and Bid Number to ensure proper recognition upon
its arrival. Bids will not be considered if submitted by telephone, fax or any other
means of rapid dispatch, nor will a bid be considered if submitted to any other
person or department other than specifically instructed. Bids received after the
expressed date and time listed in this bid will be returned unopened to the vendor.
Bids submitted by any other person or department other than the Brazos County
Purchasing Department will not be accepted.
19. If vendor in receipt of notice is unable to bid, the bid should be submitted as a
"No Bid" and returned to the Purchasing Department before opening time. This is
necessary if vendor wants to remain on vendor list and receive future bid
notifications.
20. Bids must show full firm name, mailing address and telephone number and be
manually signed by an authorized sales or quotation representative of the bidder.
Firm name and authorized signature shall appear in each space provided.
21. In the event of a needed change in the specifications sent to the bidder, it is
understood that all the foregoing terms shall apply to the addendum or addenda.
22. It is our policy not to furnish bid results over the phone. Bid results and
tabulation sheets will be posted on the Brazos County web site; Brazos Valley
Online Bidding System (www.brazosbid.cstx.gov) after bid award by
Commissioner's Court.
23. Brazos County reserves the right to extend this contract annually for a maximum
of three (3) additional one (1) year periods with no changes in the terms or
conditions of this contract, if agreed upon by both parties.
24. The successful offeror agrees to extend prices and terms to all entities that has
Vol. 197 pg. 7 % /
entered or will enter into joint purchasing inter -local cooperation agreement(s)
with Brazos County,
25. Three (3) references are to be provided by bidder. Failure to submit references
may result in disqualification of bid.
26. Contractor shall observe and comply with all federal, state and local laws, safety,
and health regulations, ordinances, and all regulations which in any manner effect
conduct of the work or services being performed.
27. In order to insure the safety of the public, the Contractor shall coordinate all work
or deliveries with the Maintenance Department.
28, Any Subcontracting must be approved prior to commencement of the contract by
the County Maintenance Director and Brazos County.
29. Any variation from the specifications in this bid document must be indicated on
the bid or on a separate attachment to the bid and labeled as such.
30. The County does not guarantee to purchase any minimum or maximum quantities
of service. If any quantities are listed in the bid, they are estimated quantities used
for calculating purposes only.
31. In the event the Supplier is unable to furnish any service within a reasonable time
after order is placed due to strikes, war or any reason beyond the Contractor's
control, the County reserves the right to purchase these services from any source,
without causing this contract to be canceled.
32. The successful Contractor should submit itemized invoices with clearly marked
remittance copies to the following address;
ATfN: Auditors
200 South Texas Ave, Suite 218
Bryan, TX 77803
Statements of accounts will not be sufficient to warrant payment. Unless other
arrangements have been made; all invoices to be paid in full within 30 days after
satisfactory delivery of commodities and or services and receipt of invoice at the
listed address. Checks will be made payable to the successful vendor only, and
shall not include sub - contractors, assignees, or any other party.
33. As a governmental subdivision, Brazos County is exempt from most types of
taxes, including but not limited to sales tax, excise tax, and import duties. Such
costs must not be included in bid prices. Tax Exemption Certificates can be
obtained upon request by contacting the Brazos County Purchasing Department -
(979)361 -4290.
34. Upon acceptance of a purchase order for any commodity or materials purchased
by Brazos County, the vendor agrees to protect the county from any claim
Vol. 197 Pg. Z;1 2-
involving patent right infringement, copyright infringement, sales franchise
disputes.
35. Unless otherwise specified, all items ordered from the successful Contractor must
be new, unused, and in first class condition. Products usually packaged for
commercial sale shall be furnished in proper container so as to facilitate storage
and handling.
36. Potential Vendors are advised they may have disclosure requirement pursuant to
Texas Local Government Code, Chapter 176. This law requires persons desiring
to do business with the County to disclose any gifts that have an aggregate value
in excess of $250.00 given to any employee of the County, County Official to the
County Official's family members or employment of any employee of the County,
County Official or the County Official's family members during the preceding
twelve (12) month period. The disclosure questionnaire must be filed with the
Brazos County Clerk. Refer to Texas Local Government Code, Chapter 176 for
the details of this law.
37. Bidder understands that Brazos County is a government subject to Texas State and
Federal public information statutes. Bidder hereby waives any obligation to the
release to the public of any documents submitted in accordance with this bid.
C. SPECIAL PROVISIONS
1. All services and/or deliveries are to be made F.O.B. Brazos County Maintenance
Department, during regular working days, and between the hours of 8:30 A.M. and 4:30
P.M. Monday through Friday, unless otherwise requested by the County.
2. Vendor will be required to notify the County Maintenance Department in the
event of unforeseen delay arising in the completion of service.
3. Vendor will be required to provide proof of completed service to the Brazos
County Maintenance Department upon completion of the service rendered.
D. INSURANCE REQUIREMENTS
1. The Bidder shall instruct his insurance agent or carrier to furnish to the County a
Certificate of .Insurance attesting to the issuance of the following parts of this
section. Please note that such Certificates of Insurance and any required bonds
must be issued and then approved by Brazos County Risk Management. The
Certificate of Insurance must be approved by Risk Management before any
deliveries can be made,
2. The Bidder shall furnish and keep in full force the following insurance during the term
of this Contract:
a. Statutory Workmen's Compensation and Employer's Liability Insurance
with waiver of subrogation.
b. General Liability with limits for bodily injury and for property damages of not
Vol. 197 Pg. Z 7_'
less than $1,000,000 CSL with Brazos County named as an additional insured.
--C. Comprehensive Automotive Liability with single limits of $1,000,000 for
Bodily Injury and Property Damage Liability.
mod. Cargo Insurance to sufficiently cover materials transported.
3. All of the aforementioned policies and Certificates of Insurance should be issued
immediately after the Bidder receives notification of award.
a. The Vendor agrees to hold harmless Brazos County from any and all claims and
liability due to -the acts of the Vendor's employees and the operation of his
equipment. The Vendor also agrees to hold harmless Brazos County from any and
all expenses, including attorney fees, incurred by Brazos County in litigation or
otherwise resisting such claims or liabilities as a result of the Vendor's
employees' activities. Further, the Vendor agrees to protect, indemnify and hold
harmless Brazos County from and against all claims, demands and causes of
action of every kind and character brought by any employees of the Vendor
against Brazos County due to personal injuries and/or death to such employee
resulting from any neglect act, by either commission or omission on the part of the
vendor or Brazos County.
E. REFERENCES
Vendors shall provide a list of at least three (3) references, where work comparable in quality
and scope to that specified has been performed within the past five (5) years. This list should
include the names, phone number and email of the company /entity for which the prior work was
performed to contact these references. A negative reference may be grounds for disqualification
of bid.
Company /Entity:
Contact:
Phone:
Email:
Compai
Contacl
Phone:
Email:
Vol. 197 Pg. Z 7</
ae"i�,l;n,A .y.(M.�;a
Company
Contact:
Phone: q�B - 00. WW1
Email:
F. SPECIFICATIONS FOR REGULAR INSPECTIONS
Locations
The following locations listed below will have an annual inspection and
sensitivity testing scheduled through the Brazos County Maintenance Department.
Sensitivity testing will only be done in the specified year listed in section F. 2 &3
for these locations.
SHERIFF OFFICE (NOTIFIER NFW2 -200) - 1700 HWY 21 W Bryan, TX 77803
Smoke Detectors: 7
Duct Detectors: 5
Heat Detectors: 3
Pull Stations: 6
Power Supplies (Hom/Strobe): 1
Tamper: 2
Flows: 1
EXPO EXHIBIT HALL (EST — OUICK START) - 5827 Leonard Rd. Bryan, TX 77807
Smoke Detectors: 3
Duct Detectors: 15
Heat Detectors: 2
Pull Stations: 1
Power Supplies (Horn/Strobe): 1
Tamper: 2
Flows: 1
EXPO NORTH ARENA (EST — OUICK START) - 1700 HWY 21 W Bryan, TX 77803
Smoke Detectors: 29
Duct Detectors: 10
Heat Detectors: 2
Pull Stations: 1
Power Supplies (Hom/Strobe): 1
Tamper: 4
Flows: 2
EXPO SOUTH ARENA (EST — OUICK START) - 1700 HWY 21 W Bryan, TX 77803
Smoke Detectors: 3
Vol. 197 pg. Z 7�
Duct Detectors: 0
Heat Detectors: 0
Pull Stations: 1
Power Supplies (Horn/Strobe): 1
Tamper: 2
Flows: 2
MUSUEM (GEMINI)- 3232 Briarcrest DR Bryan, TX 77802
Smoke Detectors: 15
Duct Detectors: 4
Heat Detectors: 0
Pull Stations: 2
Power Supplies (Horn/Strobe): 1
Tamper: 2
Flows: 1
I.T. (SIEMENS FS -250) - 205 E. 27" St. Bryan, TX 77803
Smoke Detectors: 16
Duct Detectors: 0
Heat Detectors: 0
Pull Stations: 2
Power Supplies (Horn/Strobe): 0
Tamper: 0
Flows: 0
ADMINISTRATION (SILENT KNIGHT — 5805) - 200 S. Texas Ave. Bryan, TX 77803
Smoke Detectors: 10
Duct Detectors: 10
Heat Detectors: 3
Pull Stations: 15
Power Supplies (Horn/Strobe): 4
Tamper: 4
Flows: 3
2. Annual Inspection Requirements
2.1 Inspection of all smoke detectors
2.2 Simulate inputs and test all the annunciators
2.3 Test all pull stations
2.4 Check all batteries for corrosion and expiration date. If battery is
corroded, about to expire, expired or needs to be replaced for any reason,
Contractor will be responsible for replacing battery at Contractor's cost.
Vol. 197 Pg. 0 9G
2.5 Test all duct detectors
2.6 Check all homs and strobes
2.7 Check all purge fans
2.8 Contractor must provide a tag indicating the date of inspection on each
device.
3. Sensitivity testing shall be done on all the smoke detectors in County owned
buildings by the successful Contractor. Contractor will test and calibrate
alarm sensors, such as flame and smoke detectors, per manufacturer
specifications. Sensitivity Tests are due in years 2014, 2017, 2022 and every 5
years after that.
G. SPECIFICATIONS FOR DETENTION INSPECTIONS
1. Locations
The following locations listed below will have quarterly inspections as written
below and sensitivity testing scheduled through the Brazos County Maintenance
Department. Sensitivity testing will only be done in the specified years listed in
section G. 2 &3 for these locations.
COURTHOUSE (VES) - 300 E. 27TH St. Bryan, TX 77803
Smoke Detectors: 18
Duct Detectors: 4
Heat Detectors: 3
Pull Stations: 2
Power Supplies (Horn/Strobe): 6
Tamper: 5
Flows: 2
BCDC LOW RISK (SILENT KNIGHT - 5805) - 1835 Sandy Point Rd. Bryan, TX 77807
Smoke Detectors: 20
Duct Detectors: 0
Heat Detectors: 0
Pull Stations: 4
Power Supplies (Hom/Strobe): 1
Tamper: 2
Flows: 1
BCDC HU 1 (SIEMENS — XLS) - 1835 Sandy Point Rd. Bryan, TX 77807
Vol. 197 Pg. Z 7 7
Smoke Detectors: 109
Duct Detectors: 7
Heat Detectors: 4
Pull Stations: 4
Power Supplies (Hom/Strobe):
Tamper: 2
Flows: 1
BCDC HU2 (GAMEWELL - E3 SERIESI - 1835 Sandy Point Bryan, TX 77807
Smoke Detectors: 146
Duct Detectors: 4
Heat Detectors: 0
Pull Stations: 5
Power Supplies (Hom/Strobe):
Tamper: 2
Flows: I
BCDC HU3 HU4 & SHU (SIEMENS - XLSI - 1835 Sandy Point Rd. Bryan, TX 77807
Smoke Detectors: 525
Duct Detectors: 20
Heat Detectors: 126
Pull Stations: 31
Power Supplies (Horn/Strobe): 50
Tamper: 4
Flows: 2
JUVENILE (SIMPLEX GRINNELL 4020 SERIES TRUE ALARM) -1904 HWY 21 W
Bryan, TX 77803
Smoke Detectors: 65
Duct Detectors: 38
Heat Detectors: 4
Pull Stations: 17
Power Supplies (Hom/Strobe): 4
Tamper: 2
Flows: 1
JUVENILE PORTABLES (FIRE -LITE MS -LOUD) -1904 HWY 21 W Bryan, TX 77803
Smoke Detectors: 10
Vol. 197 Pg. 07t
Duct Detectors: 0
Heat Detectors: 0
Pull Stations: 4
Power Supplies (Horn/Strobe): 0
Tamper: 0
Flows: 0
2. 9uarterly Inspection Requirements
2.1 Inspection of all smoke detectors
2.2 Simulate inputs and test all the annunciators
2.3 Test all pull stations
2.4 Check all batteries for corrosion and expiration date. If battery is
corroded, about to expire, expired or needs to be replaced for any reason,
Contractor will be responsible for replacing battery at Contractor's cost.
2.5 Test all duct detectors
2.6 Check all horns and strobes
2.7 Check all purge fans
2.8 Contractor must provide a tag indicating the date of inspection on each
device.
3. Sensitivity testing shall be done on all the smoke detectors in County owned
buildings by the successful Contractor. Contractor will test and calibrate
alarm sensors, such as flame and smoke detectors, per manufacturer
specifications. Sensitivity Tests are due in years 2014, 2017, 2022 and every 5
years after that.
4. Inspections must be performed to the standards of the NFPA Jail Standards
5. System operation. A test of smoke management system's initiating devices
and control systems' output shall be performed. Such testing shall verify
that, upon activation of a smoke detector, water flow indicating device,
manual fire alarm station, or other smoke management system initiating
device, the smoke management system components will automatically
commence operation. The engineer of record shall provide a "cause and
effect" chart to indicate the appropriate smoke management operating mode
for all effected equipment based on the operation of each initiating device.
Acceptance of functional testing shall be predicted upon all input and output
devices performing as indicated by the "cause and effect" chart.
6. Inspections, Maintenance, Testing. All life safety equipment shall be
inspected, maintained and tested by persons qualified to do so (whether
Vol. 197 pg. Z7�
1401
under vendor. contract, by state or private agency or otherwise) in order that
such equipment shall be safe, secure, and fully operative at all times.
QUOTATIONS
The following is an estimate of our anticipated purchases and will be used ONLY for
tabulation purposes. The specified estimates are not guaranteed minimums. Fill in the
blanks with the unit price that is firm for the contract period.
Quotations are to be submitted per location
Cost for Each Buildings
Location Annual Inspection
1. Sheriffs Office t-
2. Expo Exhibit Hall � 5Q,
3. Expo North Arena
4. Expo South Arena .J.�
5. Museum
7
I.T. Department
Administration Building
Location
8. Brazos County Courthouse
9. BCDC Low Risk Facility
10. BCDC HUI
11. BCDC HU2
12, BCDC HU3, HU4, & SHU
150 -
\5� r
lbq
Cost for Each Buildings
Quarterly Inspection
1'
13. Juvenile C6
14. Juvenile Portables
1607
Vol. 197 pg. Zy 0
Cost for Each Buildings
dSensitivity Testing
aus
Cost for Each Buildings
Sensitivity Testine
-�(1f�
150 -
INVITATION TO BID 2014 -25
FIRE PANEL AND SMOKE DETECTOR INSPECTIONS
CONTRACT
I. CERTIFICATION OF BID
The undersigned affirms that they are duly authorized to execute this contract, that this bid has
not been prepared in collusion with any other vendor, and that the contents of this bid have not
been communicated to any other ven pnor to the official opening of this bid.
SIGNED
BG,t�''�
TYPEDNAME: efe -5¢-. TITLE: Y
COMPANY NAME: /� �NQ Clr`a e
PHONE: Q��' 1 i� OCeD
Vol. 197 Pg. Z Yl
MAILING ADDRESS: 4C
EMAIL ADDRESS:
P.O. Box or
Citf 1 r TX Zip
VENDOR IDENTIFICATION NUMBER:
CORPORATE SEAL IF SUBMITTED BY A CORPORATION
END OF BID REQUEST NO. 2014-25
By signing below, Brazos County agrees that this bid, 2014 -25, will be awarded as dictated on the
associated bid tabulation sheet, to the vendor whose name appears above and both parties agree to the
terms and conditions contained herein,—
0
Brazos County Commissioner's
jV4W
Attest:
Brazos County
Vol. 197 pg. Z S'Z-
AMERICAN FIRE & SAFETY, INC.
Dedicated to creating a safer workplace
February 2014
Brazos County Purchasing Dept.
200 South Texas
Ste# 352
Bryan, TX 77803
RE: Bid Request #2014 -25
Fire Panel & Detector Insps.
A copy of our corporate seal is being sent to our office this afternoon as it is only used in our
Temple, Tx corporate office.
We apologize for any inconvenience in this matter.
Thank you,
Teresa Bass
Corp VP
#979)779 -0030
Bryan— 979)779 -0030 Temple— 254)778 -2041 Round Rock— 512)826.7575
Waco— 254)755 -0328 Killeen— 254)554 -3307
Vol. 197 Pg. 2"
Total for the life of the
SenslNvUy
$48,062.00
sensitivity
$173,250.00
Sensitivity
Contract
1
Sensitivity
Sensitivity
Testing
Cost/
Testing
Cost/
Testing
COSY
Testing
Cost/
Testing
Cost/ Annual
needed In
Annual
needed In
Annual
needed in
Annual
needed in
Annual
needed 1n
Inspection
p
Years 2014,
Inspection
Yews 2014,
Inspection
Years 2014.
Inspection
Years 2014,
Inspection
Years 2014,
2017,2022
2017,2022
2017,2022
2017,2022
2017,2022
$300.00
$150.00
$105.00
$360.00
$240.00
$450.00
$680.00
$520.00
$720.00
Sheriffs Office $175.00
Expo Exhibit Hall
$175.00
$300,00
$150.00
545.00
$390.00
$360.00
$450.00
$790.00
$520.00
$800.00
Expo North Arena
$200.00
$325.00
$169.00
$435.00
$630.00
$780.00
$550.00
$800.00
$600.00
$850.00
Expo South Arena
$125.00
$250.00
$150.00
$45.00
$230.00
$90.00
$370.00
$500.00
$500.00
$700.00
Museum
$175.00
$300.00
$150.00
$225.00
$390.00
$380.00
$490.00
$700.00
$550.00
$750.00
IT Department
$125.00
$250.00
$150.00
$240.00
$330.00
$320.00
$480.00
$680.00
$550.00
$750.00
Administration Building
$175.00
$300.00
$169.00
$150.00
$600.00
$460.00
$550.00
$800.00
$600.00
$850.00
Totals
$1,150.00 $2,025.00
$1,088.00 $1,245.00
$2,930.00 $2,630.00
$3,340.00 $4,950.00
53,840.00 $5,420.00
Professionals of
American fire &
Davis Fire
A -1 Fire & Safety
Texas Fire & Safety
Safety
Firetrol Protection
Equipment
Equipment
COW
Sensitivity
Cost/
Sensitivity
Tasting
Cost/
Senaitivity
Testing
Cost/
SMMUVUy
Testing
Cost/
sensUMN
Testing
Location
Quarterly
Testing
needed in
Quarterly
needed in
Ouarterly
needed in
Ouartedy
needed in
Quarterly
needed in
Inspection
Years 2014,
Inspection
Yeah 2014,
Inspection
Years 2014,
Inspection
Years 2014,
Inspection
Yom 2014,
2017, 2022
2017, 2022
2017, 2022
2017, 2022
2017, 2022
Brazes County Courthouse
$175.00
$475.00
$160.00
$270.00
$490.00
$500.00
$720.00
5900.00
$700.00
$900.00
Holding Calls
BCDC Low Risk Facility
$175.00
$475.00
$150.00
$300.00
$420.00
.00
$700.00
$550.00
$700.00
BCDC HUf
$475.00
$1,650.00
$247.00
$1,635.00
$1,420.00
R$500
1,000.00
$1.400.00
5980.00
51,400.00
BCDC HU2
$475.00
$2,200.00
$278.00
$4,380.00
$1,730.00
1,350.00
$1,890.00
$1,250.00
$1,890.00
BCDC HU3, HU4 & SHU
$825.00
$8,00000
$1,178.00
$7,876.00
$7,230.00
,5,400.00
$7,560.00
$5,900.00
$7,560.00
Juvenile
$475.00
$1,000.DO
$251.00
$975,00
$1,420.00
$2,060.00
$2,450.00
$3,430.00
$2,600.00
$3,430.00
Juvenile Portables
$175.00
$175.00
$150.00
$150.00
$290.00
$200.00
$400.00
$560.00
$500.00
$560.00
Totals
$11,100.00
$13,975.00
$9,656.00
$15,585.00
$52,000.00
$19,460.00
$47,200.00
$16,440.00
$49,920.00
$16,440.01
Total for the life of the
$52,760.00
$48,062.00
$186,880.00
$173,250.00
$183,140.00
Contract
1
RE11( %`�M D A�IWARD TO: American Fire & Safety
n_Y- e�11:_��J�/�....�.... H.re YUa: 1J�ae.. its �)n1 A n .2014 by
4,;�l % 9;? 9 Zy v
Brazos County
-: Purchasing Department
'rP P gT
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361 -4290 FAX (979) 361 -4293
BRAZOS COUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: February 11, 2014
BID NUMBER: 2014 -26
REQUEST FOR PROPOSAL NUMBER:
REQUEST FOR QUALIFICATIONS NUMBER:
TITLE: Heavy Machinery Rental
REQUESTING DEPARTMENT: Road and Bridge
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: 2 t O hIl
Vol. 197 Pg. Z P
Brazos County
Purchasing Department
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361 -4290 FAX (979) 361 -4293
BRAZOSCOUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: February 11, 2014
BID NUMBER: 2014 -29
REQUEST FOR PROPOSAL NUMBER:
REQUEST FOR QUALIFICATIONS NUMBER:
TITLE: Herbicides and Surfactants
REQUESTING DEPARTMENT: Road and Bridge
APPROVAL SIGNATURE:
/ Duane Peters, County Judge
DATE APPROVED: a ! / H
Vol. 197 Pg. 09�
4si Brazos County
� :r> F Purchasing Department
nP `N
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361 -4290 FAX (979) 361 -4293
BRAZOS COUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: February 11, 2014
BID NUMBER: 2014 -30
REQUEST FOR PROPOSAL NUMBER:
REQUEST FOR QUALIFICATIONS NUMBER:
TITLE: Fencing Supplies
REQUESTING DEPARTMENT: Road and Bridge
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: g I i $ I iq
Vol. 197 pg.
l'V YYl O11W\
BRAZOS COUNTY
BRYAN,TEXAS
cS Print
DEPARTMENT:
. _f" ,... I .
DATE OF COURT
2/18/2014
MEETING:
No
ITEM:
Consider and take action on the Final Plat of Indian Lakes Phase
NOTES/EXCEPTIONS:
XVI, 16.169 Acres, J.M. Barrens Survey, A-69, College Station
(ETJ), Brazos County, Texas. This is a correction to item # 16
approved in Commissioners Court on January 21, 2014. Site is
located in Precinct 1.
TO:
Commissioners Court
M11i) -5E
DATE:
02/12/2014
FISCAL IMPACT:
No
SOURCE OF FUNDS:
NOTES/EXCEPTIONS:
Block # on plat was uploaded as Block 23 but should have been
Block 27.
ACTION REQUESTED OR
ALTERNATIVES:
ATTACHMENTS:
Name: Description:
❑ Indian lakes Phs 16- Final Plat
Recorded_Copy.pdf
Type:
Backup Material
r �.rn e 1 : ealRl„o�1 my a7G�QR� �n•Tv7nntinrrTTl =I,f11 7/1'1/x(114
s
i
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I,
I
I
I
i
I 1
I,
III
I.
11 I
,1 I
l I
I
I
I
I
i
I
i
a „I
`4, •jlil
�I
�T
II
I
111,
ybyY '
I I,
II
"7
'Od 1 10A .Azos //
,;1 „ ,
it a ;I l �n �, , � 11;1 •� •(�,' j1l ej � I j � .,
Pill ; !411;{In,
11j {l'1i1e �1!',LE1;llj'!jll:jlt�i him 1 11118 "aii
il:lflt i;jlrl'I! j;� i;! ii w a
;{AEI "
.s . � , i1,I1I,M.EIlN•• • �EEati
t
_
,
i
a •;
it
Of I
�4
L,
1
I "E (tit ; a i j 1 Irl { jig
.111 1'•�� II '111E t'4
l t !'.
1 eial I� l� 1 iii Delia 1 Ili ' I 'I4
ill,tl : . 1 El rJ;l 1.11', I1 I'h11
{ 1114 IN 1 ,f , y'li•
J,
I Ei!h It 1:11118x1 fin I ° • ! %a i j =!
' la
Jill_I (EI
! All ! I
Saaalaaaaaaaaail
�I
by
�
pp
{{
�Ill:alatlaalaaaa
Ililaalllaaaaall
aEEEE
EEEEEiEEEI
1•••.•••..aaaaaa
ybyY '
I I,
II
"7
'Od 1 10A .Azos //
,;1 „ ,
it a ;I l �n �, , � 11;1 •� •(�,' j1l ej � I j � .,
Pill ; !411;{In,
11j {l'1i1e �1!',LE1;llj'!jll:jlt�i him 1 11118 "aii
il:lflt i;jlrl'I! j;� i;! ii w a
;{AEI "
.s . � , i1,I1I,M.EIlN•• • �EEati
t
_
,
i
a •;
it
Of I
�4
L,
1
I "E (tit ; a i j 1 Irl { jig
.111 1'•�� II '111E t'4
l t !'.
1 eial I� l� 1 iii Delia 1 Ili ' I 'I4
ill,tl : . 1 El rJ;l 1.11', I1 I'h11
{ 1114 IN 1 ,f , y'li•
J,
I Ei!h It 1:11118x1 fin I ° • ! %a i j =!
' la
Jill_I (EI
! All ! I
Saaalaaaaaaaaail
�
11a:paa4a:0:a8a
�Ill:alatlaalaaaa
Ililaalllaaaaall
aEEEE
EEEEEiEEEI
1•••.•••..aaaaaa
• 1
Mill
11111 lip,
Vol. 197 Pg. of%
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2013 -2014 BUDGET YEAR
NO. 13/14 19.1 -19.5
On this the 18th day of February 2014 at a regular meeting ofthe 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 18th day of February 2014 the Court heard and approved a budget
amendment for the 2013 -2014 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 10 September 2013, the following
amendment(s) to the original budget are hereby authorized, as described on the attached page(s).
ADOPTED AND APPROVED this the 18th day of February 2014.
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. 197 Pg.
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 13114 - 19.1
2118/2014
Im ACCOUNTNAME t'
no Venue Tax
Vol. 197 Pg.
M- 01t]
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 13/14 -19.2
211812014
Increase
of the 25
Vol. 197 Pg. z %�Z
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 13114 -19.3
2/18/2014
FUND DIV ACCT PROJ IDRICRI ACCOUNT NAME I Increase I Decrease
0100 46023000 CR I Donations -Other 1,200.00
0100 28002000 67010000 DR I Donated Minor Property 1,200.00
Sheriff - Jail Administration
Reallocation of funds to the proM accounts for the award of a 1998 flatbed trailer approved by Commissioner's Court on Feb ary J2, 2014.
Vol. 197 Pg. ""y3
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 13114 -19.4
2/18/2014
ii m
- - -1♦ -_-
-z a 6
Vol. 197 Pg. O9y
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 13114.19.5
2/1812014
FUND
DIV
I ACCT
PROJ
DPICRI
ACCOUNT NAME
Increase
Decrease
0100
31000300
51635000
CR
I Hourly Three Qrt Time
14,172.00
0100
31000300
53100000
CR
Social Security
1,084.00
0100
31000300
53200000
CR
Retirement
1984.00
0100
31000300
53800000
CR
Workers Comp,
60.00
0100
31000200
51635000
DR
Hourly Three Qrt Time
14 172.00
0100
31000200
53100000
DR
Social Security
1,084.00
0100
31000200
53200000
DR
Retirement
1,984.00
0100
31000200
53800000
DR
Workers Comp
60.00
Juvenile Academy and Juvenile Detention
Reallocation of funds to the proper division and accounts due to a deletion and creation of a position. Item was approved in Commissioners
Court on February 11, 2014, item # 5 and # 6.
NAt 1 P-M 9
2-11-ffx�
..
Vol : 197 Pg. ' %�
PERSONNEL
CHANGE OF STATUS REQUESTS
Commissioner Court Date: February 18, 2014
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
Juvenile
Road & Bridge
Garza, John V. New Hire
Mendez Sr., Benito Retirement
Approved in Commissioners' Court: February 20
County Judge's or Commissioner's Signature:
(This Copy to be attached to minutes)
Vol. 197 pg. Z%�
4C
COMMISSIONER COURT MINUTES OF
FEBRUARY 18, 2014
ARE CONTINUED IN VOLUME 198 PAGE 1
Vol. 197 Pg.
COMMISSIONER COURT MINUTES OF
FEBRUARY 18, 2014
ARE CONTINUED FROM VOLUME 197
Vol. 198 Pg. 1
Iwo Hmhhy. Heppy Tb n row
MENTAL HEALTH MENTAL RETARDATION
AUTHORITY OF BRAZOS VALLEY
ANNUAL FINANCIAL REPORT
YEAR ENDED AUGUST 31, 2013
►� W-
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
TABLE OF CONTENTS
Exhibit No. Page No.
INTRODUCTION SECTION
Certificate of Board Approval i
Transmittal Letter ii
Listing of Officials iv
Organizational Chart v
FINANCIAL SECTION
Independent Auditor's Report
Management's Discussion and Analysis
Basic Financial Statements
Government Wide Financial Statements
Statement of Net Position A -1 10
Statement of Activities A -2 11
Fund Financial Statements
Balance Sheet — Governmental Funds
B -1
12
Reconciliation of the Balance Sheet of Governmental Funds to
the Statement of Net Position
B -2
13
Statement of Revenues, Expenditures and Changes in Fund
B -3
14
Balance - Governmental Funds
Reconciliation of the Statement of Revenues, Expenditures and
Changes in Fund Balance of Governmental Funds to the
Statement of Activities
B-4
15
Statement of Revenues, Expenditures and Changes in Fund
Balances — Budget and Actual — General Fund
B -5
16
Statement of Fiduciary Net Position — Fiduciary Fund
C -1
18
Notes to Financial Statements
19
OTHER SUPPLEMENTARY INFORMATION
Capital Assets Used in the Operation of Governmental Funds
Schedule by Source 29
Schedule by Function and Activity 30
Schedule of Changes by Function and Activity 31
Vol. 198 Pg. „3
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
TABLE OF CONTENTS
Page No.
STATISTICAL SECTION (Unaudited)
Schedule of Revenues and Expenditures by Source of Funds — General Fund
32
Reconciliation of Total Revenues and Expenditures to Fourth
Quarter Financial Report
33
Schedule of Indirect Costs
35
Schedule of Leases in Effect
36
Schedule of Space Occupied in a State -Owned Facility
37
Schedule of Insurance in Force
38
Schedule of Bond Coverage
39
Schedule of Professional and Consulting Fees
40
Schedule of Legal Services
41
SINGLE AUDIT SECTION
Independent Auditor's Report on Internal Control over Financial Reporting
and on Compliance and Other Matters Based on an Audit of Financial
Statements Performed in Accordance with Government Auditing Standards 42
Independent Auditor's Report on Compliance on Each Major Program and
on Internal Control over Compliance Required by OMB Circular A -133
and the State of Texas Single Audit Circular 44
Schedule of Expenditures of State and Federal Awards 46
Notes to the Schedule of Expenditures of State and Federal Awards 48
Schedule of Findings and Questioned Costs 49
Schedule of Prior Year Findings 50
Vol. 198 Pg.
INTRODUCTION SECTION
Vol. 198 Pg. -5,
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Certificate of Board Approval
Year Ended August 31, 2013
1, Judge Dorothy Morgan, Chairperson of the Board of Trustees of Mental Health Mental Retardation Authority of
Brazos Valley, do hereby certify that this accompanying audit report for fiscal year ended August 31, 2013, from
Davis Kinard & Co, PC was reviewed and approved at a meeting of the Board of Trustees held on the 23rd day of
January, 2014.
C4Judge rothy Mo >an son, Bo of Trustees
Vol.-198 Pg.
/ -�3-
Date
Mental Health Mental Retardation Authority of Brazos Valley
The Mobile Crisis Outreach Team and the Brazos County Sheriff's
Bryan, TX 17903.3303
P
(979)821 -9478
which leads to reduced incarcerations and more efficient treatment. The
ESO SCOUNfY
'�y'te�ai
P.O
103 E. Hwy. 21
syk
.rx��4
Caldwell, TX 77836.1225 -
(979)5674377
success. The Community Living Options Information Process continues to
For a Healthy, Happy Tomorrow+
GRIMES 2 S. La LaSalle
702 S. GSella
CENTRAL ADMINISTRATION
IS44 S. Texu Aveoaa
B 79) 822 MHMR -10I5 December 30 2013
(979) 923- Mlp4ii � .
FAX(979)361 -9906
MAILING ADDRESS
P.O. Box 4588
Bryan, Team 77805 -4598
BRAWS COUNTY
MH SERVICES
904 S, Tau Avn. -
Bryan; TX 71903 -3946
(979)822-6467
DAY HAD SERVICES
Lilt Chaim Cwar
623 C. Mary Lake
B,ym, TX 77801.3424 .
,(979)361 -9876
Dear Friends and Supporters,
Fiscal Year 2013 was a significant year for the Mental Health Mental
Retardation Authority of Brazos Valley. We continue to make great strides
toward providing, cost efficient, improved, accessible services in the
challenging behavioral and developmental care environment that is
emerging from national and state initiatives. The most evolutionary change
continues to be the analysis and trending of clinical and financial data which
continues to help us achieve improvements in our fiscal stability.
ECI SERVICES
302 B. 24° St.,
The Mobile Crisis Outreach Team and the Brazos County Sheriff's
Bryan, TX 17903.3303
Department artment continue to improve res P onsiveness to behavioral health crisis
(979)821 -9478
which leads to reduced incarcerations and more efficient treatment. The
ESO SCOUNfY
Mental Health Treatment Team continues incorporating peer support
P.O
103 E. Hwy. 21
services into all aspects of the treatment process for improved recovery and
Caldwell, TX 77836.1225 -
(979)5674377
success. The Community Living Options Information Process continues to
ensure that persons living in the State Supported Living Center in Brenham
GRIMES 2 S. La LaSalle
702 S. GSella
aware of their right to live in a less restrictive setting in the community. if
.
Naveaola,TX 77968 -395A
they desire.. The Early Childhood Intervention (ECI) program serving the
(936)926.7964 -
Brazos Valley and both Montgomery and Walker Counties continued to
LEON COUNTY
grow. We continue to receive enhancements to our clinical and financial
P.O. Box 312
Caal"lla,TX73833 -0512.
software'system which has improved,our reporting requirements to our
(983)336.2180
various funding sources. Fiscal Year 2014 should result in further
MADISON COUNTY
improvements in clinical and fiscal outcomes and reporting.
P.O. Box 612
3438 Hwy 21 ..'
Madnaaville, TX 77864.0672
We continue to 'struggle with a distinctly uncertain future with the State of
(936)349a695 '
'Texas requiring more documentation, inadequate funding, managed care,
ROBERTSON COUNTY
and''increasing stricter requirements for eligible services. Our Board and
1212 W. Brown
- Hearne, TX 77AS9 -3061
staff remain committed to quality services.
.'(979)279.5193.
-
WASHINGTON COUNTY During Fiscal Year 2014, we will move toward more functional clinical and
P.O. Box 1662 fiscal electronics systems; erationalization of the Texas Resilience and
605 E. Elm Bell Road y P
Bra.!%.;TX 77833.2411 Recovery (TRR) model with improved internal clinical quality oversight and
.(979) 830-0008 utilization management processes; increased recovery-
Serving t "r(WVa W far over 35 Years
/-Y
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Listing of Officials
August 31, 2013
Board of Trustees
Judge Dorothy Morgan
Chairperson
Tammy Tiner
Vice - Chairperson
Patti Rowley
Secretary / Treasurer
Charles Camarillo
Member
Linda Goolsby
Member
Ronnie Jackson
Member
Mary Higgs
Member
Sherriff Donald Sowell
Member
Sherriff Gerald Yezak
Member
Executive Staff
Bill Kelly
Executive Director
Dan Monson
Chief Financial Officer
Ken Danford
Administrative Services Director
Robert Reed
Mental Health Services Director
Jermaine East
Intellectual and Developmental Disabilities Director
Vol. 198 N.
Mental Health Mental Retardation Authority Oforazos'Voiley
manizooffil chart.
Board of Trustees
borithy Morgan, Chairperson,iWisfilington Co.)
Ternmy.tiner,. z6h9ir'(Besirbs Co'.)
Linda dools6y (Prai - Oor Co) Rortnie,Jackson (Or"ds;.O�Oj
Mary Higgs (Leon Co.) Patti Rowley, - I Secretareressurer:(Madison Co.)
Donald Sowell (Otimds Co.) Gerald Yezili (RObtirtsotl Cb;)
Chair" key We
Advisory Committee
clor
j.
1.
uiam Raman Rohert Jones
dental Monson. Adminislretive Chief Financial
Intfirventlon Officer E I.
ntC
P
a
Ildl
endon cod
n
a
I Human
u
w A 0 Ig 13 .. r
r a
or: m Rol
0 '1
Re pite R ec
r r
e
a
0
on
orthe m
Shane Oa Los Santos
uman Resources fin ..... clal 11
rat
III, Mar
Ow Alorig anefits/Employee n= I MH Services Manager I Corporate
ograrh 'tattoos ens] Crials.Services/M . COT I Compliance
Respite smiling MH Respite I
redentialing — , Screening � - U -Aly I
C Intall:p/Benefit Eligibility I
3resaWiecham ontract Management Routine & Rehab Case I Priscilla Monlefortao
Northern Able Frenzel: I MA Intakeffillgibillty 2ollcy & Procedure,
Management I MR Service 3evelopment
A.,entgornery Finance Maina4ar �Rehab Counseling k I Coordination Provider Relations/
ValkerCqunty CiAlms- 81"Ing Psychotherapy' I MRA Service 48twOfk
lellite,01fice Site Accounts Receivable ACT Tearn I Coordination )avelbpmw
Supervisor Information SeNices, Payroll Supported Housing & I MR1HFS Oamille-ment
Manage, Employment I penning
iernetCWebb fjobert Reed Nniallectual,
-Mental Health. eve opmen a
sevicell biricti 01sabIliflas
Services Director
:COO
'or",
morn,
NO'
!:Aon ']
tgo
7ke
[aille
Ofte Site
SjJpsNlsor
.COPED 14k Respite prant Development
Joann Jackson
Id -Etna Pro ram
Faaa:1 Res&leetf Staff Accountant I Cari Morris Brook; Mae Maintenance Accounts Payable I 146$Supliorted Home OM
Rlsh Management 6ith RadelPIC I Living
Ganstil Ledger 1-108,Residentlal Standards
DS Supervisor Fixed Assets ICFMR tat Compliance Audits
Linda Stlign I 1JVC I Addits
... ChildtAdiflescrit
Child Rehab Services I
I
Ice Coordination Provjder�sarvkes Specialized Therapies SIflH Development Program
------------ 11
. I MR Day Habilitation
LP% OM, 09, r M65an Slandley MR'Community
directs ef:Nurelnd MH Continuity of Care I . I
Liaison MA Supported
Medication Clinic I , Support
S 8upe Isor PAP Waitflat Maintenance I
fE
Cl Oualily
Assurance Ww Gin Mbds Employment
Doris McNeil
Medical Records
Physician services I
Nurse r Pharmacological
zesvlces- 3e�
Renal PAP randtir. eaX w Lo:;;:
Vol. Pa.
FINANCIAL SECTION
Vol.-198 Pg. /Gl
Dams'Aandid & C09 PC
cxxrrr� //rn vuur.rc;ic(:nr %;v7aN .va•s
Quatit)1. lnlegriry. KsoaJedge.
Independent Auditor's Report
The Board of Trustees
Mental Health Mental Retardation Authority of Brazos Valley
Bryan, Texas
Report on the Financial Statements
First Financial Bank Building
410 Pine Street, Ste, 600, Abilene, TX 79601
325.672.4000 / 900399.2525 / f. 325.672.7049
w dkcpa.cnm
We have audited the accompanying financial statements of the governmental activities, each major fund, and the
aggregate remaining fund information of Mental Health Mental Retardation Authority of Brazos Valley (the Center),
as of and for the year ended August 31, 2013, and the related notes to the financial statements, which collectively
comprise the Center's basic financial statements as listed in the table of contents.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with
accounting principles generally accepted in the United States of America; this includes the design, implementation,
and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are
free from material misstatement, whether due to fraud or error.
Auditor's Responsibility
Our responsibility is to express opinions 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, the standards applicable to
financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States,
and the Guidelines for Annual Financial and Compliance Audits of Community Mental Health and Mental Retardation
Centers. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the
financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial
statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of
material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the
auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in
order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an
opinion on the effectiveness of the entity's internal control. Accordingly, we express no such opinion. An audit also
includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting
estimates made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit
opinions.
Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial
position of the governmental activities, each major fund, and the aggregate remaining fund information of the Center,
as of August 31, 2013, and the respective changes in financial position and the respective budgetary comparison for the
General Fund for the year then ended in accordance with accounting principles generally accepted in the United States
of America.
Vol. 198 Pg. /
Other Matters
Required Supplementary Information
Accounting principles generally accepted in the United States of America require that the management's discussion
and analysis on pages 3 -4 be presented to supplement the basic financial statements. Such information, although not a
part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it
to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational,
economic, or historical context. We have applied certain limited procedures to the required supplementary information
in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries
of management about the methods of preparing the information and comparing the information for consistency with
management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our
audit of the basic financial statements. We do not express an opinion or provide any assurance on the information
because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any
assurance.
Other Information
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the
Center's basic financial statements. The introductory section, other supplementary information, and statistical section
are presented for purposes of additional analysis and are not a required part of the basic financial statements. The
schedule of expenditures of state and federal awards is presented for purposes of additional analysis as required by the
U.S. Office of Management and Budget Circular A -133, Audits of States, Local Governments, and Non - Profit
Organizations, and the State of Texas Single Audit Circular and is also not a required part of the basic financial
statements.
The schedule of expenditures of state and federal awards and other supplementary information are the responsibility of
management and were derived from and relate directly to the underlying accounting and other records used to prepare
the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of
the basic financial statements and certain additional procedures, including comparing and reconciling such information
directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic
financial statements themselves, and other additional procedures in accordance with auditing standards generally
accepted in the United States of America. In our opinion, the schedule of expenditures of state and federal awards and
other supplementary information are fairly stated, in all material respects, in relation to the basic financial statements
as a whole.
The introductory and statistical sections have not been subjected to the auditing procedures applied in the audit of the
basic financial statements and, accordingly, we do not express an opinion or provide any assurance on them.
Other Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated January 17, 2014, on our
consideration of the Center's intemal control over financial reporting and on our tests of its compliance with certain
provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to
describe the scope of our testing of intemal control over financial reporting and compliance and the results of that
testing, and not to provide an opinion on intemal control over financial reporting or on compliance. That report is an
integral part of an audit performed in accordance with Government Auditing Standards in considering the Center's
internal control over financial reporting and compliance.
Abilene, Texas
January 17, 2014
- 4A04:, 'r a, fn
Certified Public Accountants
Vol.-198 Pg. /.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
As management of Mental Health Mental Retardation Authority of Brazos Valley (the Center), we offer readers of the Center's
financial statements this narrative overview and analysis of the financial activities of the Center for the fiscal year ended
August 31, 2013. We encourage readers to consider the information presented here in conjunction with additional
information that we have furnished in our letter of transmittal.
Financial Highlights
The assets of the Center exceeded its liabilities at the close of the most recent fiscal year by $2,894,305 (net
position). This compares to the previous year when assets exceeded liabilities by $2,920,348. The Center's total
net position (govemment -wide) decreased by $26,043.
As of the close of the current fiscal year, the Center's governmental funds reported combined ending fund
balances of $1,191,544, an increase of $136,156.
• At the end of the current fiscal year, unassigned fund balance for the General Fund was $984,853 or 7.9% of
General Fund expenditures.
Overview of the Financial Statements
This discussion and analysis is intended to serve as an introduction to the Center's basic financial statements which have three
components: 1) government -wide financial statements, 2) fund financial statements, and 3) notes to the financial statements.
This report also contains other supplementary information in addition to these basic financial statements.
Government -wide financial statements. The government -wide financial statements are designed to provide readers with
a broad overview of the Center's finances, in a manner similar to a private - sector business.
The statement of net position presents information on all of the Center's assets and liabilities, with the difference between
the two reported as net position. Over time, increases or decreases in net position may serve as a useful indicator of whether
the financial position of the Center is improving or declining.
The statement of activities presents information showing how the Center's net position changed during the most recent
fiscal year. All changes in net position are reported as soon as the underlying event giving rise to the change occurs, regardless
of the timing of related cash flows. Thus, the accrual basis of accounting is used, which is similar to the accounting used by
most private- sector companies. Some revenues and expenses are reported in this statement for some items that will only result
in cash flows in future fiscal periods. One such example is earned but unused vacation leave, which is expensed at the time it
is accrued, but the cash flow occurs at the time the leave is taken.
In the Statement of Net Position and Statement of Activities, the Center combines its governmental activities. Most of the
Center's basic services are reported here, including the Mental Health Adult Program., Mental Health Child and Adolescent
Program, Intellectual and Developmental Disabilities Program, Early Childhood Intervention, and General Administration.
The government -wide financial statements are on pages 10 and 1 I of this report.
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
Fund financial statements. The fund financial statements provide detailed information about the most significant funds —
not the Center as a whole. A fund is a grouping of related accounts that are used to maintain control over resources that have
been segregated for specific activities or objectives. The Center, like other state and local governments, uses fund accounting
to ensure and demonstrate compliance with finance- related legal requirements. The funds of the Center can be divided into
two categories: governmental funds and fiduciary funds.
• Governmental funds — Governmental funds are used to account for essentially the same functions reported as
governmental activities in the govemment -wide financial statements. However, unlike the government -wide
financial statements, governmental fund financial statements focus on how money flows into and out of those funds
and the balances left at year -end that are available for spending. These funds are reported using an accounting
method called modified accrual accounting, which requires the recognition of revenue when earned, only so long as
the funds are collectible within the period or soon enough afterwards to be used to pay liabilities of the current
period.
The governmental fund financial statements provide a detailed short-term view of the Center's general government
operations and the basic services it provides. Governmental fund information helps you determine the amount of
financial resources that can be spent in the near future to finance the Center's programs.
We describe the relationship (or differences) between governmental activities (reported in the Statement of Net
Position and the Statement of Activities) and governmental funds in the reconciliations on pages 13 and 15.
Each year the Center adopt-, a budget for its General Fund. A budgetary comparison schedule has been provided for
the General Fund to demonstrate compliance with this budget.
The governmental fund financial statements are on pages 12 through 17 of this report.
Fiduciary funds — Fiduciary funds are used to account for resources held by the Center for the benefit of
consumers. Fiduciary funds are not reflected in the govemment -wide financial statements because those funds
belong to the consumers and are not available to support the Center's operations.
Notes to the financial statements. The notes provide additional information that is essential for a full understanding of the
data provided in the govemment -wide and fund financial statements. The notes to the financial statements can be found
beginning on page 19 of this report.
Other Information. In addition to the basic financial statements and accompanying notes, this report also presents certain
supplementary infom-iation that is required by the Texas Department of State Health Services, the Texas Department of Aging
and Disability Services, OMB Circular A -133 and Uniform Grant Management Standards. Required supplementary
information can be found beginning on page 29 of this report.
4
Vol. 198 Pg. ; 1-
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
Government -Wide Financial Analysis
As noted earlier, net position may serve over time as a useful indicator of a government's financial position. The Center's
assets exceeded liabilities by $2,894,305 at the close of the most recent fiscal year. This is a $26,043 decrease over last yew's net
position of $2,920,348.
The largest portion of the Center's net position (67.8 %) represents its net investment in capital assets (e.g., land, buildings,
fumiture, equipment and software, and vehicles).
The remaining balance of the Center's net position (32.2 1/o) represents the unrestricted financial resources available for future
operations.
Current and other assets
Capital assets
Total assets
Current and other liabilities
Long -term liabilities
Total liabilities
Net position:
Net investment in capital assets
Unrestricted
Total net position
Statement of Net Position
Government -wide
Vol. 198 Pg.
2013
1,882,223
2,459,916
4,342,139
899,358
548,476
1,447,834
1,962,713
2012
1,857,463
2,817,271
4,674,734
1,000,919
753,467
1,754,386
2,121,614
931,592 798,734
$ 2,894,305 $ 2,920,348
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
Governmental activities decreased the Center's net position by $26,043. Beginning September 1, 2012, interest expense on
long -term debt was allocated amongst the programs it benefits. Key elements of this decrease are as follows:
Revenues:
Program revenues
Charges for services
Operating grants and contributions
General revenues
Investment earnings
Medicaid 1115 Waiver
Gain on sale of assets
Other income
Total revenues
Expenses:
Mental Health Adult
Mental Health Child
Intellectual and Developmental Disabilities
Early Childhood Intervention
Interest on long -term debt
Total expenses
Change in net position
Net position - beginning
Net position - ending of year
Statement of Activities
Government -wide
2013
5,831,227
6,295,026
9,104
209,376
22,309
216,195
12,583,237
5,002,901
1,009,114
4,387,336
2,209,929
12,609,280
(26,043)
2,920,348
$ 2,894,305
2012
5,993,901
6,196,188
10,263
53,157
247,745
12,501,254
5,027,814
910,375
4,547,296
2,303,880
29,325
12,818,690
(317,436)
3,237,784
$ 2,920,348
Governmental Fund Financial Analysis
As noted earlier, the Center uses fund accounting to ensure and demonstrate compliance with finance - related legal
requirements.
Governmental funds: The focus of the Center's governmental funds is to provide information on near-term inflows,
outflows, and balances of resources available for spending. Such information is useful in assessing the Center's financing
requirements.
Revenues and other financing sources for the Center's governmental activities were $12,678,457 while total expenditures
were $12,542,301. The change in fund balance was an imcrease of $136,156.
In particular, unassigned fund balance may serve as a useful measure of the Center's net resources available for spending at
the end of the fiscal year.
Vol. 198 Pg. A
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
The General Fund is the chief operating fund of the Center. At the end of the current fiscal year, unassigned fund balance of
the General Fund was $984,853 while total fund balance was $1,191,544. As a measure of the General Fund's liquidity, it
may be useful to compare unassigned fund balance to total fund expenditures. Unassigned fund balance represents 7.9 percent
of total General Fund expenditures.
General Fund Budgetary Highlights
As presented on pages 16 and 17, actual amounts for revenue and expenditures by their natural description are
provided. Actual amounts are compared to the Original/Final Budget with variances reflected. Over the course of the
year, the Center did not revise its General Fund Budget. Significant variances are as follows:
Revenues:
Medicaid/Medicare (under budget) — Due to Medicaid Managed Care rollout for licensed staff services
effective March 2012 and a collection rate of only about 55% from the Managed Care Organizations for
our Early Childhood Intervention Program.
Medicaid 1115 Transformation Waiver (over budget) — Due to uncertain timing of Year 1 (planning) of
the 1115 Transformation Waiver projects in the Brazos Valley.
• Proceeds from Sale (over budget) — Due to sale of building in Brazos County.
Expenses:
• Fringe benefits (under budget) —Due to vacancies.and conservative budgeting.
• Debt Service (over budget) — Due to misclassification of capital lease items.
• Utilities and telephone (under budget) — Due to misclassification of capital lease items.
Vol. 198 pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
Capital Assets and Debt Administration
Capital Assets. The Center's investment in capital assets for its governmental activities as of August 31, 2013 is $2,459,916,
net of accumulated depreciation. This investment in capital assets includes land, buildings, furniture, equipment, software, and
vehicles. The total decrease in the Center's investment in capital assets for the current fiscal year was $357,355 due to
addition of continuing depreciation, sale of building, and the retirement of obsolete assets.
Land
Buildings
Furniture, equipment, and software
Vehicles
Less: accumulated depreciation
Total capital assets, net
Capital Assets
(net of depreciation)
2013
327,729 $
3,015,877
879,353
904,789
(2,667,832)
2012
342,729
3,174,261
879,353
904,789
(2,483,861)
$ 2,459,916 $ 2,817,271
Long —term debt. Long -term debt consists of equipment debt, obligations under capital leases, and accrued compensated
absences. During the year ended August 31, 2013, the net decrease in long-term debt was $195,156. A summary of
outstanding debt at year end follows:
Notes payable
Capital leases payable
Compensated absences
Total long -term debt
Economic Factors and Next Year
Long -term Debt
2013
173,078 $
324,125
259,952
2012
266,912
428,745
256,654
$ 757,155 $ 952,311
The Eighty- second Legislature met January 2011 — June 2011. The session was extended an extra month due to a
called Special Session in order to deal with balancing the budget for FY 2012 -2013 and redistricting. The original
Legislative Appropriations Requests that were submitted by the Texas Health and Human Services Commission's
agencies for the Eighty- second Legislature reflected serious cuts in services for mental health, intellectual
developmental disabilities, and early childhood intervention services. The results were funding cuts, though not as
horrific as originally proposed, to all of our major programs and increased stricter requirements for eligible services.
Vol. 198 Pg. f
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Management Discussion and Analysis
August 31, 2013
Additionally, the Eighty - second Legislature provided the following:
1) Refinancing of individuals with Intellectual Developmental Disabilities from General Revenue
into the Texas Home Living Medicaid Waiver Program, which will cap services for this
population.
2) Study of the current Mental Health system by the State of Texas. Preliminary recommendations
include the privatization of State Mental Health Facilities and Local Resources, and increased
budget transparency and competition.
3) Continued movement towards Medicaid Managed Care.
The Eighty -third Legislature met January 2013 — August 2013. The session was extended an extra 67 days due to
three called Special Sessions in order to deal with funding of transportation infrastructure projects and several other
items. Public education took top priority during the session. The mental health system also had a lot of attention due
to the study conducted since the Eighty - second legislative session in order to seek increased efficiencies due to lack of
funding afforded for mental health services in the State of Texas.
Additionally, the Eighty -third Legislature provided the following:
1) Additional dollars allocated for Local Mental Health Authorities to bring persons placed on a
waitlist into services.
2) Grants were made available for Supported Housing, Crisis Expansion, and Mental Health First
Aid. MHMR Authority of Brazos Valley has applied and is receiving funding for all three
programs starting FY 2014.
3) Continued movement towards Medicaid Managed Care with Mental Health Rehabilitation and
Service Coordination switching over on September 1, 2014.
These factors were considered when preparing and adopting its General Fund budget for the fiscal year ending August
31, 2014. A balanced budget for fiscal year 2014 was adopted. We do anticipate a slight surplus, excluding
unexpected decreases in revenues from either the State of Texas or local entities.
Request For Information
This financial report is designed to provide a general overview of the Mental Health Mental Retardation Authority of Brazos
Valley's finances for all those with an interest in the Authority's finances. Questions concerning any of the information
provided in this report or requests for additional financial information should be addressed to:
Mental Health Mental Retardation Authority of Brazos Valley
Finance Services Department
P. O. Box 4588
Bryan, Texas 77805
Vol. 198 Pg. �
BASIC FINANCIAL STATEMENTS
Vol. 198 Pg. Ole
Exhibit A -1
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Statement of Net Position
August 31, 2013
ASSETS
Cash and cash equivalents
Accounts receivable
Receivables from other governments
Inventories
Prepaid items
Capital assets, net
Nondepreciable
Depreciable
Total Assets
LIABILITIES
Accounts payable
Accrued payroll
Other accrued liabilities
Unearned revenue
Due within one year
Notes payable
Capital leases payable
Due in more than one year
Notes payable
Capital leases payable
Accrued compensated absences
Total Liabilities
NET POSITION
Net investment in capital assets
Unrestricted
Total Net Position
Governmental
Activities
$ 828,787
89,118
922,627
4,958
36,733
327,729
2,132,187
4,342,139
249,633
302,396
32,195
106,455
98,290
110,389
74,788
213,736
259,952
1,447,834
1,962,713
931,592
$ 2,894,305
The accompanying notes are an integral part of these financial statements.
Vol. 198 ]fig.
Exhibit A -2
Program Revenues
3,787,737 $
Operating
Capital
Charges Grants and
Grants and
for Services Contributions
Contributions
Net (Expense)
Revenue and
Changes in
Net Position
Govemmental
Activities
$ 1,659,430 $
3,787,737 $
$ 444,266
394,218
431,128
(183,768)
2,729,589
1,110,541
(547,206)
1,047,990
965,620
(196,319)
$ 5,831,227 $
6,295,026 $
(483,027)
General Revenues
Investment earnings
9,104
Medicaid 1115 Waiver
209,376
Gain on sale of assets
22,309
Other local income
216,195
Total General Revenues
456,984
Change in Net Position
(26,043)
Net Position - Beginning
2,920,348
Net Position - Ending
$ 2,894,305
Vol. 198 1 fig.
Exhibit B -1
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Balance Sheet - Governmental Funds
August 31, 2013
ASSETS
Cash and cash equivalents
Accounts receivable
Receivables from other governements
Inventories
Prepaid items
Total Assets
LIABILITIES AND FUND BALANCES
Liabilities:
Accounts payable
Accrued payroll
Other accrued liabilities
Unearned revenue
Total Liabilities
Fund Balances:
Nonspendable:
Inventories
Prepaid items
Assigned:
Special projects
Unassigned
Total Fund Balances
Total Liabilities and Fund Balances
General
Total
Governmental
Funds
$ 828,787 $
828,787
89,118
89,118
922,627
922,627
4,958
4,958
36,733
36,733
$ 1,882,223 $
1,882,223
$ 249,633 $
249,633
302,396
302,396
32,195
32,195
106,455
106,455
690,679
690,679
4,958
36,733
4,958
36,733
165,000 165,000
984,853 984,853
1,191,544 1,191,544
$ 1,882,223 $ 1,882,223
The accompanying notes are an integral part of these financial statements.
Vol. 198 log. 9-3
Exhibit B -2
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Reconciliation of the Balance Sheet of Governmental Funds to the Statement of Net Position
August 31, 2013
Total Fund Balances $ 1,191,544
Amounts reported for governmental activities in the statement of net position (Exhibit A-
1) are different because:
Capital assets used in governmental activities are not current financial resources and
therefore are not reported in the governmental funds. 2,459,916
Long -term liabilities, such as notes payable ($173,078), capital leases payable ($324,125),
and compensated absences ($259,952) are not due and payable in the current period and
therefore are not reported in the funds. (757,155)
Net position of governmental activities $ 2,894,305
The accompanying notes are an integral part of these financial statements.
Vol. 198 R. ' r
Exhibit B -3
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Statement of Revenues, Expenditures, and Changes in Fund Balance - Governmental Funds
Year Ended August 31, 2013
REVENUES
Local funds
State programs
Federal programs
Investment earnings
Total Revenues
EXPENDITURES
Current:
Mental Health - Adult
Mental Health - Child
Intellectual and Developmental Disabilities
Early Childhood Intervention
Administration
Capital outlay
Debt service
Principal
Interest
Total Expenditures
Excess of revenues over expenditures
Other Financing Sources
Proceeds from sale of assets
Total Other Financing Sources
Net change in fund balance
Fund balance, September 1
Fund balance, August 31
General
$ 6,197,239
4,887,916
1,466,669
9,104
12,560,928
4,279,253
867,722
3,744,329
1,899,005
1,479,098
43,471
Total
Governmental
Funds
$ 6,197,239
4,887,916
1,466,669
9,104
12,560,928
4,279,253
867,722
3,744,329
1,899,005
1,479,098
43,471
198,454
198,454
30,969
30,969
12,542,301
12,542,301
18,627
18,627
117,529 117,529
117,529 117,529
136,156
136,156
1,055,388 1,055,388
$ 1,191,544 $ 1,191,544
The accompanying notes are an integral part of these financial statements.
Vol. 198 l�g.
Exhibit B4
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund Balance of
Governmental Funds to the Statement of Activities
Year Ended August 31, 2013
Net change in fund balances - total governmental funds
Amounts reported for governmental activities in the statement of activities are different
because:
Repayment of principal on long -term debt is an expenditure in the governmental funds, but
their payment reduces long -term liabilities in the statement of net position. Thus, net
position is increased by the amount of principal repayments.
Repayment of long -term liabilities is an expenditure in the governmental funds, but the
repayment reduces long -term liabilities in the statement of net position. This is the net
increase in compensated absences payable,
Governmental funds report capital outlays as expenditures. However, in the statement of
activities, the cost of those assets is allocated and depreciated over their useful lives. Thus,
net position is decreased by the amount by which depreciation ($305,606) exceeded capital
outlays ($43,471) in the current period.
$ 136,156
198,454
(3,298)
(262,135)
Proceeds from the sale of assets are recorded in the fund financial statements, whereas in
the government -wide financial statements only the gain (loss) is recorded. This is the
amount of the net book value of the assets sold. (95,220)
Change in net position of governmental activities
$ (26,043)
The accompanying notes are an integral part of these financial statements.
1�a.
Vol. 198 �
Exhibit B -5
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Statement of Revenues, Expenditures and Changes in Fund Balance
Budget and Actual - General Fund
Year Ended August 31, 2013
FEDERAL PROGRAM REVENUES
Mental Health Block Grant
351,440
351,440
351,440
Variance
Social Services Block Grant
Budgeted Amounts
Actual
with Final
-
Original
Final
Amounts
Budget
LOCAL REVENUES
Block Grants for Substance Abuse
49,845
49,845
49,845
City and county governments
$ 140,700 $
140,700 $
138,200
$ (2,500)
Patient fees
448,500
448,500
474,711
26,211
Intermediate Care Facilities
330,000
330,000
336,805
6,805
Medicaid/Medicare
3,758,951
3,758,951
3,413,381
(345,570)
Home and Community Based Services
1,330,000
1,330,000
1,272,068
(57,932)
Texas -Home Living Waiver
300,000
300,000
274,704
(25,296)
Medicaid 1115 Waiver
-
-
209,376
209,376
Donations
40,000
40,000
19,256
(20,744)
Miscellaneous income
31,000
31,000
58,738
27,738
Total Local Revenues
6,379,151
6,379,151
6,197,239
(181,912)
STATE PROGRAM REVENUES
General Revenue - MHAdult
2,151,509
2,151,509
2,148,162
(3,347)
General Revenue - MH Child
246,227
246,227
246,226
(1)
General Revenue - IDD
1,029,156
1,029,156
1,108,062
78,906
New Generation Medications
403,172
403,172
414,224
11,052
Crisis Services
472,545
472,545
487,034
14,489
Veteran's Services
55,000
55,000
55,000
-
Early Childhood Intervention
158,506
158,506
156,765
(1,741)
Substance Abuse
9,639
9,639
9,639
OBRA Funds
1,032
1,032
-
(1,032)
TCOOMMI
267,500
267,500
262,804
(4,696)
Total State Program Revenues
4,794,286
4,794,286
4,887,916
93,630
FEDERAL PROGRAM REVENUES
Mental Health Block Grant
351,440
351,440
351,440
-
Social Services Block Grant
66,798
66,798
66,798
-
TANF to Title XX
93,926
93,926
93,926
-
Block Grants for Substance Abuse
49,845
49,845
49,845
-
Early Childhood Intervention
808,855
808,855
808,855
-
ECI Medicaid Administrative Claiming
95,200
95,200
68,000
(27,200)
Community Development Block Grant
24,606
24,606
27,805
3,199
Total Federal Program Revenues
1,490,670
1,490,670
1,466,669
(24,001)
Investment Earnings
12,500
12,500
9,104
(3,396)
Total Revenues $ 12,676,607 $ 12,676,607 $ 12,560,928 $ (115,679)
The accompanying notes are an integral part of these financial statements.
Vol. 198 %.
Exhibit B-5
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Statement of Revenues, Expenditures and Changes in Fund Balance
Budget and Actual - General Fund
Year Ended August 31, 2013
EXPENDITURES
Current
Salaries
Fringe benefits
Travel
Drugs and medications
Other consumable items
Rent and operating costs
Repairs and maintenance
Vehicle operations
Consultants and professionals
Utilities and telephone
Client costs
Insurance
Training and dues
Miscellaneous
Total Current Expenditures
Capital outlay
Debt service
Principal
Interest
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources
Proceeds from sale of assets
Total Other Financing Sources
Net Change in Fund Balance
Fund Balance, September 1
Fund Balance, August 31
136,156 136,156
1,055,388 1,055,388 1,055,388
$ 1,055,388 $ 1,055,388 $ 1,191,544 $ 136,156
The accompanying notes are an integral part of these financial statements.
Vol.-198 IPg. '2'ov
Variance
Budgeted Amounts
Actual
with Final
Original
Final
Amounts
Budget
$ 6,806,731 $
6,806,731 $
6,737,937
$ 68,794
1,870,745
1,870,745
1,759,518
111,227
264,743
264,743
240,599
24,144
300,000
300,000
300,076
(76)
170,000
170,000
147,190
22,810
164,000
164,000
161,629
2,371
322,841
322,841
304,196
18,645
180,000
180,000
238,204
(58,204)
1,801,000
1,801,000
1,757,201
43,799
432,858
432,858
311,617
121,241
73,150
73,150
105,787
(32,637)
93,489
93,489
97,161
(3,672)
62,250
62,250
49,245
13,005
29,800
29,800
59,047
(29,247)
12,571,607
12,571,607
12,269,407
302,200
-
-
43,471
(43,471)
91,350
91,350
198,454
(107,104)
13,650
13,650
30,969
(17,319)
12,676,607
12,676,607
12,542,301
134,306
-
-
18,627
18,627
117,529
117,529
117,529
117,529
136,156 136,156
1,055,388 1,055,388 1,055,388
$ 1,055,388 $ 1,055,388 $ 1,191,544 $ 136,156
The accompanying notes are an integral part of these financial statements.
Vol.-198 IPg. '2'ov
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Statement of Net Position - Fiduciary Funds
August 31, 2013
ASSETS
Cash and cash equivalents
Total Assets
LIABILITIES
Due to clients
Total Liabilities
Exhibit C -1
Client
Agency Fund
$ 10,058
10,058
10,058
$ 10,058
The accompanying notes are an integral part of these financial statements.
Vol. 198 FV.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 1; Reporting Entity
Mental Health Mental Retardation Authority of Brazos Valley (the "Center ") is a public entity established under the
Texas Mental Health and Mental Retardation Act of 1965 and organized under Chapter 534, Title 7 of the Texas
Health and Safety Code. The Act provided for the creation of local community mental health and mental retardation
centers to develop and implement community -based mental health, mental retardation, and addiction services. The
Center is governed by an independent board; has the authority to make decisions; appoint administrators and
managers, significantly influence operations; and has the primary financial accountability for fiscal matters. The
Center is not included in any other governmental reporting entity as defined in Section 2100, Codification of
Governmental Accounting and Financial Reporting Standards.
In determining the financial reporting entity, the Center complies with the provisions of Government Accounting
Standards Board Statement No. 14, "The Financial Reporting Entity," which requires inclusion of all component units
of which the Center appoints a voting majority of the units' board and the Center is either able to impose its will on the
unit, or a financial benefit- relationship or burden - relationship exists. There are no component units or entities for
which the Center is considered to be financially accountable.
Note 2: Government -Wide and Fund Financial Statements
The government -wide financial statements (i.e., the statement of net position and the statement of activities) report
information on all of the nonfiduciary activities of the primary government. Governmental activities, which normally
are supported by taxes and intergovernmental revenues, are reported separately from business -type activities, which
rely to a significant extent on fees and charges for support to external users. The Center does not have any business-
type activities.
The statement of activities demonstrates the degree to which the direct expenses of a given function or segments are
offset by program revenues. Direct expenses are those that are clearly identifiable with a specific function or
segment. Program revenues include 1) charges to consumers or responsible third parties who purchase, use, or
directly benefit from services or privileges provided by a given function or segment and 2) grants and contributions
that are restricted to meeting the operational or capital requirements of a particular function or segment. Other items
not properly included among program revenues are reported instead as general revenues. Administrative expenses
are allocated among the Center's programs, based on each program's proportionate share of total expenses.
Separate financial statements are provided for governmental and fiduciary funds, even though the latter are excluded
from the government -wide financial statements.
The government -wide financial statements are reported using the economic resources measurement focus and the
accrual basis of accounting, as are the fiduciary fund financial statements. Revenues are recorded when earned and
expenses are recorded when a liability is incurred, regardless of the timing of related cash flows. Grants and similar
items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met.
19
Vol. 198 Pg. ✓�
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 3: Measurement Focus, Basis of Accounting and Financial Statement Presentation
Governmental fund financial statements are reported using the current financial resources measurement focus and the
modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available.
Revenues are considered to be available when they are collectible within the current period or soon enough thereafter
to pay liabilities of the current period. For this purpose, the government considers revenue to be available if they are
collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is
incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to claims
and judgments, are recorded only when payment is due.
Grant revenues are recognized only as grant expenditures are incurred to the extent that the expenditures are allowable
and eligible for reimbursement. Grant revenue, patient fees and interest associated with the current fiscal period are all
considered to be susceptible to accrual and so have been recognized as revenue of the current fiscal period. All other
revenue items are considered to be measurable and available only when cash is received by the Center.
The Center allocates indirect expenses primarily comprised of administrative services to operating functions and
programs benefiting from those services. Administrative services include overall management, centralized budgetary
formulation and oversight, accounting, financial reporting, payroll, procurement contracting and oversight, investing
and cash management, personnel services, and other central administrative services. Allocations are charged to
programs based on use of central services determined by various allocation methodologies.
The Center reports the following major governmental fund:
The general fund is the Center's primary operating fund and accounts for all financial resources of the
general government, except those required to be accounted for in another fund.
Additionally, the Center reports the following fund type:
The client agency fund is a fiduciary fund type used to account for assets held for clients of the Center. The
fund is purely custodial (assets equal liabilities) and does not involve the measurement of the results of
operations.
When both restricted and unrestricted resources are available for use, it is the Center's policy to use restricted
resources first, then unrestricted resources as they are needed. Additionally, the Center would first use committed,
then assigned, and lastly unassigned amounts of unrestricted fund balance when expenditures are made.
Note 4: Assets, Liabilities and Net Position
Cash and cash equivalents — The Center considers cash on hand, demand deposits and short term investments with
original maturities of three months or less from date of acquisition to be cash equivalents.
Accounts Receivable — Accounts receivable from patients and insurance companies for services rendered are reduced
by the amount of such billings deemed by management to be ultimately uncollectible. Consumers pay their portion at
the time the service is rendered.
Inventories — Drug inventory is valued at the lower of cost or market, on a fast in, first out basis. The drugs are
expended at cost as they are consumed throughout the year. inventories are equally offset by nonspendable fund
balance in the governmental funds balance sheet, which indicates that it does not constitute available spendable
resources even though they are components of net current assets.
20
Vol.-198 Pg. ��
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 4: Assets, Liabilities and Net Position —continued
Prepaid Items — Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as
prepaid items in both government -wide and governmental fund financial statements. Prepaid assets are equally offset
by nonspendable fund balance in the governmental funds balance sheet, which indicates that it does not constitute
available spendable resources even though they are components of net current assets.
Capital Assets — Capital assets, which include property, plant and equipment, are reported in the government -wide
financial statements. Capital assets are defined by the Center as assets with an initial, individual cost of more than
$2,500 and an estimated useful life in excess of three years. Such assets are recorded at historical cost if purchased or
constructed. Donated capital assets are recorded at estimated fair market value at the date of donation. The cost of
normal maintenance and repairs that do not add to the value of the asset or materially extend asset lives are not
capitalized. Capital assets also include the cost of capitalized leases. Amortization of capital leases is included in
depreciation expense. Property, plant, and equipment of the primary government are depreciated using the straight line
method over the following estimated useful lives:
Building and improvements 10 - 50 years
Furniture, equipment, and software 3 - 10 years
Vehicles 3 years
Compensated Absences — The Center provides compensated absence benefits to its employees. All regular full -time
and regular part-time employees of the Center will be entitled to accrue vacation leave on a monthly basis. Full -time
employees shall accrue vacation time based on length of service. Regular part-time employees who work 20 or more
hours per week will accrue leave at the same ratio as time worked, and the hours accrued will be based on the same
schedule as full -time employees. The maximum carryover each year ranges from SO hours to 160 hours based on years
of service. Upon termination, an employee with more than six months' service with the Center will be paid a lump
sum payment for the balance of the accrued vacation leave up to the maximum carryover.
Compensated absences are accrued in the government -wide financial statements. Governmental funds accrue only the
compensated absences expected to be paid with available resources at year -end.
Long -term Obligations — In the government -wide financial statements, long -term debt and other long -term obligations
are reported as liabilities. The governmental fund financial statements recognize the proceeds of debt as other
financing sources of the current period and debt retirements are reported as debt service expenditures.
Fund Balance — In the fund financial statements, governmental funds reported the following classifications of fund
balance:
Nonspendable — includes amounts that cannot be spent because they are either not spendable in form or are
legally or contractually required to be maintained intact. All amounts reported as Nonspendable at August
31, 2013 are nonspendable in form. The Center has not reported any amounts that are legally or
contractually required to be maintained intact.
Assigned — includes general fund amounts constrained for a specific purpose by a governing board or by an
official that has been delegated authority to assign amounts.
Unassigned — includes amounts that have not been assigned to other funds or restricted, cormnitted or
assigned to a specific purpose within the General Fund.
21
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 4: Assets, Liabilities and Net Position — continued
Minimum fund balance policy — The Board of Trustees directs that fiscal policies should achieve and maintain a
minimum balance in the General Fund with sufficient working capital and a margin of safety to address local and
regional emergencies without borrowing.
Source of Funds — Some funds from federal and other state sources represent fee for service reimbursements, as well as
project grants. The funds that are specifically for the individual patient service reimbursements are reported as local
funds.
Tax - Exempt Status —The Internal Revenue Service has issued a determination letter dated July 1, 1974, stating that the
Center qualifies as an organization described in Section 501(c)(3) of the Internal Revenue Code and, accordingly, is
exempt from Federal income taxes.
Use of Estimates —The preparation of financial statements in conformity with generally accepted accounting principles
requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and
disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of
revenue and expenses during the reporting period. Actual results could differ from those estimates.
Note 5: Stewardship, Compliance, and Accountability
The Executive Director is responsible for the preparation of the Center's budget with the assistance of the Chief
Financial Officer (CFO) and program staff. An estimate of revenue and compilation of requested departmental
expenditures by program category are prepared and submitted to the Board of Trustees. The Board of Trustees then
may increase or decrease the amounts submitted in the budget before it is submitted to the Commission for approval.
The Commission schedules a budget hearing usually between June 15 and October 15, at which time the budget is
approved or the Center is directed to make necessary changes and resubmit the budget. The final budget is thus
approved by the Commission generally before November 15.
Budgeted expenditures for current operating funds cannot exceed the available cash balances in such funds at
September I plus the CFO's estimate of revenue for the budgeted fiscal year. The Center may transfer existing
surpluses between budget categories during the year and increase the budget according to budgeting and expenditure
guidelines of Health and Human Services Commission and report such budget amendments in the required Quarterly
Community Center Financial Report.
The budget for the General Fund is prepared using the current financial resources measurement focus and the modified
accrual basis of accounting consistent with generally accepted accounting principles for a governmental fund.
Note 6: Deposits and Investments
Cash and time deposits
Custodial credit risk — deposits. The Center's cash deposits were fully secured at August 31, 2013 by federal deposit
insurance and by pledged securities held by the Center's agent in the Center's name. Such total collateralization and
insurance coverage is required by the Rules of the Commissioner of the Health and Human Services Commission
(HHSC) and the Board of Trustees of the Center.
22
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 6: Deposits and Investments — continued
Investments
The Center's investment policies and types of investments are governed by the Public Funds Investment Act (PFIA).
These policies authorize the Center to invest in 1) obligations of the U.S. or its agencies and instrumentalities; 2) fully
insured or collateralized certificates of deposits from a bank doing business in the State of Texas; 3) interest or non-
interest bearing checking or savings accounts; 4) repurchase agreements; and 5) mutual fund money market accounts.
During the year ended August 31, 2013, the Center did not own any investments other than funds kept in interest
bearing checking or savings accounts.
Interest rate risk — This is the risk that changes in interest rates will adversely affect the fair value of an investment.
In accordance with its investment policy, the Center manages its exposure to declines in fair values by limiting the
maximum allowable stated maturity of any individual investment owned by the Center to two years unless approved
by the Board of Trustees.
Credit risk — This is the risk that an issuer or other counterparty to an investment will not fulfill its obligation. State
law limits investments in public funds investment pools to those rated no lower than AAA or AAAm or an equivalent
rating by at least one nationally recognized rating service. At August 31, 2013, the Center was not exposed to credit
risk.
Concentration of credit risk — This is the risk of loss attributed to the magnitude of the Center's investment in a single
issuer. At a minimum, diversification standards by security type and issuer shall be:
Investment Type
Treasury Instruments
Agencies/Similar Instruments
Certificates of Deposit
Constant Dollar Pools
Money Market Mutual Funds
Interest & Non - Interest Bearing Bank Accounts
Repurchase Agreements
Maximum Maturity
Maximum %
One year
50%
Two years
20%
One year
50%
N/A
100%
N/A
50%
N/A
100%
N/A
50%
23
Vol. 198 Pg. `�
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 7: Receivables from Other Governments
Receivables from other governments are for reimbursement of expenditures and fees for service provided under
various programs and grants. All amounts are expected to be collected within the next year. A summary of these
receivables as of August 31, 2013 are as follows:
Local funds
Amount
Medicaid Administrative Claiming
$ 203,446
Home and Community Based Services
132,374
Medicaid and Medicare
496,910
Intermediate Care Facilities
23,432
State Awards
TCOOMMI
44,251
Early Childhood Intervention
492
Federal Awards
Early Childhood Intervention
14,770
Community Development Block Grant
6,952
Total
$ 922,627
Note 8: Capital Assets
A summary of changes in capital asset balances for the year ended August 31, 2013, is as follows:
24
Vol. 198 Pg. ��
Balance
Balance
Governmental Activities: September
1, 2012
Additions
Retirements
August 31, 2013
Nondepreciable assets:
Land $
342,729 $
$ (15,000) $
327,729
Total nondepreciable assets
342,729
-
(15,000)
327,729
Depreciable assets:
Buildings and improvements
3,174,261
43,471
(201,855)
3,015,877
Furniture, equipment, and software
879,353
-
879,353
Vehicles
904,789
-
904,789
Total depreciable assets
4,958,403
43,471
(201,855)
4,800,019
Accumulated depreciation:
Buildings and improvements
1,220,987
80,046
(121,635)
1,179,398
Furniture, equipment, and software
491,006
113,853
604,859
Vehicles
771,868
111,707
883,575
Total accumulated depreciation
2,483,861
305,606
(121,635)
2,667,832
Total capital assets, net $
2,817,271 $
(262,135) $ (95,220) $
2,459,916
24
Vol. 198 Pg. ��
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 8: Capital Assets -continued
In the government -wide financial statements, depreciation expense of $305,606 was charged to the Center's programs
as follows:
Governmental Activities
Mental Health - Adult $ 107,795
Mental Health - Child 17,729
Intellectual and Developmental Disabilities 103,134
Early Childhood Intervention 38,481
Administration 38,467
Total Depreciation Expense $ 305,606
Note 9: Long -Term Obligations
The following is a summary of changes in long -term liabilities of the Center for the year ended August 31, 2013:
Three notes to Citizens State Bank were executed in fiscal year 2010. The first note is payable in monthly installments
of $2,766 and matures in December 2014. The second is payable in monthly installments of $2,765 and matures in
March 2015. The third is payable in monthly installments of $1,385 and matures in June 2015. A fourth note was
executed with Citizens State Bank in fiscal year 2011, with monthly installments of $1,730 and matures in March
2016. All four notes carry an interest rate of 4.25% and are collateralized by various vehicles.
The following are debt service requirements for notes payable to maturity:
Year Ending August 31,
Obligations
Interest
Obligations
2014
$ 98,290 $
Outstanding
103,746
Outstanding
Amount Due
1,581
September 1,
2016
August 31,
Within One
Governmental activities:
2012
Additions Retirements
2013
Year
Notes payable
$ 266,912 $
$ (93,834) $
173,078
$ 98,290
Capital leases payable
428,745
(104,620)
324,125
110,389
Compensated absences
256,654
3,298
259,952
$ 952,311 $
3,298 $ (198,454) $
757,155
$ 208,679
Three notes to Citizens State Bank were executed in fiscal year 2010. The first note is payable in monthly installments
of $2,766 and matures in December 2014. The second is payable in monthly installments of $2,765 and matures in
March 2015. The third is payable in monthly installments of $1,385 and matures in June 2015. A fourth note was
executed with Citizens State Bank in fiscal year 2011, with monthly installments of $1,730 and matures in March
2016. All four notes carry an interest rate of 4.25% and are collateralized by various vehicles.
The following are debt service requirements for notes payable to maturity:
Year Ending August 31,
Principal
Interest
Total
2014
$ 98,290 $
5,456 $
103,746
2015
63,143
1,581
64,724
2016
11,645
162
11,807
$ 173,078 $
7,199 $
1 80,277
25
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 9: Lang -Tenn Obligations — continued
The Center leases their phone system and some computers and software that are classified as capital leases and will
expire in 2017 and 2015, respectively. Such assets totaled $494,487 and are included in depreciable assets. Related
amortization expense is included in depreciation expense. Future minimum lease payments under capital leases are as
follows:
Year Ending August 31,
2014
$ 127,153
2015
97,946
2016
92,400
2017
38,479
Total minimum lease payments
355,978
Less amount representing interest
(31,853)
Present value of minimum lease payments
$ 324,125
Note 10: Operating Lease Obligations
The Center leases certain equipment which is utilized in its operations under short-term leases. Some of these leases
have renewal options. Rent expense for the year ended August 31, 2013, was $161,629. The future minimum lease
payments under operating leases as of August 31, 2013 are as follows:
Year Ended August 31
2014
2015
Note 11: Pension Plan
Amount
$ 150,216
43,435
$ 193,651
The Center sponsors a defined contribution pension plan that covers all regularly scheduled employees working twenty
or more hours per week. Employer match begins after six months of employment. Employees who participate must
contribute 5.0% of earnings and have the option of contributing an additional amount capped by IRS regulations. The
Center contributed an amount equal to 5.0% of eligible employee's base salary for the year ending August 31, 2013.
Employer contributions for each employee (and earnings allocated to the employee's account) are fully vested after 5
years of continuous service (20% for each year of service). Center contributions and earnings on accounts forfeited by
employees who leave employment before five years of service are used to reduce the Center's contribution
requirements. The amount of the contribution made by the Center for the fiscal year ended August 31, 2013 was
$199,467.
26
Vol. 198 Pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 12: Risk Management
The Center is exposed to various risks of loss related to general liability, torts, theft of, damage to and destruction of
assets, errors and omissions, injuries to employees, doctors' malpractice and natural disasters. The Center's workers
compensation, property, liability and automobile physical damage losses are covered under a partially self - funded
insurance pool managed by the Texas Council Risk Management Fund. Under these policies, the Center could be
assessed for additional premiums if losses exceed specified amounts. Center management believes that the financial
statements contain reasonable estimates for any liability related to such claims. There were no significant reductions in
coverage in the past fiscal year, and there were no settlements exceeding the maximum amounts to be paid by the pool
in any of the past three fiscal years.
Note 13: Concentrations of Credit Risk
A substantial portion of the Center's revenues are in the form of performance contracts with the Texas Department of
State Health Services and the Texas Department of Aging and Disability Services (State). As a result, the Center's
overall exposure to credit risk is contingent upon future funding by the Stale. Historically, the Center's uncollectible
accounts receivable have been immaterial. The Center does not require collateral for its receivables.
Note 14: Commitments and Contingencies
The Center has participated in a number of federal and state assisted grant programs. These programs are subject to
financial and compliance audits by the grantors or their representatives and regulatory authorities. The purpose of
these audits is to ensure compliance with conditions relating to the granting of funds and other reimbursement
regulations. The Center's management believes that any liability for reimbursement which may arise as a result of
these audits is not believed to be material to the financial position of the Center. The Center is subject to certain
penalties in the event that performance targets are not met.
For fiscal year 2008 through 2011, the Center funded 50% of workers' compensation premiums up front (assessed by
TCRMF based on the standard contribution for that year). Based on actual claims for that year, TCRMF can later assess
up to 110% of that year's standard contribution. For fiscal years 2012, the Center funded 80% and TCRMF can later
assess up to 100% of that year's standard contribution. Thus, the Center has contingencies relating to previous years'
workers' compensation claims for plan years that have not been declared closed. The maximum exposure for such open
plan years (excluding 2013, which is not known at this time) is $396,016, which represents the difference between
contributions paid in and the maximum contribution for those plan years. As a result, the Center has accrued $24,695
for such contingencies in the accompanying financial statements.
Note 15: Patient Assistance Program
Consumers periodically receive prescription medications through a program known as the Patient Assistance Program
(PAP). These prescriptions are provided at no cost to the consumer. These items do not meet the criteria for
recognition on the Center's financial statements; however, they do provide significant assistance to the consumers the
Center serves. Management estimates that consumers received prescription medications through this program valued at
approximately $1,197,000 during the year ending August 31, 2013.
27
Vol. 198 pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Financial Statements
Year Ended August 31, 2013
Note 16: Medicaid 1115 Waiver
In December of 2011, the Centers for Medicare and Medicaid Services (CMS) approved the State of Texas'
application called Medicaid Waiver 1115 which aims redesign healthcare delivery in Texas consistent with CMS' aim
to improve the experience of care, to improve the health of populations, and to reduce the cost of healthcare without
compromising quality.
The Waiver called for local entities to propose Delivery System Reform Incentive Program (DSRIP) projects
categorized either for Infrastructure Development (Category 1), Program Innovation and Redesign (Category2), or
Quality Improvement (Category 3). The entire State of Texas was divided into regions and Community Mental Health
programs were allowed 10% of each region's DSRIP allocation. This allocation utilized valuation of the projects rather
than cost as the basis for project reimbursement. In addition, the program developed four passes or phases to
effectively reallocate unutilized funds, where Pass I consisted of the initial allocations; Pass 2 will utilize 75% of
remaining allocations for community mental health centers, etc.
This funding provides incentive payments for healthcare improvements. The Center recognized $209,376 of Medicaid
1115 Waiver revenues in the general fund and statement of activities for the year ended August 31, 2013.
28
Vol. 198 Pg.
OTHER SUPPLEMENTARY INFORMATION
Vol.-198 Pg. //U
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Capital Assets Used in the Operation of Governmental Funds
Schedule by Source
August 31, 2013
Total
Governmental Funds Capital Assets
Land $ 327,729
Buildings and improvements 3,015,877
Furniture, equipment, and software 879,353
Vehicles 904,789
Total Governmental Funds Capital Assets $ 5,127,748
Investment in Governmental Funds Capital Assets by Source
General Fund $ 5,127,748
Total Investment in Governmental Funds Capital Assets $ 5,127,748
Vol. 198 F'g Z//
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Capital Assets Used in the Operation of Governmental Funds
Schedule of Function and Activity
August 31, 2013
Vol. 198 Pioo�
Buildings
Furniture,
and
Equipment,
Function
Land
Improvements
and Software
Vehicles
Total
Mental Health Adult $
92,461
$ 1,151,764 $
321,052 $
266,361
$ 1,831,638
Intellectual and Developmental
Disabilities
113,428
1,182,201
278,076
381,229
1,954,934
Mental Health Child
21,804
277,882
41,596
37,256
378,538
Early Childhood Intervention
and Other
4,400
100,370
108,503
179,599
392,872
Administrative
95,636
303,660
130,126
40,344
569,766
Total Governmental Funds
Capital Assets $
327,729
$ 3,015,877 $
879,353 $
904,789
$ 5,127,748
Vol. 198 Pioo�
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Capital Assets Used in the Operation of Governmental Funds
Schedule of Changes by Function and Activity
Year Ended August 31, 2013
Vol. 198 04.
September 1,
Transfers and
August 31,
Function
2012
Additions
Retirements
2013
Mental Health Adult $
2,611,211 $
14,495
$ (794,068) $
1,831,638
Intellectual and Developmental
Disabilities
1,305,119
23,945
625,870
1,954,934
Mental Health Child
511,860
3,850
(137,172)
378,538
Early Childhood Intervention
and other
476,068
-
(83,196)
392,872
Administrative
396,874
1,181
171,711
569,766
Total Governmental Funds
Capital Assets $
5,301,132 $
43,471
$ (216,855) $
5,127,748
Vol. 198 04.
STATISTICAL SECTION (UNAUDITED)
Vol. 198 Pg. /v
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Revenue and Expenditures by Source of Funds
General Fund
Year Ended August 31, 2013
Fund Source
Objects of Expense:
Personnel
Employee benefits
Professional and consultant services
Training and travel
Capital outlay
Non - capitalized equipment
Pharmaceutical expense
Pharmaceutical expense -PAP
Other operating expense
Allocation of General and Administration to Strategies
Allocation of Authority Administration to Strategies
Total Expenditures
Method of Finance:
General Revenue - MH
General Revenue - IDD
Mental Health Block Grant
TANF to Title XX
PASRRIOBRA Funds
New Generation Meds
Crisis Services - MH
Social Services Block Grant
Permanency Planning
TCOOMMI
Substance Abuse
Veteran's Services
CLOT Funds
HCS/TxHML/ICFMR
Medicaid/Medicare
PAP Contributions
Other State Funds
Required Local Match
Additional Local Funds and Other
Total Expended Sources
Total
Mental Health
Total Mental Child and
Total Health Adult Adolescent
Revenue Expenditures Expenditures
$ 5,869,829
$
1,915,529
$
460,438
1,495,129
465,783
119,057
1,705,989
728,868
159,928
246,068
89,417
39,499
75,887
36,069
4,555
98,424
32,846
7,603
300,075
295,171
73
1,196,687
1,196,687
-
1,256,505
401,494
83,977
1,217,694
415,228
99,143
276,432
115,082
27,478
$ 13,738,719
$
5,692,174
$
1,001,751
$ 2,147,216
$
1,948,421
$
445,967
817,193
-
351,440
260,644
90,796
93,926
-
93,926
8,441
5,962
-
414,224
414,224
487,034
-
66,798
66,798
11,501
-
-
262,804
262,804
-
59,484
59,484
-
55,000
55,000
-
279,368
-
-
1,883,577
-
-
3,472,939
1,260,713
371,062
1,196,687
1,196,687
-
965,620
-
377,479
303,839
924,144
(142,402)
-
$ 13,874,875
$
5,692,174
$
1,001,751
Vol. 198 Pg. ��
Vol. 198 3?)g. 7��
Total
Total
Intellectual and
Excess (Deficit)
Mental Health
Developmental
Total Other
Total
Revenue
Crisis
Disabilities
Services
Center
over
Expenditures
Expenditures
Expenditures
Expenditures
Expenditures
$ 214,071
$
1,996,706
$
1,283,085
$
5,869,829
64,383
570,800
275,106
1,495,129
107,948
550,125
159,120
1,705,989
5,467
59,745
51,940
246,068
19
35,244
-
75,887
1,372
34,150
22,453
98,424
4,831
-
-
300,075
-
-
-
1,196,687
34,597
583,762
152,675
1,256,505
49,024
434,000
220,299
1,217,694
13,587
120,285
276,432
$ 495,299
$
4,384,817
$
2,164,678
$
13,738,719
$
$
$
$
2,394,388 $
(247,172)
817,193
-
817,193
-
-
351,440
-
-
93,926
2,479
-
8,441
-
-
414,224
487,034
-
487,034
-
-
-
66,798
11,501
-
11,501
-
-
-
262,804
-
-
59,484
-
-
-
55,000
-
279,368
-
279,368
-
1,883,577
-
1,883,577
-
523,483
934,886
3,090,144
382,795
-
-
1,196,687
-
-
-
965,620
965,620
8,265
65,375
-
377,479
-
-
801,841
264,172
923,611
533
$ 495,299
$
41384,817
$
2,164,678
$
13,738,719 $
136,156
Vol. 198 3?)g. 7��
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Reconciliation of Total Revenues to Fourth Quarter Financial Report
Year Ended August 31, 2013
STATE PROGRAM REVENUES
General Revenue - MH Adult
1,948,421
Revenues
c
2,148,162
General Revenue - MH Child
445,967
Audited
(199,741) c
Care
General Revenue - IDD
Financial
Block Grants for Substance Abuse
Report III
Additions Deletions
Statements
LOCAL REVENUES
817,828
(8,973) b
414,224
City and county governments
$ 138,200 $
$ $
138,200
Patient fees
474,711
55,000
474,711
Intermediate Care Facilities
336,805
Early Childhood Intervention
336,805
Medicaid/Medicare
3,472,939
(59,558) b
3,413,381
Home and Community Based Services
1,272,068
b
1,272,068
Texas -Home Living Waiver
274,704
274,704
Medicaid 1115 waiver
-
209,376 b
209,376
Donations
19,256
Total State Program Revenues
19,256
Miscellaneous income and interest
287,082
(219,240) b
67,842
Total Local Revenues
6,275,765
209,376 (278,798)
6,206,343
STATE PROGRAM REVENUES
General Revenue - MH Adult
1,948,421
199,741
c
2,148,162
General Revenue - MH Child
445,967
66,798
(199,741) c
246,226
General Revenue - IDD
1,108,062
Block Grants for Substance Abuse
59,484
1,108,062
New Generation Medications
414,224
817,828
(8,973) b
414,224
Crisis Services
487,034
68,000 b
68,000
487,034
Veteran's Services
55,000
27,805
Total Federal Program Revenues
55,000
Early Childhood Intervention
147,792
8,973
b
156,765
Substance Abuse
-
9,639
b
9,639
PASRR/OBRAFunds
8,441
(8,441) b
TCOOMMI
262,804
262,804
Total State Program Revenues
4,877,745
218,353
(208,182)
4,887,916
FEDERAL PROGRAM REVENUES
Mental Health Block Grant
351,440
351,440
Social Services Block Grant
66,798
66,798
TANF to Title XX
93,926
93,926
Block Grants for Substance Abuse
59,484
(9,639) b
49,845
Early Childhood Intervention
817,828
(8,973) b
808,855
Early Childhood Intervention (MAC)
-
68,000 b
68,000
Community Development Block Grant
27,805
27,805
Total Federal Program Revenues
1,417,281
68,000 (18,612)
1,466,669
Other Financing Sources
Proceeds from sale of assets 107,397 10,132 b 117,529
PAP contributions 1,196,687 (1,196,687) a -
Total Other Financing Sources 1,304,084 10,132 (1,196,687) 117,529
Total Revenues $ 13,874,875 $ 505,861 $ (1,702,279) $ 12,678,457
Vol. 198 E3.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Reconciliation of Total Expenditures to Fourth Quarter Financial Report
Year Ended August 31, 2013
a - Free medicine used
b - Reclass of funds and rounding
c - Reclass of MHA funds used for MHC benefit
Vol. 198 09.
Expenditures
Audited
Care
Financial
Function
Report III
Additions
Deletions
Statements
Personnel
$ 6,737,937 $
$
$
6,737,937
Employee Benefits
1,759,518
1,759,518
Professional and Consultant Services
1,724,902
32,299
b
1,757,201
Training and Travel
262,151
27,693
b
289,844
Capital Outlay
99,193
(55,722) b
43,471
Non - Capitalized Equipment
98,166
55,718
b
153,884
Pharmaceutical Expense
300,076
300,076
Pharmaceutical Expense (PAP only)
1,196,687
(1,196,687) a
-
Other Operating Expense
1,560,089
(59,719) b
1,500,370
Total Expenditures
$ 13,738,719 $
115,710
$
(1,312,128) $
12,542,301
a - Free medicine used
b - Reclass of funds and rounding
c - Reclass of MHA funds used for MHC benefit
Vol. 198 09.
0
0
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Indirect Costs
Year Ended August 31, 2013
Vol. 198 3 §9.
Non -
Total
Total
allowable
Adjusted
Direct
Indirect
Costs
Costs Depreciation
Costs
Costs
Costs
Personnel $
6,737,937 $
$ $
6,737,937 S
5,869,828 $
868,109
Fringe benefits
1,759,518
1,759,518
1,495,130
264,388
Drugs and medications
300,076
300,076
300,076
-
Contracted direct services:
External providers
1,757,201
1,757,201
1,705,988
51,213
Capital outlay
43,471
(43,471)
-
-
-
Debt service - principal
198,454
(198,454)
-
-
-
Debt service - interest
30,969
30,969
28,331
2,638
Depreciation
305,606
305,606
267,139
38,467
Other operating expenses
1,714,675
(51,314)
1,663,361
1,421,466
241,895
Total expenses $
12,542,301 $
(293,239) $ 305,606 $
12,554,668 $
11,087,958 $
1,466,710
Indirect costs
1,466,710
Direct costs
11,087,958
Indirect cost rate
13.23%
Vol. 198 3 §9.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Leases in Effect
Year Ended August 31, 2013
Vol. 198 g. y ) 0
Monthly
Lessor
Location
Termination
Amount
Leon County, Texas
529 Lassitor St., Centerville
Monthly $
500
AA Hodde
609 E. Blue Bell Rd., Brenham
09/13 - 08/14
2,863
Kate N Lippke
3421 W. Davis St., Conroe
09/13 - 08/14
850
Pablo Arriola (Group Home)
702 Kerr St, Brenham
09/13 - 08/14
1,250
Robin Hood (Group Home)
3320 Bluebonnet, Brenham
09/13 - 08/14
1,350
Dell Financial Services
Agency Wide - Computers
10 /11 -9/14
2,773
GE Capital
1504 S. Texas Ave, Bryan
09/11 -10/16
7,700
Ricoh (Formerly IOS Capital)
Agency Wide- Computers, Printers
03/09 - 03/14
6,205
Vol. 198 g. y ) 0
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Space Occupied in a State -Owned Facility
Year Ended August 31, 2013
Location
None.
Building
Utilization
Vol. 198 3%. .SSA
Cost
Monthly Annual
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Insurance in Force
Year Ended August 31, 2013
Insurer
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Texas Council Risk Management Fund
Policy Period
9 -1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
9.1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
9 -1 -12 to 8 -31 -13
Coverage
Workers' Compensation
Automobile Liability $
General Liability
Professional Liability
Errors and Omissions
Property Coverages
Buildings
Contents
Other
Automobile Physical
Sexual Misconduct
Vol. 198 361Z.
Limits or Amounts
Statutory
1,000,000
1,000,000
1,000,000
1,000,000
6,188,629
1,297,444
1,079,074
Blue book value
100,000
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Bond Coverage
Year Ended August 31, 2013
Title
Surety Company
Scope of Coverage
Bill Kelly
JI Special Risks Insurance Agency
Pension Plan $
Dan Monson
JI Special Risks Insurance Agency
Pension Plan
Donna Talent
Anco Insurance
Notary Public
Sheila Lukes
Anco Insurance
Notary Public
Sandy Batten
Anco Insurance
Notary Public
Monica Contreras
Anco Insurance
Notary Public
Vol. 198 "N.
Bond
Amount
500,000
500,000
10,000
10,000
10,000
10,000
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Professional and Consulting Fees
Year Ended August 31, 2013
Name
City
Type of Service
Aspire Behavioral Hospital
Conroe
In- Patient Services
Brazos Valley Rehab
Bryan
Rehab Services
Clinical Pathology Laboratories
Bryan
Lab Work
Coker Rehabilitation
Bryan
Rehab Services
Comprehensive Therapy Assoc.
Bryan
Physical Therapy
Cornerstone Records Management
Bryan
Record Storage
Dansby House
Bryan
Crisis Respite
Davis Kinard /Carlos Taboada
Abilene/Houston
Audit Services
Toni Drysdale
Bryan
Dietary Services
East Texas Behavioral Health
Lufkin
Utilization Management
Heather Hunhnke
Bryan
Veterans Outreach
Heritage Residential
Bryan
Residential Services
Huntsville Memorial Hospital
Huntsville
Physical Therapy
Junction Five -O -Five
College Station
Supported Employment
Lonestar Behavioral Health
Cypress
In- Patient Services
Patricia Lopez
Bryan
Translation Services
MHMRA Harris County
Houston
Hot Line Services
Microage Consulting
College Station
Computer Services
Nurse on Call/Lenora Robinson
Uhlund
Nursing Services
Sign Language Interpreting Sery
College Station
Sign Language Services
Spherion
Dallas
Employment Services
Angels Sullivan
Bryan
Discharge Summaries
Helen Swanson
Bryan
Fiscal Services
William Swanson
Bryan
Computer Services
TAMU Counseling Services
College Station
Counseling Services
TAMU Eligibility Evaluation
College Station
Psychiatric Admissions
TAMU Student Work -Study
College Station
Student Workers
Texas Cypress Creek Hospital
Houston
Crisis Respite
Treatment Assessment Services
Spring
On -Call Services
Kathleen Van Balen
Bryan
Physical Therapy
Viva Transcription
Bryan
Transcription Services
Vol. 198 5g. 5Z-1
Amount
6,500
6,028
12,407
16,789
65,992
27,012
5,850
32,300
29,012
1,509
52,250
43,575
9,179
8,860
7,500
7,103
48,000
2,832
13,400
1,224
1,373
3,205
3,378
2,926
1,015
5,557
14,883
1,900
198,710
24,156
16,772
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Name
None.
Schedule of Legal Services
Year Ended August 31, 2013
City Type of Service Amount
Vol. 198 52. 5-�,
SINGLE AUDIT SECTION
Vol.-198 Pg. -5z
�Dar�s Kinard &Co, PC
,■1■, P!'L'111. /I: :I C(:UC; \ "l';1: \' %*.S
Quality. Integrity. Knomledge.
First Financial Bank Building
400 Pine Street, Ste. 600, Abilene, TX 79601
325.672.4000 / 900.588.2525 / f. 325.672.7049
w ..dkcpa.mnt
Independent Auditor's Report on Internal Control over Financial Reporting
and on Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
The Board of Trustees
Mental Health Mental Retardation Authority of Brazos Valley:
We have audited, in accordance with the auditing standards generally accepted in the United States of America
and the standards applicable to financial audits contained in Government Auditing Standards issued by the
Comptroller General of the United States, the financial statements of the governmental activities, each major
fund, and the aggregate remaining fund information of Mental Health Mental Retardation Authority of Brazos
Valley (the Center), as of and for the year ended August 31, 2013, and the related notes to the financial
statements, which collectively comprise the Center's basic financial statements, and have issued our report
thereon dated January 17, 2014.
Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered the Center's internal control over
financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances
for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an
opinion on the effectiveness of the Center's internal control. Accordingly, we do not express an opinion on the
effectiveness of the Center's internal control.
A deficiency in internal control exists when the design or operation of a control does not allow management or
employees, in the normal course of performing their assigned functions, to prevent, or detect and correct,
misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal
control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements
will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a
combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough
to merit attention by those charged with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph of this section
and was not designed to identify all deficiencies in internal control that might be material weaknesses or
significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal
control that we consider to be material weaknesses. However, material weaknesses may exist that have not been
identified.
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Center's financial statements are free from material
misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and
grant agreements, noncompliance with which could have a direct and material effect on the determination of
financial statement amounts. However, providing an opinion on compliance with those provisions was not an
objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no
Vol. 198 4�'g.
instances of noncompliance or other matters that are required to be reported under Government Auditing
Standards.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the
results of that testing, and not to provide an opinion on the effectiveness of the entity's internal control or on
compliance. This report is an integral part of an audit performed in accordance with Government Auditing
Standards in considering the entity's internal control and compliance. Accordingly, this communication is not
suitable for any other purpose.
Abilene, Texas
January 17, 2014
Certified Public Accountants
Vol. 198 4pg.
Da«s Kinard &Co, lac
C /iK %IFft!A !'!'!7L %C ACCO L': \'7Y1: \'1.5'
Qual;ty. Integrity. Knawtedge.
First Financial Bank Budding
400 Pine Street, Ste. 600, Abilene, TX 79601
325.672.4000 / 800.588.2525 / E 325.672.7049
www.dkga.rom
Independent Auditor's Report on Compliance for Each Major
Program and on Internal Control Over Compliance Required by
OMB Circular A -133 and the State of Texas Single Audit Cingular
The Board of Trustees
Mental Health Mental Retardation Authority of Brazos Valley:
Report on Compliance for Each Major Federal and State Program
We have audited Mental Health Mental Retardation Authority of Brazos Valley's (the Center) compliance with
the types of compliance requirements described in the U.S. Office of Management and Budget OMB Circular A-
133 Compliance Supplement, State of Texas Single Audit Circular (TSAQ and Guidelines for Annual Financial
and Compliance Audits of Community Mental Health and Mental Retardation Centers that could have a direct
and material effect on each of the Center's major federal and state programs for the year ended August 31, 2013.
The Center's major federal and state programs are identified in the summary of auditor's results section of the
accompanying schedule of findings and questioned costs.
Management's Responsibility
Management is responsible for compliance with the requirements of laws, regulations, contracts, and grants
applicable to its federal and state programs.
Auditor's Responsibility
Our responsibility is to express an opinion on compliance for each of the Center's major federal and state
programs based on our audit of the types of compliance requirements referred to above. We conducted our audit
of compliance in accordance with auditing standards generally accepted in the United States of America; the
standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller
General of the United States; and OMB Circular A -133, Audits of States, Local Governments, and Non - Profit
Organizations; State of Texas Single Audit Circular and Guidelines for Annual Financial and Compliance Audits
of Community Mental Health and Mental Retardation Centers. Those standards, OMB Circular A -133, TSAC,
and the Audit Guidelines require that we plan and perform the audit to obtain reasonable assurance about whether
noncompliance with the types of compliance requirements referred to above that could have a direct and material
effect on a major federal or state program occurred. An audit includes examining, on a test basis, evidence about
the Center's compliance with those requirements and performing such other procedures as we considered
necessary in the circumstances.
We believe that our audit provides a reasonable basis for our opinion on compliance for each major federal and
state program. However, our audit does not provide a legal determination of the Center's compliance.
Vol. 198 Pg.
Opinion on Each Major Federal Program
In our opinion, the Center complied, in all material respects, with the types of compliance requirements referred
to above that could have a direct and material effect on each of its major federal and state programs for the year
ended August 31, 2013.
Report on Internal Control Over Compliance
Management of the Center is responsible for establishing and maintaining effective internal control over
compliance with the types of compliance requirements referred to above. In planning and performing our audit of
compliance, we considered the Center's internal control over compliance with the types of requirements that
could have a direct and material effect on each major federal and state program to determine the auditing
procedures that are appropriate in the circumstances for the purpose of expressing an opinion on compliance for
each major federal and state program and to test and report on internal control over compliance in accordance
with OMB Circular A -133 and TSAC, but not for the purpose of expressing an opinion on the effectiveness of
internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the Center's
internal control over compliance.
A deficiency in internal control over compliance exists when the design or operation of a control over compliance
does not allow management or employees, in the normal course of performing their assigned functions, to
prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal or state program
on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of
deficiencies, in internal control over compliance, such that there is a reasonable possibility that material
noncompliance with a type of compliance requirement of a federal or state program will not be prevented, or
detected and corrected, on a timely basis, A significant deficiency in internal control over compliance is a
deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance
requirement of a federal or state program that is less severe than a material weakness in internal control over
compliance, yet important enough to merit attention by those charged with governance.
Our consideration of internal control over compliance was for the limited purpose described in the first paragraph
of this section and was not designed to identify all deficiencies in internal control over compliance that might be
material weaknesses or significant deficiencies. We did not identify any deficiencies in internal control over
compliance that we consider to be material weaknesses. However, material weaknesses may exist that have not
been identified.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of
internal control over compliance and the results of that testing based on the requirements of OMB Circular A -133
and TSAC. Accordingly, this report is not suitable for any other purpose.
Abilene, Texas
January 17, 2014
0 � qK W r �c
Certified Public Accountants
Vol. 198 4pg.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Expenditures of State and Federal Awards
Year Ended August 31, 2013
See the accompanying notes to the Schedule of Expenditures of State and Federal Awards.
Vol. 198 4h.
Pass - through
Entity Identifying
Number
Expenditures
STATE AWARDS
Texas Department of State Health Services (DSHS)
General Revenue - MH Adult
2012- 039621
$ 2,148,162
General Revenue - MH Child and Adolescent
2012 - 039621
246,226
Crisis Services
2012- 039621
487,034
New Generation Medications
2012- 039621
414,224
Veterans Services
2012- 039621
55,000
Substance Abuse
2013- 041347
9,639
Total DSHS
3,360,285
Texas Department of Aging and Disability Services (DADS)
General Revenue - IDD
12- 0142 -0001
817,193
Community Living Options Information Process (CLOIP)
12- 0142 -0001
279,368
Permanency Planning
12 -0142 -0001
11,501
Total DADS
1,108,062
Texas Department of Assistive and Rehabilitative Services (DARS)
Early Childhood Intervention
5382001542 -01
153,183
Early Childhood Intervention - Respite
5382001542 -02
3,582
Total DARS
156,765
Total State Awards
$ 4,625,112
See the accompanying notes to the Schedule of Expenditures of State and Federal Awards.
Vol. 198 4h.
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Expenditures of State and Federal Awards
Year Ended August 31, 2013
FEDERAL AWARDS
U.S. Department of Health and Human Services
Passed through DSHS
Mental Health Block Grant
Social Services Block Grant
TANF to Title XX
Block Grants for Community Mental Health Services
Block Grants for Prevention and Treatment of Substance Abuse
Passed through DARS
Temporary Assistance for Needy Families (TANF)
Medical Assistance Program (Medicaid; Title XIX)
Total U.S. Department of Health and Human Services
U.S. Department of Education
Passed through DARS
Special Education - Grants for Infants and Families
with Disabilities (IDEA, Part C)
Special Education - Grants to States (IDEA, Part B)
Total U.S. Department of Education
U.S. Department of Housing and Urban Development
Community Development Block Grants
Total U.S. Department of Housing and Urban Development
Total Federal Awards
Total State and Federal Awards
Federal
CFDA
Number
93.958
93.667
93.558.667
93.958
93.959
93.558
93.778
84.181
84.027
Pass - through
Entity Identifying
Number
Expenditures
2012- 039621 $
351,440
2012- 039621
66,798
2012 - 039621
93,926
2013 - 041347
9,248
2013- 041347
40,597
5382001542 -01
226,434
N/A
68,000
856,443
5382001542 -01 501,731
5382001542 -01 80,690
582,421
14.218 B- 03 -MC -48 -0006 27,805
See the accompanying notes to the Schedule of Expenditures of State and Federal Awards.
Vol. 198 fg. 0-
27,805
1,466,669
S 6,091,781
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Notes to the Schedule of Expenditures of State and Federal Awards
Year Ended August 31, 2013
Note 1: General
The Schedule of Expenditures of State and Federal Awards presents the activity of all applicable state and federal
awards of Mental Health Mental Retardation Authority of Brazos Valley (the Center). The Center's reporting
entity is defined in Note I of the basic financial statements. State and federal awards received directly from
federal and state agencies, as well as federal and state awards passed through other governmental agencies, are
included on the Schedule of Expenditures of State and Federal Awards.
Note 2: Basis of Accounting
The Schedule of Expenditures of State and Federal Awards is prepared on the modified accrual basis of
accounting. The modified accrual basis of accounting is described in Note 3 of the basic financial statements.
State and federal grant funds are considered to be earned to the extent of expenditures made under the provisions
of the grant, and, accordingly, when such funds are received, they are recorded as unearned revenues until earned.
Note 3: Relationship to Basic Financial Statements
Certain state and federal programs have been excluded from the Schedule of Expenditures of State and Federal
Awards, including monies received under vendor contract for Title XIX ICF/MR and Title XIX HCS/MR,
Medicaid Administrative Claiming (except for ECI MAC passed through DABS) and other Medicaid/Medicare
funding. The state and federal monies excluded from the Schedule of Expenditures of State and Federal Awards
are not considered financial assistance as defined in Office of Management and Budget (OMB) Circular A -133,
Audits of States, Local Governments and Non - Profit Organizations, and are included in total local revenues in the
basic financial statements.
Texas Correctional Office on Offenders with Medical or Mental Impairments (TCOOMMI) and PASRR have
been excluded from the Schedule of Expenditures of State and Federal Awards as these monies are considered
contracts, not state or federal awards.
Note 4: State Award Guidelines
State awards are subject to HHSC's Guidelines for Annual Financial and Compliance Audits of Community
MHMR Centers (21st Revision) as well as the Office of the Governor's State of Texas Single Audit Circular.
Such guidelines are consistent with those required under the Single Audit Act of 1996, OMB Circular A -133 and
Government Auditing Standards, issued by the Comptroller General of the United States.
Note 5: Early Childhood Intervention
The Early Childhood Intervention Program was administered with both pass - through federal funds and state
funds. The Schedule of Expenditures of State and Federal Awards has been prepared reflecting the allocation by
the pass - through state agency.
Vol. 198 lig. � I
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BR.AZOS VALLEY
Schedule of Findings and Questioned Costs
Year Ended August 31, 2013
A. Summary of Auditor's Results
1. The auditor's report expresses an unmodified opinion on the basic financial statements of Mental
Health Mental Retardation Authority of Brazos Valley.
2. No significant deficiencies relating to the audit of the financial statements are reported.
3. No instances of noncompliance material to the financial statements of Mental Health Mental
Retardation Authority of Brazos Valley were disclosed during the audit.
4. No significant deficiencies relating to the audit of major federal and state award programs are reported.
5. The auditor's report on compliance for the major federal and state award programs for Mental Health
Mental Retardation Authority of Brazos Valley expresses an unmodified opinion.
6. There were no audit findings relative to major federal or state award programs required to be reported
in accordance with Section 510(a) of Circular A -133 and the State of Texas Single Audit Circular.
7. The programs tested as major federal and state award programs were:
Federal — CFDA #93.958 Mental Health Block Grant
Federal — CFDA #93.558.667 TANF to Title XX
State — General Revenue - Mental Health Adult
State — General Revenue - Intellectual and Developmental Disabilities
8. The threshold for distinguishing Types A and B programs was $300,000 for both federal and state
award programs.
9. Mental Health Mental Retardation Authority of Brazos Valley did qualify as a low risk auditee.
B. Findings Required to be Reported in Accordance with Government Auditing Standards
None.
C. Findings and Questioned Costs — Major Federal and State Award Programs
None.
Vol. 198 4�g. 4 V
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF BRAZOS VALLEY
Schedule of Prior Audit Findings
Year Ended August 31, 2013
There were no findings or questioned costs in the prior year,
Vol.-198 -Vg. 5 �
r_ '
23
TIER 1 - PARTIAL EXEMPTION RACIAL PROFILING REPORT
Agency Name:
BRAZOS CO. CONST, PCT. I
Reporting Date:
02/12/2014
TCOLE Agency Number:
041 101
Chief Administrator:
JEFF REEVES
Agency Contact
Phone: 979 -695 -0030
Information:
Email: mfreeman(2co.brazos.tx.us
Mailing Address:
BRAZOS CO. CONST, PCT. I
128/45 FM 2154 Ste 140
College Station, TX 77845
Duane Peters
County Judge
1
This Agency claims partial racial profiling report exemption because:
Our vehicles that conduct motor vehicle stops are equipped with video and audio equipment and we
maintain videos for 90 days.
Certification to This Report 2.132 (Tier 1) — Partial Exemption
Article 2.132(b) CCP Law Enforcement Policy on Racial Profiling
BRAZOS CO. CONST. PCT. I has adopted a detailed written policy on racial profiling. Our policy:
(1) clearly defines acts constituting racial profiling;
(2) strictly prohibits peace officers employed by the BRAZOS CO. CONST. PCT. 1 from engaging
in racial profiling;
(3) implements a process by which an individual may file a complaint with the BRAZOS CO.
CONST. PCT. I if the individual believes that a peace officer employed by the BRAZOS CO.
CONST. PCT. 1 has engaged in racial profiling with respect to the individual:
(4) provides public education relating to the agency's complaint process;
(5) requires appropriate corrective action to be taken against a peace officer employed by the
BRAZOS CO. CONST. PCT. 1 who, after an investigation, is shown to have engaged in racial
profiling in violation of the BRAZOS CO. CONST. PCT. 1's policy adopted under this article;
(6) require collection of information relating to motor vehicle stops in which a citation is issued and
to arrests made as a result of those stops, including information relating to:
(A) the race or ethnicity of the individual detained;
(B) whether a search was conducted and, if so, whether the individual detained consented to the
search; and
Page 1 of 3 pages submitted electronically to the
The Texas Commission on Law Enforcement
Vol. 198 Pg. � �
(C) whether the peace officer knew the race or ethnicity of the individual detained before
detaining that individual; and
(7) require the chief administrator of the agency, regardless of whether the administrator is elected,
employed, or appointed, to submit an annual report of the information collected under Subdivision
(6) to:
(A). the Commission on Law Enforcement; and
(B) the governing body of each county or municipality served by the agency, if the agency is an
agency of a county, municipality, or other political subdivision of the state.
I certify these policies are in effect.
Executed by: JEFF REEVES
Chief Administrator
BRAZOS CO. CONST. PCT. I
Date: 02/12/2014
Page 2 of 3 pages submitted electronically to the
The Texas Commission on Law Enforcement
Vol. 198 Pg.
BRAZOS CO. CONST. PCT. 1Motor Vehicle Racial Profiling
Information
Number of motor vehicle stops:
1. 350 citation only
2. 0 arrest only
3. 0 both
Race or Ethnicity:
5
37
African
6.
5
Asian
7.
266
Caucasian
8.
42
Hispanic
9.
0
Middle Eastern
10.
0
Native American
4. 350 Total (4, 11, 14 and 17 must be equal)
11.350 Total (lines 4, 11, 14 and 17 must be equal)
Race or Ethnicity known prior to stop?
12. 0 Yes
13, 350 No
Search conducted?
15. 2 Yes
16. 348 No
Was search consented?
18.2 Yes
19.0 No
14. 350 Total (lines 4, 11, 14 and 17 must be equal)
17. 350 Total (lines 4. 117 14 and 17 must be equal)
20. 2 Total (must equal line 15)
Page 3 of 3 pages submitted electronically to the
The Texas Commission on Law Enforcement
Vol.-198 Pg. �S