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Home My WebLink About2015-01-27 10:00AM REGULAR MEETINGBRAZOSCOUNTY BRYAN,TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON JANUARY 27, 2015 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 Judge Peters 2. Call for Citizen input and /or concerns. Consider and take action on agenda items 3 - 18: Proclamation 15 -001 2015 Walk Across Texasl _Resolution 15 -001 Approving the Purchase of Property and Construction of a New Office Building by the Brazos Central Appraisal District. Reappointment of Linda Goolsby as a Board of Trustee member of Mental Health Mental Retardation AutharitV of Brazos Valley (MHMRABVI� term of appointment is March 1 2015 through February 28 2017. 6. Request from Commissioner Mallard for a variance of the county's travel policy regarding the maximum hotel rate of $139 in Austin for February 3 2015. Commissioner Mallard is attending the Legislative Action Plan trip with the Chamber of Commerce. Cost of the hotel is $289 plus tax. 7. Request from Commissioner Caulev for a variance of the county's travel policy regarding the maximum hotel rate of $139 in Austin for February 3 2015 Commissioner Caulev is participating in "Legislative Day" with the Texas Association of Counties. Cost of the hotel is $319 plus tax. 8. Consider and take action on a cell phone policy amendment. g. Approval of the Job Description for Food Service Manager, (Class 1825 Pos.1) for Juvenile Department. 10. Request approval of payment authorization to reimburse Investigator Scott Biddle for purchase of ammunition used during semi - annual qualifications of County Attorney investigators. 11. Request funding from the Capital Improvement Fund in the amount of $50,496.33 for a Cell Check System from Guardian RFID for the Brazos County Office of the Sheriff - Detention Center. 12. Authorize the County Judge County Auditor and Emergency Management Coordinator to sign the FY 2015 Emergency Management Performance Grant (EMPG) Application 13. Permission to advertise Bid # 2015 -39 Mowing of County Right -of -Ways. 14. Permission to "No Award" Bid # 2014 -27 Small Equipment Rental it is in the best interest of the County. 15. Tax Refund Applications for the following: • a Jose & Lorena Martinez - overpayment- $24.59 16, Budget Amendments. Budget Amendments FY 14115 17.1 - 17.5 17. Personnel Change of Status. Personnel Action Forms 18. Payment of Claims. 19. Acknowledgement of Investment Report for quarter ending 12131114. 20. Acknowledgement of the 2014 Racial Profiling Report for Brazos County Constable Pct 4 21. Sheriffs report on inmate population. 22. Announcement of interest items and possible future agenda topics. 23. Call for Citizen input and /or concerns. 24. Adjourn. Vol. pg. �� PUBLIC COMMENTS Public Comment during the Commission Meeting may be for all matters, both on and off the agenda, and be limited to four minutes per person. Persons are invited to submit comments in writing on the agenda items and /or attend and make comment at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court is a Constitutional Court, with both judicial and legislative powers, created under Article V, Section 1 and Section 18 of the Texas Constitution. As a Constitutional Court, the Brazos County Commissioners Court also possesses the power to issue a Contempt of Court Citation under Section 81.024 of the Texas Local Government Code. Accordingly, members of the public in attendance at any Regular, Special and /or Emergency meeting of the Court shall conduct themselves with proper respect and decorum in speaking to, and/or addressing the Court; in partidpalmg in public discussions before the Court; and in all actions in the presence of the Court. Thane members of the public who are Inappropriately attired and /or who do not conduct themselves in an orderly and appropriate manner will be ordered to leave the meeting. Refusal to abide by the Court's Order and/or continued disruption of the meeting may result in a Contempt of Court Citation. It is not the intention of the Brazos County Commissioners Court to provide a public forum for the demeaning of any individual or group, Neither is it the intention of the Court to allow a member (or members) of the .public to insult the honesty and /or integrity of the Court, as a body, or any member or members of the Court, or County employees, individually or collectively. Accordingly, profane, insulting or threatening language directed toward the Court end /or any person in the Court's presence and/or rectal, ethnic or gander slurs or epithets will not be tolerated. Violation of these rules may result in the following sanctions' 1. cancellation of a speakers lime; 2. removal from the Commissioners Court; 3. a Contempt Citation; and /or 4. such other and/or criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Texas. The County Commissioners Court can deliberate or take action only if a matter has been listed on an agenda properly posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. However, responses from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without notice to the public. To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge and/or Commissioners may choose not to respond to public comments, except to coned factual inaccurades, 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 shell 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 Pg. � BRAZOSCOUNTY BRYAN,TEXAS MINUTES January 27, 2015 BRAZOS COUNTY COMMISSIONERS COURT REGULAR MEETING lL Signature Page.pdf 0 File Stamped Agenda.0 a Sign 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, January 27, 2015 with the following members of the Court present: Duane Peters, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Sammy Catalena, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Irma Cauley, Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheets contain the names of the citizens and officials that were in attendance. Invocation and Pledge of Allegiance - U.S. and Texas Flag - Chaplain G.H. Jones and Judge Peters Call for Citizen input and /or concerns. There was no citizen's input. Consider and take action on agenda items 3 • 18: Vol. Pg. EGG 3. Proclamation 15 -001 2015 Walk Across Texas! Ir Item 3.0 The Court approved as submitted a Proclamation proclaiming February 7 to April 4, 2015 as 8 weeks of fun and fitness known as Walk Across Texas. The County Judge presented the Proclamation to Flora Williams and with Agril-ife Extension Service and Jessica Paul and Rebecca Lehman with the Brazos County Health Department. Ms. Williams invited everyone to the kick -off at Post Oak Mall on February 7, 2015 at 10:00 am. Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann. 4. Resolution 15 -001 Approving the Purchase of Property and Construction of a New Office Building by the Brazos Central Appraisal District. Bill Lero, Chairman of the Brazos County Appraisal District was present to explain the process of developing plans for the construction of a new Appraisal District building. Commissioner Cauley stated that she was not prepared to vote on this today since she had not seen the plans beforehand. The County Judge stated that he was concerned with the building being 14,000 square foot. He explained that the Tax Assessor /Collector building is only 10,500 square foot with more employees than the Appraisal District and he feels that the Tax Office also has more public visiting. Judge Peters stated that he had hoped to build a larger Tax Office building but the costs forced him to scale back to something more affordable. This item was tabled. Motion: Table, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . Reappointment of Linda Goolsby as a Board of Trustee member of Mental Health Mental Retardation Authority of Brazos Valley (MHMRABV); term of appointment is March 1, 2015 through February 28, 2017. 0 Item 5.0 Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . Request from Commissioner Mallard for a variance of the county's travel policy regarding the maximum hotel rate of $139 in Austin for February 3, 2015. Commissioner Mallard is attending the Legislative Action Plan trip with the Chamber of Commerce. Cost of the hotel is $289 plus tax. a Item 6.0 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann. Request from Commissioner Cauley for a variance of the county's travel policy regarding the maximum hotel rate of $139 in Austin for February 3, 2015. Commissioner Cauley is participating in "Legislative Day" with the Texas Association of Counties. Cost of the hotel is $319 plus tax. R Item TO Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann . B. Consider and take action on a cell phone policy amendment. This item was tabled. Motion: Table, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann. 9. Approval of the Job Description for Food Service Manager, (Class 1825, Pos.1) for Juvenile Department. Item 9.pdf Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 10. Request approval of payment authorization to reimburse Investigator Scott Biddle for purchase of ammunition used during semi - annual qualifications of County Attorney investigators. lug Item 10.0 Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann. 11. Request funding from the Capital Improvement Fund in the amount of $50,496.33 for a Cell Check System from Guardian RFID for the Brazos County Office of the Sheriff- Detention Center. n Item 11.pdf This request will possibly be paid from grant funds. If that doesn't work out, the Sheriff has committed to paying from Commissary funds. Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters, Wassermann . 12. Authorize the County Judge, County Auditor and Emergency Management Coordinator to sign the FY 2015 Emergency Management Performance Grant (EMPG) Application. LB Item 12.pdf A copy of the grant application is attached. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 13. Permission to advertise Bid # 2015 -39 Mowing of County Right -of -Ways. 0 Item 13.pdf Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, vol. a/ 6 Pg. O 1 Mallard. Peters. Wassermann . 14. Permission to "No Award" Bid # 2014 -27 Small Equipment Rental it is in the best interest of the County. Ifs Ilem 14.Ddf A copy of the bid tabulation is attached. Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann. 15. Tax Refund Applications for the following: . a. Jose & Lorena Martinez - overpayment - $24.59 V- Item 15.odf Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 16. Budget Amendments. Budget Amendments FY 14/15 17.1 - 17.5 0 Item 16.0 17.1 Transfer funds from Contingency to Commissioners Court. 17.2 Reallocate funds in the Capital Improvement fund. 17.3 Reallocate funds for Hotel Occupancy Tax. 17.4 Reallocate funds for Mikulin Road. 17.5 Transfer funds from Contingency to Justice of the Peace, Pct. 4 Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann. 17. Personnel Change of Status. Personnel Action Forms V� Item 17.odf A copy of the Personnel Change of Status requests is attached. Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard, Peters, Wassermann . 18. Payment of Claims. R BILL LIST 01.27.15.0 11Z Claims Sheet.0 7129256 - 7129457 Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters, Wassermann . Vol. 19. Acknowledgement of Investment Report for quarter ending 12/31/14. n Item 19.odf The Court acknowledged receipt of the Investment Report for quarter ending December 31, 2014. A copy of which is attached to and made a part of these minutes. 20. Acknowledgement of the 2014 Racial Profiling Report for Brazos County Constable, Pct. 4. LU Item 20.0 The Court acknowledged receipt of the Constable Precinct 4 Racial Profiling Report. 21. Sheriffs report on inmate population. Wayne Dicky, Jail Administrator stated there were 609 inmates in jail, 51 have electronic monitors and 15 are pending for monitors. 22. Announcement of interest items and possible future agenda topics. Commissioner Cauley reminded the Court that the Economic Outlook Conference starts at 7:30 am tomorrow. She also announced that Rudder High School has an upcoming dinner event to support their Project Graduation. 23. Call for Citizen input and /or concerns. There was no citizen's input. 24. Adjourn. �g.1> The foregoing minutes of the Commissioners Court meeting held January 27, 2015 have been examined and are approved in open Court this A&t day of Abw+- Duane Peters County Judge 2015, in Bryan, Brazos County, Texas. Lloy assermann Commissioner, Precinct 1 LAO y to a Kenny Mallkp Commissio r, Precinct 2 Commissioner, Precinct 3 Commissioner, Precinct Attest: Karen McQueen County Clerk 1fol. rr P9 .1 �— BRAZOS COUNTY COMMISSIONER'S COURT / ;��AM Name Organization all L 1�0 imC O useda //��F� -' ti V`'1 j IZS I-f4- e.`)a Dcc�vi r W wl . ct.S V• e% i Pg I Of 3 -► t Vol.., p9. ZZ Pg �-of 5 BRAZOS COUNTY COMMISSIONER'S COURT .-,?-Z&DAY OF �0 r` O -3 AM/ , Name (PLEASE PRINT) ss c� P 20 Organization (PLEASE �PRINT) i fVu- C "iA-- F, «-.% BRAZOS COUNTY COMMISSIONER'S COURT ,22tt- • (ja,. _ 1 ♦ fW Name (PLEASE PRINT) r' AdkC LE• \ yV �� — Organization (PLEASE PRINT) �L{ a C�nSd�51C tcJ le Vol. Pg. -LL—i Pg 3 Of?) walls` Across Texas? �'�a�iaatia�a Brazos County Walk Across Texas! 2015 WHEREAS, It is never too late to start an active lifestyle. No matter how old you are, how unfit you feel or how long you have been inactive, research shows that starting a more active lifestyle now through regular, moderate - intensity activity can make you healthier and improve your quality of life. WHEREAS, Regular physical activity substantially reduces the risk of dying of coronary heart disease, the nations leading cause of death and decreases the risk of stroke, colon cancer, diabetes and high blood pressure. WHEREAS, Regular physical activity also helps to control weight; contributes to healthy bones, muscles and joints; reduces the symptoms of anxiety and depression and is associated with fewer hospitalizations, physician visits and medications. WHEREAS, Physical activity need not be strenuous to be beneficial; people of all ages benefit from participating in regular, moderate- intensity physical activity, such as 30 minutes of brisk walking five or more times a week. WHEREAS, Walk Across Texasl is an eight -week physical activity program with one goal — to increase your physical activity level. Walk Across Texas! uses friendly competition and group support to encourage adults and adolescents to become physically active. NOW THEREFORE BE IT PROCLAIMED that I Duane Peters, Brazos County Judge do hereby proclai 7 to A 15 as weeks of fun and fitness and urge all Brazos County itizens t articip to in Wa cr ss Texas! and increase their physical activity level. XAAd- Conurfissioner Precinct 1 Commissioner Precinct 3 Date Vol. _ ,�' P0. r- �n 0 ` r Pna of o Brazos County Job Description Last Updated: January 2015 TemplM R&W0an 12 ean6W2 Class Number. 1825 Title: Food Service Manager Pay Group: 12 Department: Juvenile, Detention FLSA Status: Non Exempt Reports To: Detention Superintendent Approved Date: 01/27/2015 EEOC Category: Servic:e/Maintenence General Summary: To prepare meals for the detention center and Juvenile Justice Alternative Education Program (JJAEP) which meet all federal and state nutritional requirements. To provide efficient and effective administration of the department's food service program, and management of the kitchen. Essential Duties: Develop and maintain the departments National School Lunch and Breakfast Program (NSLP); including the accurate and timely completion and submission of required reports to the appropriate authorities. Develop and maintain an appropriate "Menu Plan" for the Juvenile detention center and JJAEP, which meets all federal and state nutritional requirements for children. Process and receive food orders from appropriate vendors, and maintain an internal audit control of food and supplies. Preparation of daily food services within the detention center kitchen. Properly prepare, cook, and serve meals as instructed by the Superintendent or designee. Must be able to prepare and follow recipes for every meal item, including snacks; and be able to adjust recipes for varying populations. Ability to develop and follow the Hazard Analysis and Critical Control Points (HACCP) management systemlmanual and make changes as needed. Properly maintain and clean all areas of the kitchen and food service area: including equipment, utensils, serving trays, floors, restroom etc. each day. Attend relevant trainfngs as they relate to food service handling and the NSLP. Follow all health code policies set forth by this county and be responsible for all health Inspections and audits that are conducted during the year. Follow established policies, procedures and practices of the department. This position Is considered essential and requires shift work; including weekends, holidays, and nights as needed.The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is related or a logical assignment to the position. Other Duties as assigned. (I%) Supervision Received: Detention Superintendent Given: Supervises wok Education Required: High school diploma or Its equivalent. Preferred: Ex enence Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions. Must be 21 years of age, or older. Preferred: Certificates, Licenses, goirtstrations Required: Possess or obtain within three months of employment, the Food Managers Certification License; and Brazos County Food Handlers Card within 30 days of empkrymentr Valid Texas driver's license with appropriate liability auto insurance coverage (Driver's license requirements must be met within 30 days if employee recently moved from another state). Preferred: Physical Demands Typical' Duties require daily standing, walking, sitting, talking and listening; frequent and /or repetitive use of hands and /or fingers to grasp, handle, pick -up, pinch, type or feel; frequent reaching with hands or arms and lifting of objects over 100 pounds; close vision, distance vision, ability to distinguish color, peripheral vision, depth perception and ability to adjust focus. Physical demands described here are representative of those that must be met or are encountered by an employee to successfully perform the essential functions of thisjob. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. disabilities to perform the essential functions. Knowledge, Skills, & Abilities Typical: Ability to communicate effectively orally and in writing. Ability to maintain required documentation and reports. Ability to properly prepare and cook meals. Ability to establish and maintain effective working relationships with other employees. Must possess basic computer knowledge and competence. Work Environment Typical: The noise level In the work environment is usually moderate. While performing the essential duties of this job, the employee is constantly required to perform multiple tasks simultaneously, to work under time pressures to meet deadlines and to work closely with others as part of ateam; the employee is frequently required to do tedious exacting work. Worker is subject to physical hazards from traffic; serious hazard and infection from exposure to communicable disease; physical harm as the result of confrontation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. � � 7 Duane Peters Date County Judge Vol. / Pg. FISCAL YEAR 2015 EMERGENCY MANAGEMENT PERFORMANCE GRANT APPLICATION 1. APPLICANT NAME (Jurisdiction): Brazos County 2. COUNTY: Brazos County 1 3. DISASTER DISTRICT: 13 4. EMPG STATUS: ❑r Current EMPG Program participant ❑ New EMPG Program applicant 6. PROGRAM PARTICIPANTS: (List all judst fictions that are participants in your emergency management program. Identify any jurisdictions that have Joined or withdrawn from your program in the last year.) Brazos County, City of Bryan, City of College Station, City of Kurten, City of Wixon Valley, Texas A&M University 6. CHECKLIST OF APPLICATION ATTACHMENTS: (Seethe FY 2015 Emergency Management Performance Grant (EMPG) Guide for information on completing these forms.) ❑✓ Designation of Grant Officials (TDEM -176) ✓❑ Statement of Work & Cumulative Progress Report (TDEM -17A) - This form shall be signed by the EMC ❑ EMPG Staffing Pattern (TDEM -66) - The Authorized Official shall sign this form ❑� Application for Federal Assistance (TDEM -67) -The Authorized Official shall sign this form ❑� EMPG Staff Job Description (TDEM -68) -A current job description is required foreach staff memberlisted in the FY 2014 EMPG Stalking Pattern (TDEM -66) ❑ FEMA Form 20 -16 Summary Sheet for Assurances & Certifications - Shall be signed by an Authorized Official Attached: ❑r FEMA Form 20 -16A, Assurances — Non - Construction Programs ❑FEMA Form 20 -16C, Certifications Regarding Lobbying, Debarment, Suspension, & Other Responsibility Matters; and Drug -Free Workplace Requirements ❑J FEMA Form SF LLL, Disclosure of Lobbying Activities - Signed by the Authorized Official required only if the applicant performs lobbying to influence federal actions ❑� Direct Deposit Authorization (form 74 -146) or Application for Payee ID Number (form AP -152) - The Grant Financial Officer shall sign this form ❑✓ Travel Policy Certification (TDEM -69) - The Grant Financial Officer shall sign this form 7. CERTIFICATION: This Application, together with the approved EMPG Statement of Work & Cumulative Progress Report TDEM -17 , . as the onus/ work plan for the emergency managemen ro ram ose participants are listed above. The un e ' n d agree toe t it best efforts to aaomplish all activs lisle nth OS ment o1 Work 6 Cumulative Progress Report p ved by iviaien-efbmergency- Management— �- 7/15 1/27/15 Authorized Official Date Emergency Management Coordinator Date (Original Signature) (Original Signature) Duane Peters Chuck Frazier Printed Name Printed Name: TDEM -17 12/14 Page 1 of 1 Mail completed forms and application materials to: Grant Coordinator Office of Management and Budget Texas Division of Emergency Management Texas Department of Public Safety 5805 N Lamar Blvd. Austin, TX 78752 or Email Heather Baxter at Heather.BWa@dps.texas.gov Vol. �/� _ pg. �_ FISCAL YEAR 2015 DESIGNATION OF EMPG GRANT OFFICIALS APPLICANT NAME (JURISDICTION): EMERGENCY MANAGEMENT COORDINATOR" NAME ■ Mr. U Ms. Chuck Frazier Title 'If nevAy app ointed, attach form TDEM -147 Official Mailing Address Brazos County Emergency Management Please include mail stop 110 N. Main Street, Suite 100 code Bryan, TX 77803 Da ime Phone Number 979 821 -1010 Fax Number (979 ) 393-9922 E -mail Address I cfrazier@brazoscountytx.gov POINT OF CONTACT RESPONSIBLE FOR APPLICATION NAME ■ Mr. El Ms. Chuoic Frazle, Title Emergency Management Coordinator Official Mailing Address Please include mail stop code. Brazos County Emergency Management 110 N. Main Street, Suite 100 Bryan, TX 77803 Da ime Phone Number 979 821 -1010 Fax Number ( ) 393 -9922 E -mail Address I cfrazierabrazoscountybt.gov GRANT FINANCIAL OFFICER ICANNOT BE THE SAME AS EMC NAME El Mr. ■ Ms. Ketle Conner Title Brazos County Audior Official Mailing Address Please include mail stop code. Brazos County Auditor's Office 200 South Texas Avenue, Suite 218 Bryan, TX 77803 Daytime Phone Number 979 361 -4359 Fax Number (g79 ) 361 -4188 E -mail Address kconner brazoscoun . ov AUTHORIZED OFFICIAL MAYOR COUNTY JUDGE, CITY MANAGER NAME K Mr. Msm ousne peters Title Brazos County Judge Official Mailing Address Please include mail stop code. Brazos County Judge's Office 200 South Texas Avenue, Suite 332 Bryan, TX 77803 Daytime Phone Number 979 361 -4102 Fax Number ( 979 ) 361 -4503 E -mail Address 1 deters brazoscount . ov TDEM -17B 12/2014 Vol. __L: _ P9•� Page 1 of 1 FISCAL YEAR 2015 EMPG STATEMENT OF WORK & CUMULATIVE PROGRESS REPORT Applicant Name (Jurisdiction): BRAZOS COUNTY Jurisdiction DUN /SAM # 052960341 Jurisdiction Congressional District # 17 KEY DOCUMENT SUBMISSIONS AND APPROVALS Document Submitter I Date I TDEM Reviewer I Date Statement of work Chuck Frazier 1/27/2015 ❑+ Work Plan Progress Report #2 is being submitted to the TDEM OMB Progress Report #1 ❑ Second & Third Quarter Financial Reports have been submitted to TDEM OMB ❑ Fourth Quarter Financial Report has been submitted to TDEM OMB Progress Report #2 ❑ NIMS Adoption dated: ❑ TRRN registration completed and resources entered TASK 1 —WORK PLAN & SEMIANNUAL PROGRESS REPORT El Work Plan Jurisdiction will submit an EMPG Application, two Progress Reports, four Quarterly FEMA Training matrices, and four Quarterly Financial Reports ❑ Progress Report #1 ❑ Progress Report #1 is being submitted to TDEM OMB ❑ First Financial Report has been submitted to TDEM OMB ❑+ Work Plan Progress Report #2 is being submitted to the TDEM OMB ❑ Progress Report #2 ❑ Second & Third Quarter Financial Reports have been submitted to TDEM OMB ❑ Fourth Quarter Financial Report has been submitted to TDEM OMB TASK 2 —LEGAL AUTHORITIES FOR EMERGENCY MANAGEMENT PROGRAM Jurisdiction will maintain current legal documents establishing emergency management program 0 TRRN registration completed and resources entered I] Legal documents are current & on file with TDEM; no additional action is required ❑+ Work Plan ❑ Jurisdiction will prepare or update & submit to TDEM: ❑ Commissioner's Court Order # ❑ City Ordinance(s) for: ❑ Updated Joint Resolution dated: ❑ NIMS Adoption dated: ❑ TRRN registration completed and resources entered ❑ Progress Report #1 ❑ Legal documents are current & on file with TDEM, no additional action is required ❑ Jurisdiction completed & submitted to TDEM. October i — ❑ Commissioners Court Order# March 31 ❑ City Ordinance(s) for: ❑ Updated Joint Resolution dated: ❑ NIMS Adoption dated: ❑ TRRN registration completed and resources entered ❑ Progress Report #2 ❑ Legal documents are current & on file with TDEM, no additional action is required ❑ Jurisdiction completed & submitted to TDEM: April 1- ❑ Commissioner's Court Order # September 30 ❑ City Ordinance(s) for: ❑ Updated Joint Resolution dated: ❑ NIMSAdo Lion dated: voi. c, Pg. �b TASK 3— PUBLIC EDUCATION/INFORMATION ❑+ Option 1: Jurisdiction will conduct 30 hours of hazard awareness activities for local citizens ❑ Option 2: Jurisdiction will prepare & distribute public educationtinformation r❑ Work Plan materials to a substantial portion of the community. Please describe the materials to be distributed In the remarks section found on page S. ❑ Work Plan "Jurisdictions may present a combination of both options El Jurisdiction completed the following hazard awareness and /or public education /information activities: ❑ Progress Report #1 NOTE., Plans & annexes dated prior to September 30, 2010 must be revised or updated October 1 — this ear. Ali Plans and Annexes must be NIMS compliant. March 31 ❑ Jurisdiction reviewed our emergency management plan & annexes for currency and ❑ No Task 3 progress was made this report period. ❑ Progress Report #1 ❑ Jurisdiction completed the following hazard awareness and /or public education /information activities: []Progress Report #2 ❑ Basic Plan Annexes: ❑A ❑B ❑C ❑D ❑E ❑F ❑G ❑H ❑I ❑J ❑K ❑L ❑M April 1 — ❑N ❑O ❑P ❑Q ❑R ❑S ❑T ❑U ❑V September 30 []Other documents: U No Task 3 progress was made this report period. TASK 4— EMERGENCY MANAGEMENT PLANNING DOCUMENTS 0 Jurisdiction reviewed emergency management plan & annexes for currency and NIMS compliance 0 Emergency management plan and all annexes are current and NIMS compliant EI Jurisdiction will develop, update, or change these planning documents: ❑ Basic Plan ❑ Work Plan Annexes: QA ❑B ❑ C ❑D ❑E ❑F ❑G ❑H OI ❑J ❑K ❑L ❑ M ❑N ❑O ❑P ❑Q ❑R ❑S ❑T ❑U ❑O V ❑ Other documents: NOTE., Plans & annexes dated prior to September 30, 2010 must be revised or updated this ear. Ali Plans and Annexes must be NIMS compliant. ❑ Jurisdiction reviewed our emergency management plan & annexes for currency and NIMS compliance ❑ Progress Report #1 ❑ Emergency management plan and all annexes are current and NIMS compliant ❑ Jurisdiction updated by revision or change the following planning documents: October 1 — ❑ Basic Plan Annexes: ❑A ❑B ❑C ❑D ❑E ❑F ❑G ❑H ❑I ❑J ❑K ❑L ❑M March 31 ❑N ❑O ❑P ❑Q ❑R ❑S ❑T ❑U ❑V []Other documents: ❑ No Task 4 progress was made this report period. ❑ Jurisdiction reviewed our emergency management plan & annexes for currency and NIMS compliance ❑ Progress Report #2 ❑ Emergency management plan and all annexes are current and NIMS compliant ❑ Jurisdiction updated by revision or change the following planning documents: April 1 — ❑ Basic Plan Annexes: ❑A ❑B ❑C ❑D ❑E ❑F ❑G ❑H ❑i ❑J ❑K ❑L ❑M September 30 [IN ❑O ❑P ❑Q ❑R [IS (IT ❑U [IV ❑ Other documents: ❑ No Task 4 ro ress was made this report eriod. 7Vol.--- �__. P9 l 1 TASK 5—TEP, NOTIFICATION AND INDIVIDUAL EXERCISE PARTICIPATION Training and Exercise Plan Each jurisdiction must develop and submit a multi -year Training and Exercise Plan (TEP), not less than three years,to Heather. Baxterados texas gov. Each jurisdiction must submit the Pre- Exercise Notification Form to the TDEM Exercise Unit not less than 45 days prior to a planned exercise event. Ej Work Plan Each jurisdiction must submit an After Action Report (AAR) and Improvement Plan (IP) P] TEP for a minimum of two (2) discussion -based exercises and one (1) operations -based exercise. All AARsIIPs all exercise activities to the TDEM Exercise unit not more than Date Submitted: 45 days after the conclusion of the exercise. 1/27/2015 One real world event is currently allowed per fiscal year. NOTE., A Full -Scale exercise must be conducted every three (3) years. "Each EMPG- funded person must complete and submit Individual Exercise Participation forms. All EMPG funded personnel must participate in at least three exercises per year. REQUIRED EXERCISE SCHEDULE Performance Exercise Type Exercise Name & Exercise Date Quarter of Year Period ❑+ Discussion Based Regional Mass Fatality TTX ❑ 1 O 2 ❑ 3 ❑ 4 Fiscal Year 2015 (October 1, 2014 - �Discussion Based EOP Annex Seminar (Sept. ) ❑ 7 ❑ 2 3 r 4 ❑ Operational Based 1 2 ❑ 3 ❑ 4 September 30, 2015) El Real World Event t 2 3 a ❑� Full Scale Regional Mass Fatality Ell + 2 ❑ 3 4 Our last Full -Scale exercise was conducted on (date): 11114a013 Conducted the following exercises and provided documentation to TDEM: ❑ Progress Report #1 Exerciser a Exercise Name Exercise Date I EMPG Funded YIN ❑ Discussion October 1 — ❑ Discussion March 31 ❑ Operation ❑ Real World ❑ TEP Event ❑ Full Scale Date Submitted: ❑ Ourjurisdiction completed NO exercise and did not request credit for a real world event Exercise approved documentation attached Conducted the following exercises and provided documentation to TDEM: Exercise Type Exercise Name Exercise Date I EMPG Funded YIN ❑ Discussion ❑ Progress Report #2 ❑ Discussion ❑ Operation April 1 — ❑ Real World September 30 Event ❑ Full Scale 0 ' isdict'o n completed NO exercise and did not request credit for a real world event ❑ Eercise roved documentation attached Vol. Pg. / Y TASK 6— TRAINING FOR EMERGENCY MANAGEMENT PERSONNEL ALL EMPG- funded emergency management personnel will participate In the following training during FY 2015: Position & Name Course Name or Number Chuck Frazier, EMC EO -132 Discussion -based Exercise Design and Evaluation Chuck Frazier, EMC EO -133 Operations -based Exercise Design and Evaluation 0 Work Plan Chuck Frazier, EMC EO -136 Master Exercise Practitioner Capstone Michele Meade, D. EMC PER -220 Emergency Resp.to Domestic Biological Incidents Michele Meade, D. EMC PER -304 Social Media for Natural Disaster Resp.& Recovery Michele Meade, D. EMC L -146 Homeland Security Exercise & Eval. Program Emergency management personnel completed the following training and documentation is attached: Position & Name Course Name or Number Date Completed ❑ Progress Report #1 October 1 — March 31 ❑ No training took place this report period. Emergency management personnel completed the following training and documentation is attached: Position & Name Course Name or Number Date Completed ❑ Progress Report #2 April 1 - September 30 ❑ No training took place this progress report period. Vol. �/� p9, __Z_1 TASK 7— EMERGENCY MANAGEMENT TRAINING FOR OTHER PERSONNEL +❑Work Plan Jurisdiction will conduct or arrange emergency management related training for elected officials other local officials & support agencies. ❑ Progress Report #1 October 1 — March 31 The followin i formal training courses were taught or contracted: Date Course Title Class Description # Trained Jurisdiction completed the following staff development activities: ❑ Progress Report #1 October 1 — March 31 Jurisdiction completed the following staff development activities: ❑Progress Report #2 April 1 — September 30 -ETNo —training took place this progress re port period. []Progress Report #2 April 1 — September 30 The following formal training courses were taught or contracted: Date Course Tide Class Description # Trained No training took place this progress report period. TASK 8— EMERGENCY MANAGEMENT ORGANIZATIONAL DEVELOPMENT Jurisdiction will participate in the following emergency management organizational development activities: +❑Work Plan Brazos Valley Homeland Security Advisory Committee (HSAC); Brazos County Local Emergency Planning Committee (LEPC); National Hurricane Conference; Texas Emergency Management Conference; Intemledix Training Conference (W ebEOC, Michele Meade will attend). Jurisdiction completed the following staff development activities: ❑ Progress Report #1 October 1 — March 31 Jurisdiction completed the following staff development activities: ❑Progress Report #2 April 1 — September 30 EVO. Pg. REMARKS (Use an Additional Sheet if Necessary) JURISIDICTION NAME: BRAZOS COUNTY L01. FISCAL YEAR 2015 EMPG STAFFING PATTERN 1, APPLICANT NAME (as is appears on EMPG application) BrazosCounty 2. COUNTY Brazos 3. FULL-TIME EMPLOYEES (including those who work all or only a portion of their time in emergency management duties) 4. Gross Annual Salary S. Gross Annual Benefits 6. Gross Salary& Benefits (4 *5) 7.% Work in EM Duties B. Salary & Benefits for EM (60) 9. Est EM Travel Costs Name: Charles Frazier 69,030.00 24,360.00 93,390.00 100% 93,390.00 Position: Emergency Management Coordinator Name: Michelle Meade 48,839.00 19,904.00 68,743.00 100% 68,743.00 0.00 Positron: Deputy Emergency Management Coordinator Name: Name: 0.00 1 1 0.00 1 Position: Name: Position: Name: 0.00 0.00 0.00 Position: Name: Position: 0.00 0.00 Position: Name: O.DO 0.00 Name: 0.00 Position: Name: 0.00 0.00 Position: 0.00 Position: A. SUBTOTAL: 0.00 <;:; a 0.00 5 162,133.00 0.00 10. PART -TIME EMPLOYEES 11. %of Full Time 12.Gross Annual Salary 13. Gross Annual Benefits 14. Gross Salary & Benefits (12+13) 15.% Work in EM Duties 16. Salary& Benefits for EM (1415) 17. Est EM Travel Costs Name: 0.00 0.00 Position: Name: 0.00 0.00 Position: Name: 0.00 1 0.00 Position: Name: 0.00 0.00 Position: Name: 0.00 O.DO Position: Name: 0.00 0.00 Position: Name: 0.00 0.00 Position: B. SUBTOTAL 0.00 0.00 TOTAL: 38. 1 162,133.00 19. 0.00 CERTIFICATION: I certify that na individual listed a ve hold an electe office. Signature of Authorized Official: Printed name of Authorized Official: Duane Peters Date Signed: January 27, 2015 TDEM -66 Dec -14 Vol. /f Pg._/_e.= Page 1 of 1 FISCAL YEAR 2015 APPLICATION FOR FEDERAL ASSISTANCE (Instructions on Reverse) NAME OF PROGRAM/ ASSISTANCE: EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) 1. CFDA NUMBER: 87.042 2. APPLICANT STATUS: New Applicant ❑ Renewal ❑✓ 3. FEDERAL FISCAL YEAR: FY 2015 4. START DATE: OCTOBER 1, 2014 s. END DATE: SEPTEMBER 30, 2015 APPLICANT INFORMATION a. Legal Name of Applicant Organization (as it appears on the EMPG Application (TDEM -17): BRAZOS COUNTY b. Name & Telephone Number of Emergency Management Coordinator: Chuck Frazier 979 - 821 -1010 c. Mailing Address: 110 N. Main Street, Suite 100 Bryan, TX 77603 Employer Identification Numberrrax ID# d. Physical Address (if different from Mailing Address): Same as mailing address EMPG PERSONNEL SUMMARY include only those staff that will be paid with EMPG funds e. Number of EMPG Staff & Percentage of Time Worked in Emergency Management Duties # Staff Percent # Staff Percent # Staff Percent 1) Full Time: 2 100% 2) Part Time Total Number of EMPG- Funded Personnel: 2 ESTIMATED EXPENSES f. Salary & Benefits from line 18, form TDEM -68 162,133.00 g. Travel Expenses from line 19 form TDEM -66 8.000.00 h. Other Expenses from section 11 on reverse 81,643.00 i. Total Expenses F + G + H 261.776.00 I. Federal Share I x .50 128,6e6.OD Note: If you cannot meet the cash match requirement, check the box below and attach a match proposal as specified in Section 2 of the Local Emergency Management Performance Grant Guide. TDEM must review and approve any exceptions made to the cash match requirement at the time of application. ❑ Cash Match Exception Requested CERTIFICATION: I Certify:that to the best.of my knowledge and belief this application and its attachments are true'snd correct. k. Typed Name of Authorized Official: quaeeftters I. Title of Authorized Official: Brazos ounty Ju e m. Original Signature of Authorized Official: n. Date Signed: 1/27/2015 TDEM -67 Page 1 of 2 10113 Va. Pg. 8% INSTRUCTIONS 1. Except as indicated below, entries are self -explanatory. 2. Item A: Enter the legal name of your jurisdiction. Your entry should match the Applicant Name used on the EMPG Program Application (TDEM -17). 3. Item E: Indicate the number of full -time employees who work specific percentages of time In emergency management duties. Example: 1 staff @ 100 percent, 2 staff @;Q percent. Also indicate the number of part - time employees. Include only staff members whose salary and benefits will be supported by EMPG funding. The data in this section should agree with the information included on the EMPG Staffing Pattern (TDEM -66). 4. Item K, L, 8 M: This form must be signed by an Authorized Official, who is a person authorized by the governing body of the jurisdiction to apply for grants and accept grants and execute agreement and contracts on behalf of the jurisdiction. Authorized Officials are County Judges, Mayors, and many City Managers - not Emergency Management Coordinators. 1. OTHER ALLOWABLE EXPENSES: Describe the other allowable expenses of your emergency management program that you are requesting be supported by EMPG funding and provide an estimate of the amount of those expenses. These costs must comply with 2 CFR, Part 225, Cost Principles for State. Local, and Indian Tribe Governments (OMB Circular A -87). Salaries and expenses for elected officials are not allowed. Continue on a separate sheet if necessary. Transfer the Total calculated below to line 9c on the front of this form. To determine if an expense is allowable under the EMPG program, refer to the DHS Authorized Equipment List (AEL) available on the Responder Knowledge Base at Lessons Learned Information Sharing at https: f /wnw.11is.dhs.00vlknaMedcebase Please reference the appropriate Authorized Equipment List (AEL) for expenses listed below. AEL Code Specific Description of Expense (Descriptions must be specific —do not use broad or general categories, such as operating or administrative expenses) Estimated Amount 0 ,m cossro.uwas W Computer Contracts (WebEOC, Cassidian Alerting software) 12,500 11RE- 00 -RFDB Subscriptions and Publication (Verizon 9 -1 -1 database for alergng) 1,200 06CP- 04 -WADN Radio Maintenance (Skyline Communications radio system) 1,500 21GN- D0 -OCEQ Office Supplies 400 21 GN- 00 -OCEO Office Equipment 1DD 21GN- 00.00EQ Copiers/Printers 25D 21GN- 00 -OCEQ Telephone System and Long Distance 3,600 21GN -00 -OCEO Equipment Maintenance (UPS System) 1,500 21GN -00 -OCEQ Rental Space for EOC /JIC 60,593 Total $81,643 TDEM -67 Page 2 of 2 10/13 Vol. EMPG STAFF JOB DESCRIPTION Jurisdiction Name Brazos County Staff Member Name Chuck Frazier Position Title Emergency Management Coordinalor Description Prepared By Brazos County Human Resource Department Date Prepared 10/112012 JOB DESCRIPTION Al Current Job Description Attached ❑ See Below A. Provide a general description of the duties performed by this staff member. B. If this staff member performs both emergency management duties and other duties, identify the specific emergency management duties performed. TDEM -68 Retain a copy of this description for future use. 12114 Vol. Pg. try z+ Brazos County 'Yn , Job Description r�nryw�P Last Updated: 9/5/12 Twplab Rwislon 1.2 08MU2012 Class Number: I 1901 Title: Emergency Management Coordinator Pay Group 128 Department: Emergency Management FLSA Status Exempt Reports To: County Judge { Approved Date 10/1!12 EEOC Category: Professionals i General Summary: ' May be called out it any time to respond to emergencies within Brazos County and to other emergencies requiring a regional response; responds to hazardous material spills as requested to document and monitor cleanup operations and coordinate with state regulatory agencies; identify needed modifications and maintain the inter-jurisdictional emergency management plan for Brazos County; monitor severe weather situations that could affect Brazos County; perform hazard analysis and hazard vulnerability studies; identify hazard mitigation projects and coordinate hazard mitigation activities; write Emergency Management related grants and reimbursement program requests; prepare departmental budget; prepare the annual work plan for the Emergency Management department; prepare and present public awareness programs: prepare and conduct Emergency Management related training; and serve as liaison between Brazos County and other agencies. Essential Duties: May be called oul at anytime to respond to emergencies within Brazos County and to other emergencies requiring a regional response; Respond to hazardous material spills as requested to monitor cleanup operations and coordinate with state regulatory agencies; Review and update the Inter. '.. jurisdictional emergency management plan and annexes; Develop the annual work plan for the Emergency Management department; Serve on Brazos County Loss Control Committee and Brazos County Local Emergency Planning Committee; Organize and participate In required exercises and drills; Monitor severe weather systems that could affect Brazos County and coordinates damage assessment as needed; j Prepare and submit required reports to the stale; Write Emergency Management related grants and reimbursement program requests; Prepare departmental budget; Serve as liaison between county and responder groups, county and city department heads, and volunteer organizations; j Maintain file of Tier II reports as submitted by hazardous materials storage sites and facilities within Brazos County; Make presentations to schools ! and service clubs and develop public awareness presentations; Attends training courses and conferences as necessary to further education; and Perform general administrative duties, Including making copies, typing letters and memorandums on the computer, filing correspondence and other reports, delivering and picking up printing projects, faxing documents, preparing mailing labels, and obtaining office supplies. i Other Duties as assigned. (1%) _ Supervision Received: Given: Supervises departmental employee(s), including assigning and reviewing their work and recommending I personnel actions. 'Education Required: Bachelor's degree In Emergency Management, Public Administration, or a related field, plus two years of emergency management experience; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. .. .... . _ . ._...Preferred L_ ...... ... -- - _ _... _._..- -- -.__.. .... - - . _— —� Experience I RBQuired: To perform this job successfully, an individual must be able to perform each essential duty satisfactody. The requirements listed below are representative of the knowledge skill, andfor ability required. Reasonable accommodations may be made to enable Individuals with disabilities to perform the essential functions Preferred:...'..._ _ __... ..- - -... _ ______._ I Certifkates Licenses, ReglstYetfons i _ _ I i Required. Valid Texas motor vehicle's Ikense. I Preferred ..... _ �.— — — — - Vol. "-lflo Pg. 9�- Physical Demands Typical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essentlal functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move objects weighing up to 50 pounds, such as emergency management equipment, files, stacks of records, or other similar objects. Specific vision abilities required by this job Include close vision, and ability to adjust focus. (Knowledge Skills, & , Typical: i supervisory "techniques; budgetary techniques; personnel policies and procedures; standard office practices; '. and emergency management statutes and procedures. Supervise and motivate employees; establish and maintain effective working relationships with county employees, representatives of governmental agencies, and the general public; communicate effectively, both orally and in writing; operate standard word processing and spreadsheet software; operate emergency management equipment safely; read, interpret, and develop standard policies and procedures and analyze and Interpret data 1 Work Enl,46nmenf Typical: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable i individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee must frequently work closely with others as pad of a team, perform multiple tasks simultaneously, and change tasks. Vol. "214 Pg. Z 7� EMPG STAFF JOB DESCRIPTION Jurisdiction Name B.nzos County Staff Member Name MicheioMoods Position Title Deputy EMC Description Prepared By Brazos County Human Resource Department Date Prepared 70/1/2012 JOB DESCRIPTION I_� Q Current Job Description Attached LJ See Below A. Provide a general description of the duties performed by this staff member. B. If this staff member performs both emergency management duties and other duties, identify the specific emergency management duties performed. TDEM -68 Retain a copy of this description for future use. 12114 = Brazos County Job Description Last Updated: 9/5112 / o r• Templale ReH4un 12 00/15/2012 Class Number. 1904 Title: Deputy Emergency Management Coordinator _ - r e -. Pay Group 18 Department i Emergency Management _ — FLSA Status Nonexempt Reports To I Emergency Management Coordinator Approved Date: 10/1/12 EEOC Category Professional Assists the Emergency Management Coordinator (EMC) as needed with any or all departmental duties; may be called out at any time to respond to emergencies within Brazos County and to other emergencies requiring a regional response; responds to hazardous material spills as required to document response actions, monitor cleanup operations and coordinate with state regulator agencies; assists the EMC with maintenance of the inter - jurisdictional emergency management plan for Brazos County; monitors severe weather situations that could affect Brazos County; assists the EMC with Emergency Management related grants and reimbursement programs and with distribution of grant- funded equipment to responder agencies; assists the EMC with preparation of the departmental budget; assists the EMC with preparation of the annual work plan for Emergency Management department; prepares and presents public awareness programs; prepares and conducts Emergency Management related training; attends meetings with, and in the absence of the EMC; maintains a directory of available resources; and facilitates updates to the database for the emergency notification system and oversees maintenance and operation of the emergency notification system. Essential Duties: Other duties may be assigned. Assists the Emergency Management Coordinator (EMC) as needed with any or all departmental duties; May be called ; out at sly time to respond to emergencies within Brazos County and to other emergencies requiring a regional response; Respond to hazardous material spills as requested to document response actions, monitor cleanup operations and coordinate with state regulatory agencies. Assists the EMC with maintenance of the Inter - jurisdictional emergency management plan for Brazos County; Assists the EMC with preparation of the •I departmental budget; Assists the EMC with Emergency Management related grants and reimbursement programs; Facilitate updates to the database for the emergency notification system and oversees maintenance and operation of the emergency notification system. Maintain a directory of available resources. Attend training courses and conferences on EM. Assist in planning and conducting emergency exemises. Develop and maintain budget spreadsheet to monitor department status. Perform general administrative work, including making copies and faxing documents. May be required to work overtime or irregular hours if necessary. Other Duties as assigned,_j1%) _ _ . Ssiervison - --- Received: _.... -._ GNen: .. _ This ✓s0/ non - supervisory positon. __.... . -.. .. —___i I Education _._. -- . - Administration, RegUlred' Bachelor's degree in Emergency Management Public or a related field or any equivalent combination of education and experience which provides the required knowledge, skills and abilities. Preferred: .. .. ....._., . - _---..__ _ . _.__... ......_. ,.. _... - -�--- ------ - -- -- -..._. --------- ...... _ ... _ .... ,.------ _..------ - ----- - -._..— ........ __— _....- Experience RegUlred. To perform this job successfully an individual must be able to perform each essential duty satisfactorily The requirements listed below are representative of the knowledge skill and /or ability required Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. i Preferred: __..__.._ I Certificates Licenses Registrations —_- Required Valid Taxes motor vehicle opei _ Preferred Vol. C016 Pg. / %- j Physical Demands Typical' The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to ad; use hands to finger, handle or feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move objects weighing up to 20 pounds, such as files, stacks of records, or other similar objects. Specific vision abilities required by this job Include close vision, and ability to adjust focus. Knowledge, Skills, & Abilities --- -..... cy -_ , TyplCel. ;Emergen response actions; personnel policies and procedures; and standard office practices. Establish and 1 maintain effective working relationships with county employees, representatives of govemmental agencies and the general public; communicates effectively, both orally and in writing, operate standard word processing and spreadsheet software; and read and interpret emergency management policies and procedures. _ ........... .... . _ _... ....J_ . ... .......... _. ..._ .. __ .._... -... .. ......_. ...._. .,. ..__.._.. _ .. ..._ ... _ ._............ _ ...... .............— ....----- ... -------. ........ ... .. __.........1 . The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level In the work environment Is usually moderate. The employee must frequently perform multiple tasks simultaneously, change tasks, perform tedious exacting work, and work closely with others as part of a team. Vol. � PQ FEDERAL EMERGENCY MANAGEMENT AGENCY O.M.B. No. 3067 -0206 SUMMARY SHEET FOR ASSURANCES AND CERTIFICATIONS Expires February 28, 2007 2015 1 Brazos County Emergency Management summary skeet includes Assurances and Certifications (hat must be read, signed, and submitted as a part of the icalion for Federal Assistance. a applicant must check each item that they are certifying to: Part I n FEMA Form 20 -16A, Assurances- Nonconstruction Programs Part 11 ❑ FEMA Form 20 -168, Assm antes- Construction Programs Part 111 RX FEMA Form 20 -16C, Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug -Free Workplace Requirements Part IV ❑X SF LLL, Disclosure of Lobbying Activities (If applicable) the duly authorized representative of the applicant, 1 hereby certify that the applicant will comply with the identified assurances and certifications. Duane Peters Name of Authorized Representative County Judge 1111 TIN Date Signed fE: By signing the certification regarding debarment, suspension, and other responsibility matters for primary covered saction, the applicant agrees that, should the proposed covered transaction be entered into, it shall not knowingly enter any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded i participation in this covered transaction, unless authorized by FEMA entering into this transaction. The applicant further agrees by submitting this application that it will include the clause titled "Certification arding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered Transaction," provided by FEMA Regional Office entering into this covered transaction, without modification, in all lower tier covered transactions in all solicitations for lower tier covered transactions. (Refer to 44 CFR Part 17.) Paperwork Burden Disclosure Notice blic reporting burden for this form is estimated to average 1.7 hours per response. Burden means the time, effort and ncial resources expended by persons to generate, maintain, retain, disclose, or to provide information to us. You may d comments regarding the burden estimate or any aspect of the form, including suggestions for reducing the burden Information Collections Management, Federal Emergency Management Agency, 500 C Street, SW, Washington, DC 20472, erwork Reduction Project (3067- 0206). You are not required to respond to this collection of information unless a valid B control number appears in the upper right corner of this form. Please do not send your completed form to the above FEMA Form 20 -16, FEB 01 �I FEDERAL EMERGENCY MANAGEMENT AGENCY ASSURANCES- NON - CONSTRUCTION PROGRAMS Note: Certain of these assurances may not be app I icnbIt to you project or program. If you have any questions, contact the awarding agency. [Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified. As the duly authorized representative of the applicant, I certify that the applicant• 1. Has the legal authority to apply for Federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non - Federal share of project costs) to ensure proper planning, management and completion of the project described in this application. 2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the State, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. Section 4728 -4763) relating to prescribed standards for merit systems for programs funded under one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration) 5 C.F.R. 900, Subpart F). 6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. Sections 1681 -1683, and 1685 - 1686), which prohibits discrimination on the basis of sex; (e) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. Section 794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. Sections 6101 - 6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92 -255), as amended, relating to nondiscrimination on the basis of drug abuse; (I) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91 -616), as amended, relating to nondiscrimination on the basis of FEMA Form 20 -16A, JUN 94 alcohol abuse or alcoholism; (g) Sections 523 and 527 of the Public licallh Service Act of 1912 (42 U.S.C. 290 -dd3 and 290- ce -3), as amended, relating to confidentiality, of alcohol and drug abuse patient records; (h) Title Vlll of the Civil Rights Acts of 1968 (42 U.S.C. Section 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statutes) under which application for Federal assistance is being made; and (j) the requirements of any other nondiscrimination statute(s) which may apply to the application. 7. Will comply, or has already complied, with the requirements of Title 11 and Ill of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91 -646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of Federal or Federally assisted programs. These requirements apply to all interest in real property acquired for project purposes regardless of Federal participation in purchases. S. Will comply with provisions of the Hatch Act (5 U.S.C. Sections 1501 -1508 and 7324 -7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. 9. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. Sections 276a to 276x- 7), the Copeland Act (40 U.S.C. Section 276c and 18 U.S.C. Sections 874), and the Contract Work (lours and Safety Standards Act (40 U.S.C. Sections 327 -333), regarding labor standards for federally assisted construction subagreements. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(x) of the Flood Disaster Protection Act of 1973 (P.L. 93 -234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. vDi, P;3. /l L 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures miner the National Environmental Policy Act of 1969 (P.L. 91 -190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 1198$ (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. Section 1451 et seq.); (f) conformity of Federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. Section 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended, (P.L. 93 -523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93 -205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. Section 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification nud protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a -1 et seq.). FEMA Form 20 -10A (BACK) 14. Will comply with P.L. 93 -348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89 -544, as amended, 7 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. Section 4801 et seq.) which prohibits the use of lead based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act of 1984. 18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations and policies governing this program. 19. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act (29 U.S.C. 201), as they apply to employees of institutions of higher education, hospitals, and other non- proflt organizations. oi. _ C�vlo FEDERAL EMERGENCY MANAGEMENT AGENCY CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Signature on (his form provides for compliance with certification requirements under 44 CPR Part 18, "New Restrictions on Lobbying; and 28 CPR Part 17, "Government -wide Debarment and suspension (Nouprocurennent) and Government -wide Requirements for Drug -Free Workplace (Grants).' The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Federal Emergency Management Agency (FEMA) determines to award the covered transaction, grant, or cooperative agreement. LOBBYING A. As required by section 1352, Title 31 of the U.S. Code, and Implemented at 44 CFR Part 18, for persons entering Into a grant or cooperative agreement over $100,000, as defined at 44 CFR Pad 18, the applicant certifies that: (a) No Federal appropriated funds have been paid or Mill be paid, by or on behalf of the undersigned, to any person for Influencing or attempting to Influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement; (b) If any other funds than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or an employee of Congress, or employee of a member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure of Lobbying Activities," in accordance with Its Instructions; (c) The undersigned shall require that the language of this certification be Included in the award documents for all subawards at all Hers (including subgranls, contracts under grants and cooperative agreements, and subcontract(s) and that all subrecipients shall certify and disclose accordingly. ❑ Standard Form LLL, "Disclosure of Lobbying Activities" attached. (This form must be attached to certification if nonappropdated funds are to be used to influence activities.) 2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT RECIPIENT) As required by Executive Order 12549, Debarment and Suspension, and implemented at 44 CFR Pad 67, for prospective participants In primary covered transactions, as defined at 44 CFR Part 17, Section 17.510 -A. The applicant certifies that it and Its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared Ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or volunlanly excluded from covered transactions by anv Federal deoar ment or agency: (b) Have not within a three -year period preceding this application been convicted of ar had a civilian Judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or perform a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embeulement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this cer8ficatlon; and (d) Have not within a three -year period preceding this application had one or more public t ransaclions (Federal, State, or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or shall shall attached an explanation to this apprication. 3. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -Free Workplace Act of 1988, and Implemented at 44 CFR Part 17, Subpart F, for grantees, as defined at 44 CFR Part 17, Sections 17.615 and 17.620: A. The applicant certifies that it will continue to privide a drug - free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance Is prohibited In the grantee's workplace and specifying the actions tht will be taken against employees for violation of such prohibition; (b) Establishing an on -going drug free awareness program to Inform empoyees about: (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) the penalties that may be Imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of the grant to be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will: (1) Abide by the terms of the statement; and (2) Notify the employee in wring of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction. (e) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to the applicable FEMA awarding office, Le., regional office or FEMA office. (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who Is so convicted: (1) Taking appropriate personnel action against such an employee. up to and Including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or cone Fnrm 9ndac rRACK1 (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency. (g) Making a good faith effort to continue to maintain a drug free workplace through implementation of paragraphs (a), (b), (c), (d), (e), and (1). 8. the grantee may insert in the space provided below the slte(s) for the performance of work done In connection with the specific grant: Place of Performance (Street address, City, County, State, Zip code) Check Elf there are workplaces on file that are not identified here. Section 17.630 of the regulations provide that a grantee that is a State may elect to make one certification in each Federal fiscal year. A copy of which should be included with each application for FEMA funding. States and Slate agencies may elect to use a Statewide certification. LVOL- /� DISCLOSURE OF LOBBYING ACTIVITIES Approved by OMB Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 03460040 (See reverse for public burden disclosure) 1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type: a. contract File. bid /offer /application �X a. initial filing FX b. grant b. initial award b. material change c. cooperative agreement c, post -award For Material Change Only: d. loan year quarter e. loan guarantee date of last report 1. loan insurance 4. Name and Address of Reporting Entity: 5. If Reporting Entity in No. 4 is Subawardee, Enter Name Prime FX Subawardee and Address of Prime: Tier , if known: Brazos County Emergency Management 110 N. Main St., Suite 100 Bryan, TX 77803 Congressional District, if known: 17 Congressional District, if known: 17 6. Federal Department/Agency: 7. Federal Program Name /Description: FEMA EMPG CFDA Number, if applicable: 9. Federal Action Number, if known: 9. Award Amount, if known: $ 10. a. Name and Address of Lobbying Registrant b. Individuals Performing Services (including address if (if individual, last name, first name, MI): different from No. 10s) NIA (last name, first name, MI): NIA _ 11. Information requested through this form is authorized by title 31 U.S.C. section 1352, This disclosure of lobbying activities is a material Signature: representation of fad upon which reliance was placed by the tier above when this transaction was made or entered into. This Print Name: Duane Peters disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to the Congress semi- annually and will be Title: Brazos County Judge available for public Inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less Telephone No.: 979 - 361 41101 Date: 112712016 than $10,000 and not more than $100,000 for each such failure. #a r q) } p Aathonzed for Local Reproduction -9]) standard Form LLL (Rev. ] (13e00,1&15) 1 Far Cl mptioner'a Use Only I Direct Deposit Authorization This form may be used by vendors, individual recipients or state employees to receive payments from the state of Texas by direct deposit or to change7cancel existing direct deposit Information. Transaction Type zo ❑ New setup (Sections 2, 3,4 and 5- Section 6 is optional) El Change account type (Sections 2, 3, 4 and 5 - Section 6 I optimal) U❑ Change financial Institution (Sections 2, 3, 4 and 5 -Section 618 oplAmal) ❑ Cancellation (Sections 2 and 5 - Sections 7 and 8 forstate agency use) w ❑ Change account number (Sections 2, 3, 4 and 5 • Seclbn 6 is optional) Pavee Identification Financial Institution (Completion by financial institution is recommended.) Financial InstlWllon name City state Branch Banking and Trust College Station Tx rn Type of account Z_ 1J Checking ❑ Savings Financial repreaenletW name (optional) fit. ropeo.00 W Donnie Fowler Vice President Flnondal repreeenlallav signature (oplimal) Phase number (opllmall Dale (optional) 979.599 -7086 ext. International Payments Verification (required) Will these payments be forwarded to a financial institution outside the United States? .......................... ............................... ❑ YES Wf NO If "YES, "also complete the ACH (Direct Deposit) Payment Destination Confirmation (Form 74 -227). Authorization for Setup, Changes or Cancellation (required) Payee type Texas Identlficatlon Number (TIN) I understand that the Texas Comptroller of Public Accounts will reverse any payments made to my account In error. Mail code (If not known, 1 further understand that the Texas Comptroller of Public Accounts will comply at all times with the National Automated Clearing House Association's ❑ State employee ❑ Employer Identification Number (EIN) W leave blank.) Z O Vendor or ogler recipient 1 7 4 6 ❑ Social Security Number (SSN)" I t 0 0 0 4 3 3 0 1 0 3 8 l t E Payee name Phone number Of W Brazos County 979- 361.4341 ext. Mailing cores City Stele ZIP cod, 200 South Texas AVe, Suite 240 Bryan Tx 1 77803 Financial Institution (Completion by financial institution is recommended.) Financial InstlWllon name City state Branch Banking and Trust College Station Tx rn Type of account Z_ 1J Checking ❑ Savings Financial repreaenletW name (optional) fit. ropeo.00 W Donnie Fowler Vice President Flnondal repreeenlallav signature (oplimal) Phase number (opllmall Dale (optional) 979.599 -7086 ext. International Payments Verification (required) Will these payments be forwarded to a financial institution outside the United States? .......................... ............................... ❑ YES Wf NO If "YES, "also complete the ACH (Direct Deposit) Payment Destination Confirmation (Form 74 -227). Authorization for Setup, Changes or Cancellation (required) Cancellation iv Aaencv (forstate aaencv use) 1 Authorized Signature (for state agency use) I authorize the Texas Comptroller of Public Accounts to deposit my payments from the state of Texas to my financial institution electronically. Dale I understand that the Texas Comptroller of Public Accounts will reverse any payments made to my account In error. 0 1 further understand that the Texas Comptroller of Public Accounts will comply at all times with the National Automated Clearing House Association's w roles. (Forfudherinfotmsdon on a rules, please contact your financial institution.) W eetl signalme PdrneO name Pala h / Terri White, Chief Deputy Treasurer 01109/2015 Cancellation iv Aaencv (forstate aaencv use) 1 Authorized Signature (for state agency use) Please return your completed form to: Vol. ° — Pg. moo/ sign, Slgnebae here Dale r Phone rumber Agency number O ext. 5 Aaerlcyname W U) Comments Please return your completed form to: Vol. ° — Pg. moo/ TRAVEL POLICY CERTIFICATION BRAZOS COUNTY Jurisdiction Name: Check one of the two blocks below ElThis jurisdiction has no qualifying travel regulations. EMPG participants requesting reimbursement for travel expenditures will do so in accordance with State of Texas travel regulations and reimbursement rates as published by the Texas Comptroller of Public Accounts. State travel regulations are available at https.11fmx. cpa. state. tx. us/ftnx /travel /textravel/index.php P/ This jurisdiction has its own qualifying travel policy, a copy of which is attached. EMPG participants requesting reimbursement for travel expenditures will do so in accordance with that policy. Name of Grant Financial Officer Katie Conner Printed or Typed) Original Signature of Grant Financial Officer Date Signed 1/27/2015 TDEM -69 12//2014 P9. Vol. �/� �G 1111AZOS COUNTY, TEXAS TRAM%, POLICY AND 14100A)U2ES POLICY AND PROCEDURES FOR COUNTY TRAVEL AND REIMBURSEMENT BRAZOS COUNTY, TE XAS THE PURPOSE OF THIS POLICY AND RELATED PROCEDURES IS TO ESTABLISH AND STANDARDIZE AUTHORITY FOR USE OF COUNTY RESOURCES TO PAY FOR TRAVEL RELATED EXPENSES FOR BRAZOS COUNTY EMPLOYEES. THE FOLLOWING POLICY ADOPTED BY THE BRAZOS COUNTY COMMISSIONERS COURT ON THIS THE S"u DAY OF NNE, 1995 TAKES THE PLACE OF ANY PREVIOUS COUNTY TRAVEL POLICY ADOPTED BY ANY PREVIOUS COMMISSIONERS COURT. THE EFFECTIVE DATE OF THIS POLICY IS THE 61I) DAY OF NNE, 1995. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONERS' COURT ON FEBRUARY 17, 1998. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON AUGUST 1st, 2000. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON DECEMBER 5th, 2000. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON FEBRUARY 11th, 2003. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON SEPTEMBER 20TH, 2005. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON JANUARY 31, 2006. THIS POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON December 11, 2007. THE POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON April 1, 2008 revising the County Mileage Reimbursement Rate. THE POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON December 28, 2010 revising the County Mileage Reimbursement Rate. THE POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON June 28, 2011 revising the County Mileage Reimbursement Rate to 55.5 cents /mile. F:\ Policies and Procedures\ Policies\ Travel\ Travel _ReimbumementlRevised_I2-4- 1212/4/12 vol. _ P9. G2 e3 BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES THE POLICY WAS OFFICIALLY AMENDED BY COMMISSIONER'S COURT ON December 4, 2012 revising the County Mileage Reimbursement Rate to 56.5 cents /mile. This policy and related procedures replaces all previous policies and procedures. It explains Brazos County's policy relevant to the authorization of travel and the reimbursement of expenses incurred incidental to travel. Section 152.011 of the Texas Local Government Code gives the Commissioners' Court the authority to set travel expense and other allowances for all County officials and employees. This policy is to be viewed as an "accountable plan ", and therefore satisfies the reporting and documentation conditions established by the Internal Revenue Code of 1986 as Amended (i.e. §I62 and §274 and Treasury Regulations 1.62.1 to 1,62.6). A. GENERAL DEFINITIONS Accountable Plan - a plan under which an employee is reimbursed for expenses or receives an allowance to cover expenses. The following four conditions must be satisfied: a. There must be a County business purpose for the expenses, b. The employee must clearly state and properly support that there was a business purpose for the expense, c. The employee must substantiate that the expense was incurred by providing documentation or be deemed to have documented the reimbursed expenses, and, d. The employee is required to return (i.e. with advances) to the County any amounts received in excess of documented expenses. 2. Actual Expenses - the actual cost of any allowable travel expenses supported by proper receipts and /or statements. 3. Auditor - the County Auditor and /or his designated staff. 4. Authorization - a recognized approval level that requests the County Treasurer to encumber funds for approved travel purposes. An approval level is the signature of the elected official, department head or employee authorized to approve claims for the department. This authority is established by completing a computer user access form designating the employee to be on a departmental approval group in the Finance Plus financial system with the County Auditor's office. 5. Official County Business - a business function in which County employee(s) are participating, and which is recognized by the Commissioners' Court as being official business of Brazos County. 6. Duty Point - the primary place of employment, i.e. courthouse, road and bridge, tax office, etc. F.\ Policies mid Procedures\ Policies\ Travel\ Travel _Reimbursement2Revised_I2 -4- 1212/4/12 1Pg. %1O BRAZOS COI INTY, TIsXAS TRAVEL POLICY AND PROCEDURES Traveling County Employee - an elected official, a department head, or a person employed in the direct service of an elected official or department head who is traveling on official County business. 8. In -County Travel - travel that takes place within the confines of the legal boundaries of Brazos County, and where the primary end destination of the travel is within these same boundaries. 9. Out- of-county Travel - any travel that has a primary end destination outside the established legal boundaries of Brazos County. 10. Out -of -state Travel - any travel that is undertaken which has a primary end destination outside the established legal boundaries of the State of Texas. 11. Educational Travel - out -of- County travel that is undertaken by County employees for approved education seminars, conferences and meetings. 12. Law Enforcement Travel - travel expenses incurred by County law enforcement personnel for the explicit purpose of transporting prisoners and /or probationers, collection of evidence, and other travel directly attributable to official County business. 13. Travel Expenses - transportation (airline fares, personal auto, public transportation, parking, and taxi), meals, lodging, and incidental expenses associated with traveling on official County business. 14. Travel Expense Forms - all forms so designated by the Auditor's office to be used to report actual and estimated travel expenses for official County business. These forms are to be submitted to the Auditor's office for reimbursement and/or documentation for advances with regards to travel expenses. 15. Direct Billing - a pre- arranged billing, established for a County employee with a lodging facility at which they plan to stay when away from their place of employment overnight on County business. Direct Billing is arranged by the Auditor's office with the intent being the reduction of the employee's financial responsibility for costs associated with travel on County business. 16. Incidental Expense - a necessary and reasonable expense incurred by a County employee while traveling on official County business. This does not include transportation, meals, lodging, tips, gratuities, alcoholic beverages, laundry or in -room video rental. 17. Mileage - the distance from a duty point to a destination. As noted in the following procedure, the County will reimburse mileage based on an intemet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com. 18. Mileage Rate - the rate of reimbursement established by the Commissioners' Court in December of each calendar year for use of a personal automobile while on County business. F:\ Policies mid Pmmdums \Policies \Travel\Travel_Reimburs nmt3Reviod_124- 1212/4/12 Vol. C"V4 P9• �d�� BRA %OS COUNTV, TEXAS TRAVEL POLICY AND PROCEDURES 19. Meal Expense — limited to $36.00 a day for meals, if an employee is away from their duly station overnight. 20. Host Hotel — "preferred room rates" negotiated by a sponsor for participants of a conference, seminar or continuing education training, at or near the program site. P:\ Policies end Procedures\ Policies\ Travel\ Tmvel _Reimbumement4RRevised_12 -4- 1212/4/12 Vol. IW- pg. E�L� BRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES B. GENERAL POLICY STATEMENT All reasonable and necessary travel by County employees for which a departmental budget has been established, and for which the department has funds remaining in the budget, and for which the travel is required in order for the employee to conduct County business is authorized. County officials and department heads are expected to plan out -of- County travel for themselves and their employees to achieve maximum economy and efficiency. All County reimbursed travel must be for official County business only. It is the responsibility of the County official and /or department head to see that all Out -of- County travel expense forms are properly completed, documented, signed and forwarded to the County Auditor's office within fourteen (14) calendar days of the travel return date. In- County mileage reimbursements may be submitted on a monthly basis. ZLVITIWUV IG71 Y y rm In the process of conducting County business, employees may be required to travel to locations within the County, but away from their normal duly station. If the employee incurs expenses incidental to such travel, the employee is required to obtain authorization from the department head for such expenses. If the anticipated expenditure will be in excess of $25.00, the department head may request a travel advance using the Travel Advance Form and secure the Commissioners' Court approval before any expense is incurred. Employees are expected to report the shortest distance between destinations for all travel. The County will not reimburse for personal mileage or for travel between an employee's residence and their duty point. The County will not reimburse for meals unless employee is away from their duty station overnight. The employee traveling on official County business within the County should first determine from the department head if a County vehicle is available to conduct such business. All such authorized expenses will be reimbursed within ten (10) days of the receipt by the County Auditor's office of completed reimbursement request forms. Procedure: For In- County travel, Mileage Reimbursement Requisition should be used. This form is to be turned in by the employee to the department head at least once a month for previous travel. Department heads should then prepare a request for reimbursement and forward the completed request and attached documentation to the County Auditor's office. Mileage will be reimbursed based on the actual mileage traveled at the prevailing rate established by the Commissioners' Court. The County will not reimburse employees for meals or lodging expense incurred In- County FA Policies and Procedum\Policies\ Travel \Tavel_ReimbumonmtSRevised_12 -4- 121214/12 Vol. pg. 02 RRAZOS COON IT, TEXAS TRAVEL POLICY AND PROCEDURES D. OUT -OF- COUNTY TRAVEL Out-of-County travel by County employees is permissible provided that it is authorized in advance by the department head and does not exceed departmental budgetary allowance for such travel. It is the department head's responsibility to ensure that each request has adequate documentation attached to support the stated time, place, and business purpose of the travel expense (see "Accountable Plan" requirements, Page 1). The County will reimburse for County employee meals only while the employee is out of the County on County business and away from their duty station overnight. If the travel expense is anticipated to exceed $25.00 a travel advance may be requested and Commissioners' Court approval secured before any expense is incurred, Procedure: All Out -of- County reimbursement requests are to be made on Travel Reimbursement Requisition. Requests for meal reimbursement are to be as follows: Meals will be reimbursed at the amounts listed, taxes included: Breakfast $ 8.00 Lunch $ 10.00 Dinner $ 18.00 2. No receipts will be required. 3. The County will not reimburse an employee for more than $36.00 per day for meals. Meal reimbursement to an employee who is not away from their duty station overnight will be considered a benefit and the amount will be reflected on the employee's W -2 form at the end of the year. Meal reimbursement will not be provided to an employee who is less than seventy five (75) miles away from their duty station unless the employee is away overnight. 4. The County will not reimburse for meals provided by the conference or seminar. It is expected that the conference or seminar registration fees include any meals provided and that the employee will avail themselves of these meals. Additionally, a "continental breakfast" is not considered a meal for reimbursement purposes. The County will reimburse County employees for mileage, if a personal vehicle is used, while the employee is Out -of- County on County business. Mileage reimbursement will be made based on the duty station address to specific destination address as documented by using an internet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com, at the existing reimbursement rate set by Commissioners' Court. F:\ Policies and Procedures\Policies \Travel\ Travel _Reimbursement6Revised_124- 121)!4/12 Vol. DRAZOS COUNTY, TEXAS TRAVEL POLICY AND PROCE-MURRS Requests for mileage reimbursements can be made in one of two ways: Where mileage request is simply for a round trip the employee need only enter the dollar value on the Form. This is arrived at by multiplying the documented mileage by 2 and then multiplying this product by the reimbursement rate that has been established by Commissioners' Court. It is requested that the employee use an internet mapping service with specific addresses including number, street and zip code such mapquest.com and that the mileage documentation be submitted with the Mileage Reimbursement Requisition or Travel Reimbursement Requisition. 2. Where mileage is requested for the use of a personal automobile while on County business and the request is for mileage other than the round trip from duty point to destination, then the employee should use Mileage Reimbursement Requisition to establish the additional miles and business purpose. The County will not reimburse for mileage incurred at the destination city in pursuit of food or personal errands. Additional miles incurred at the destination city for County business should be documented using addresses at either, www.mapquest.com, www.googleinaps.com or www.yahoomaps.com. These totals should then be transferred to the Travel Reimbursement Requisition. The County will reimburse the traveling County employee for the actual cost of lodging expenses incurred, not to exceed $85.00 per day, excluding taxes, while traveling on official County business. The travel needs to be approved by the department head, and the cost must not exceed the remaining departmental budget. Receipts are required for the reimbursement of lodging expenses. Please see Section G, this policy, for more information on reimbursement of lodging expenses. E. OUT -OF -STATE TRAVEL The County will reimburse employees for out -of -state travel on the same basis as Out -of -County travel. All Out of State travel must be approved by the Commissioner's Court prior to departure. If the employee elects to use a personal automobile for such travel, the County reimbursement will not exceed the lesser alternative: either the mileage (round trip at the prevailing rate per mile) or the round trip airfare from Easterwood Airport to the destination (a commercial airline quote is required). It is noted that when the distance is greater than 350 miles, and when the air fare ticket can be purchased 21 days in advance, it is usually cheaper to fly than drive. Any employee traveling on County business who does not wish to fly, and whose destination is out of state may place a request before the Commissioners' Court requesting authorization to drive and to be reimbursed for the actual travel expense. The request would need to be in writing, placed before the Commissioners' Court 10 days prior to departure, and would need to include the reason for the request and a comparison of the costs. Commissioners' Court has the authority to accept and for reject each request based on merit as presented. Procedure: Any out -of -state travel request must be presented to the department head. The department head must then make a formal request for approval of such travel to the Commissioners' Court, which must consider the request in open session. All requests for reimbursement are to be made on Travel Reimbursement Requisition. If a Travel Advance is needed, it should be requested at the same time. E\ Policies and Procedures\ Policies\ Travel \Tmvel_Reimburs enl7Revised_12- 4- 121214/12 Vol. A/C'- Pg. -6 DRUMS COUNTY, TEXAS TRAVEL POLICY AND PROCEDURES F. TRAVEL ADVANCES Employees that anticipate being away from their duly station on County business and Out -of -County for more than three (3) days, or when travel expenses are anticipated to be more than $25.00, may request a travel advance. The employee would be required to fill out Travel Advance Requisition. The form should be submitted to the department head for approval and forwarded to the County Auditor's office for processing. All requests for advance must be filed with the Auditor's office ten days prior to the departure date so that proper approval from the Commissioners' Court can be secured. The request should not exceed the estimated expenses. All meal advances will be based on $36.00 per day and a maximum of $85.00 (excluding taxes) will be advanced for each day of lodging that the employee anticipates. All employees are encouraged to arrange for direct billing and to arrange for quotations for air transportation when required. Procedure: Once the employee has returned to their normal duty station, the employee has fourteen (14) days to submit documentation to the County Auditor's office on a Travel Reimbursement Requisition to account for the use of the travel advance funds. The employee should attach a copy of Travel Advance Requisition to their request to document the advance received. If the employee has received funds in excess of their need the balance should be remitted to the County Treasurer's office, and a copy of all receipt(s) attached to Travel Reimbursement Requisition. After the 14 day period travel advances that have had documentation submitted will be deducted from the employee's paycheck as agreed in the travel advance requisition. All disbursement of funds and collection of funds with regards to travel advances will be handled through the County Treasurer's office. The department head has oversight responsibility for all disbursements related to travel advances. G. LODGING The County will be responsible for a maximum of $85.00 (excluding taxes) per day, for lodging expenses incurred by a County employee while traveling on official County business either out of county or out of state. The County prefers to arrange for hotel accommodations to be billed directly to the County proper. Department heads are encouraged to plan as far in advance as possible, and to arrange for direct billing. The County will only be responsible for the first $85.00 plus taxes of the room rate. If the room charge is greater than $85.00 plus taxes, the employee should be prepared to be responsible for the difference. The decision to pay the lodging fee for the night before a conference or meeting is at the discretion of the department head. This decision is based on the location of the meeting site and beginning or ending time of the program. Likewise, the decision to pay the lodging fee for the last day of a conference or meeting is at the discretion of the department head. It is the employee's responsibility to make sure this issue is covered prior to the meeting taking place and prior to the request being placed before the Commissioners' Court. F:\ Policies and Procedures\ Policies\ Travel \Tmvel_ReimbunmentSRt ised_124- 1212/4/12 Fol. P9- DRAZOS COUNTY, TEXAS 112AVEL POLICY AND PROCEDURES Host IIotel In many instances a county employee will attend a seminar, conference or continuing education program where the sponsor of the program has negotiated preferred room rates at (or near) the site where the program is to be held. In many instances the preferred room rate is referred to as the "host hotel." In some instances the program sponsor has secured such preferred rates at several locations. The county would prefer that county employees attending such programs stay at the "host hotel." And, therefore, if the room rate is greater than the $85.00 allowable by this policy, the county will reimburse the employee for the full amount of the room and tax. The employee is required to provide adequate documentation that the program negotiated a preferred rate with the "host hotel" An example of adequate documentation would include a seminar brochure or registration information provided by the program sponsor that lists the preferred hotels. In the event an employee is able to secure a room for an amount less than the host hotel rate when a host hotel is available without incurring additional parking, car rental or mileage expenses the employee will be reimbursed at the actual room rate. Many times the county employee attending a sponsored program does not plan to attend the program in a timely manner and all "reserved program rooms" will have been taken. Alternative sites will not be considered as `host hotels" unless specifically designated as such by the program sponsor. Out -Of -State When a county employee requests out -of -state travel for a sponsored seminar, conference or continuing education program, and there is not a designated `host hotel ", it is the employee's responsibility to register in a timely manner to allow the opportunity to stay at the hotel or conference center where the program is being held. When the employee makes a request for out -of -state travel, the request should clearly state the anticipated room cost, and request formal approval for reimbursement. Commissioners' Court will evaluate each request separately. Relatives and Friends Frequently county employees while traveling on county business and away from their duty station overnight will stay with friends and /or relatives. As a result their application for reimbursement will appear as if they were not away from home overnight. When such an event happens, the employee should attach a notice to their reimbursement request to allow the county auditor's office to confirm the over night stay. Restrictions on County reimbursable lodging expenses: The County WILL reimburse for: Daily Room Charges (Maximum of $85.00 for single occupancy, ixexcluding taxes) Properly Documented Business Telephone Calls Facility Parking Charges — Self parking only" Taxi Fares (ne documentation required) Alternate means of travel (i.e. bus, train, etc.) F:\ Policies and Procedures\ Policies\ Tmvel \Tavel_ReimbmementgRevised_124 - 1212/4/12 Vol. _ �/� P9• BRAZOS COUNTY,'rEXAS TRAVEL POLICY AND PROCEDURES Internet service used for conducting County business Tolls for toll road travel — receipts required Valet parking for handicapped employees with a valid handicap placard from the Tax Office. 2. The County will NOT reimburse for: Snacks Charged To The Room Room Service (No gratuity, no room service charge) Personal Expenses (i.e.: Valet, Dry Cleaning, Laundry, etc.) Tips and /or Gratuity Alcoholic Beverage Charges Video Rental (i.e.: In -Room Movies, etc.) Personal Phone Calls Hotel Club Charges Recreational Facility Charges *The County will reimburse for self parking at any rate with receipts. Valet parking will be reimbursed if it is the only parking available and is documented as such by the hotel. In the event self parking and valet parking are available and the employee chooses to use valet parking the County will only reimburse up to the rate equal to the self parking rate. Employees who incur lodging charges defined as unacceptable for reimbursement are responsible for these payments. These charges are to be accounted for and payment rendered to the facility by the employee at check out. If any of these charges billed incorrectly directly to the County by a lodging facility, the employee will be responsible for remitting reimbursement to the County Treasurer. Procedure: The employee will be required to obtain an original lodging statement from the establishment where the employee stayed. This statement should be attached to the Out-Of -County Travel Reimbursement Request. No exceptions will be allowed. H. AIR FARE and CAR RENTALS All County employees are required to travel by the least expensive mode of travel. The employee should evaluate whether travel by airplane to the destination point is cheaper than traveling by other means. The County will only reimburse for the least expensive (node of travel, unless the employee's supervisor can show good cause for using another mode. When the final destination is over 350 miles then air travel should be considered. Car Rentals should only be utilized when required for the employee to fully carry out their official business. Taxi cabs, buses, and hotel shuttle services are usually less expensive than car rentals. The County will not reimburse for expenses incurred for personal reasons. The County would prefer that the employee not enter into a rental arrangement unless it is necessary and required for the completion of the business purpose. The County will not reimburse for first class travel. The County will only reimburse for necessary car rental at the sedan rate (no luxury cars) and necessary gasoline for the rental with receipts. The County will not reimburse for mileage on a rental car. F.,\ Policies end Procedures\ Policies\ Travel\ Tmvel _Reimbtimmenliijevised_12.4. 1212/4/12 E Vol. � P9- BRAVOS COUNTY, TEXAS TRAM. POLICY AND PROCEDURES CONFERENCES. SEMINARS and CONTINUING EDUCATION The County prefers to pay in advance for conferences, seminars and registrations for continuing education. By so doing, the financial responsibility placed on the employee is reduced and proper and timely assistance can be given to the employee with regards to reservations, travel advances, and completion of reimbursement forms. The County requires that requests for registration fees be accompanied by a conference progmin, seminar program, or continuing education program that indicates the cost, location and payee's address. The County requires that the employee's supervisor approve the request. The supervisor must indicate that the employee's attendance will enhance the employee's ability to perform in their assigned job function. Each elected official or department head is required to budget for registration at conferences, seminars and continuing education annually as needed. If there is no budget allocation for this expenditure the Auditor's office will not approve the expenditure until an official budget amendment or budget adjustment has been approved. All elected officials and department heads are required to budget for State required annual continuing education for all members of their staff where required. When properly budgeted the County will pay for all required continuing education mandated by State statutes for elected officials and appointed department heads. When the registration for a conference or seminar includes payment for meals, it is anticipated that the employee will eat the meal provided. The County will not pay for an additional meal. When the conference or seminar is scheduled out of the County and begins in the morning. The County will reimburse for meals and lodging the night before when the distance to the sight is over 150 miles. When the conference or seminar is out of the County and ends after 4:00 PM the employee will be reimbursed for the evening meal immediately following the end of the conference or seminar if the sight is over 150 miles from the Courthouse. Meals will not be reimbursed to an employee who is less than seventy five (75) miles away from their duty station unless the employee is away overnight. J. LAW ENFORCEMENT TRAVEL The department head prior to the occurrence of any expense must approve all law enforcement travel expenses, whether it is prepaid by the County or reimbursed after the fact. If planning can take place before there is a need for such travel, or if travel is a result of a defined "emergency" the department should try to secure permission from the Commissioners' Court for the use of credit cards in such cases. If credit cards are used then the County Credit Card Policy is to be followed. It is recognized that the need for law enforcement travel may occur on an emergency basis. The County Attorney, Sheriff or the Director of Juvenile Probation is authorized to approve such travel and related expenses in the event of an emergency. The County Attorney, Sheriff or the Director of Juvenile Probation is required to notify the County Judge and the Auditor within 48 hours of the designation of an emergency. If there are no budget funds available, the County Judge's approval will be required before the expenditure can be incurred. F:\ Policies and Procedums\Policim\ Travel \Tmvel_Reimbursemen0evised_12A -121 b4/12 E . X16 pg. /3 RRA %OS COUNTY, TEXAS TRAVEL POUCV AND PROCEDI IRKS K. MISCELLANEOUS The employee needs to be aware that a credit card receipt is not documentation for an expenditure. All requests for reimbursements and /or requests for the County to pay for a travel related expenditure must be supported by documentation. It is the employee's responsibility to secure the documentation at the time of expenditure. In the event that no documentation is secured a certification as to the expenditure is not sufficient to support reimbursement. Some form of contemporaneous record must be received from the vendor. When an employee elects to have their spouse and /or family travel with them, this must be accurately documented and separation of costs will be required. Lodging expenses must be documented by the hotel /motel as to what a single occupancy rate would have been. This should be done on the face of the receipt. ALL ELECTED OFFICIALS AND DEPARTME NT HEADS ARE TO INSURE THAT ALL EMPLOYEES HAVE READ THIS POLICY AND COMPLY WITH IT. FAILURE TO FOLLOW THE POLICY WILL RESULT IN A DELAY IN THE REIMBURSEMENT PROCESS, AND COULD POSSIBLY CAUSE LEGITIMATE REIMBURSEMENTS TO BE DENIED. IF IN DOUBT PROVIDE AN EXPLANATION OR OTHER DOCUMENTATION. TILE COUNTY DOES NOT INTEND FOR EMPLOYEES TO FINANCE COUNTY OPERATIONS. F:\ Policies and Procedures\ Policies \Tmvel \Travel_Reimbumementl ev sed_12 -0.121214/12 13 E' Op Brazos County °kPr aF °" 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: January 22, 2015 BID NUMBER: 2015 -39 TITLE: Mowing of County Rights -of -Way REQUESTING DEPARTMENT: Road and Bidee APPROVAL SIGNATURE: Duane Peters, County Judge DATE APPROVED: I Vol. _jal-- -d• �/� ze w,. sex a3: e a"7a R <• - - - -- a as a s a s a a a a a a a s w R i 9 ' T 1 v 3 1 R Y 3 H ! s 0 as s s$ X Y a a § g g 9 3 a- T-1 x g g 11 s 5 a R G 1 a TT e ? 3 P P P P P P g P a$ $3 $1 q� P $ q- 6 gs ® .2 gg 33 gY a Y Y 8 Y gy g$ gg $g a P a P P P P P P P 9 P °a P °a P P P qq P P P 4 °a 2 °a 4 °a 4 P P 4 4 ® P P P P P P P g $ aa $£ °a 3& 1 1 1 all 1 g 9 9 §§9 gg g5 w a c 5g88 3g �Na S 3gg @ �4$ a a $ii � $�6s E5 r � g ➢ orsaaa �e es °' i a$ E [~i~F a Sip EE$ -'!EY a a 1 j 4• .ay F�xB <• - - - -- a as a s a s a a a a a a a s w R i [Vol. m. A17 | | | | !|| | | | KIA • | | | | | | | | | || ! | | !|, ! | |` | | | ' ■ | | | / | } \� ! | , ! ■ !! | | ` |( ! | | | | A. | | | §!�| ||| � Pill | � ! ! ! | | ■| | !| ■�,. I`' § | |� | |� |•• | ! !!| all | ; [Vol. m. A17 l(� BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2014 -2015 BUDGET YEAR NO. 14/15 17.1 -17.5 On this the 27th day of January 2015 at a regular meeting of the Commissioners' Court, the following members were present: A. Duane Peters, County Judge, Presiding B. Lloyd Wassermann, Commissioner, Precinct 1 C. Sammy Catalena, Commissioner, Precinct 2 D. Kenny Mallard, Commissioner, Precinct 3 E. Irma Cauley, Commissioner, Precinct 4 F. Karen McQueen, County Clerk The following proceedings were held: THAT WHEREAS, on 27th day of January 2015 the Court heard and approved a budget amendment for the 2014 -2015 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 9 September 2014, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 27th day of January 2015. THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. By: IL) :2=== Duane Peters, County Judge Original: County Clerk's Office and Attached to the original budget P9. �L _..... _._ _ . _.... BRAZOS COUNTY, TEXAS ... . BUDGET AMENDMENTS No. 14115 - 17.1 1/2712015 FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contingeacy 294.00 0100 11000100 51730000 DR Cell Phone Allowance 240.00 0100 11000100 53100000 DR Social Security 18.00 0100 11000100 53200000 DR Retirement 34.00 0100 11000100 53800000 DR Workers Comp 1.00 0100 11000100 53900000 DR Unarmloyment Insurance 1.00 General Fund Contingency and Commissioners Court To reallocate funds to cover the increase in cell phone allowance for the following position: Special Project Admin. Secretary, Class Code 0130 Position 1. Increase was app roved during Commissioner's Court on January 20, 2015, item #9. P9. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 14/15 -17.2 1rnnnla FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase Decrease 4500 63000500 80286000 CR Equipment - Other 50 496.33 4500 63000500 60500000 DR Equipment & I.T. Enhancement 3,636.33 4500 63000500 60600000 DR Office Supplies - 375.00 4500 63000500 67203000 DR Minor Computer Hardware 16 760.00 4500 63000500 67211000 DR Software 7,755.00 4500 63000500 72155000 DR Computer Consulting 3,980.00 4500 63000500 80211000 DR Computer Software 17 90.00 Capital Improvement Fund To reallocate funds to purchase a cell check recording system from Guardian RFID. The Texas Association of Counties (TAC) is currently considering a program to provide financial assistance to Counties that implement the use of electronic cell check systems. If approved, it is expected that TAC will reimburse Brazos County for this expenditure during this fiscal year. In the event that TAC does not approve the program, the Sheriffs Office will reimburse Brazos Coun using the Sheriffs Commissary Fund. V01. _ -L1e -- - P9• v2oZ BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 14/15 -17.3 1/27/2015 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 1100 1 1002500 80286000 CR Equipment - Other 14,982.07 1100 11002500 67286000 DR E ui mcnt - Other 14 982.07 Hotel Occupancy Tax To reallocate funds to the correct account for the video distribution system for the Expo. Vol. PS• oS -' - BRAZOS-COUNTY,TEXAS-- BUDGET AMENDMENTS No. 14115 -17.4 1/27/2015 Misurf�i To reallocate funds to cover overage caused by rounding and unit cost of construction. vol. .2/ G ip9-2L,7-- ... ........._. _ _ _ _ BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 14115 - 17.5 11971gni R FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR ContIngency Contingency 2750.00 0100 24401100 51641000 DR Visiting Judges 2530.00 0100 24401100 53100000 DR Social Security 194.00 0100 24401100 53800000 DR Workers Comp 1 1.00 0100 24401100 53900000 DR Unem loyment 15.00 General Fund Cotifingency and Justice of the Peace, Pct. #4 (Judge Garcia) Reallocation of funds to pay for a visiting judge. Vol. Pg. 3 PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: January 27, 2015 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 Commissioners Court Green, Beatriz Retirement District Clerk Coffman, Cheryl Trans to another Dept. Information Technology Soares, Ian Resignation MPO Lyon, Lisa Step Increase Sheriff - Admin Sifuentez, Anna Deceased Sheriff —Jail Garon, Stephen Transfer to another Dept. Cell Phone Allowance Tax Office Davis, Casey Promotion Golson, Patricia Promotion Leonard, Melissa Promotion Moore, Tommie Transfer Win Dept. Neel, David Promotion Oliver, Michele Promotion Approved In Commissioners' Court: Janua 27 2 County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) va. : =P9-221 Laura Taylor Davis Brazos County Treasurer ldavi s@w.brazos.tx,us DATE: January 12, 2015 TO: Hon. Duane Peters, County Judge Hon. Lloyd Wassermann, Commissioner Hon. Sammy Catalina, Commissioner Hon. Kenny Mallard, Commissioner Hon. Irma Cauley, Commissioner Candy Gallego, Administrative Assistant FROM: Laura Taylor Davis, County Treasurer RE: Quarter Ending 12/31/2014 Investment Report 200 S. Texas Avenue, Ste 240 Bryan, Texas 77803 Tel: 979 - 361 -4345 C WLEDGED Duane Peters iM County Judge This report is made in accordance with provisions of Gov.Code 2256, The Public Funds Investment Act, which requires quarterly reporting of investment transactions to the Commissioners' Court. The Brazos County Investment portfolio earned an average yield of 0.0333% on the quarterly average balance of $2,351,853.33 invested with TexPool for the period ending 12/31/2014. Investment interest deposited during the quarter was $192.11. Actual ending balance for December 31, 2014 was $2,351,927.37. The average rate of interest earned on the depositary checking account balances for the quarter ending 12/31/2014 was 0.25% netting $44,934.50 on an average depository investable balance of $71,295,638.08. Total Quarter ending 12/31/2014 interest earned: $45,126.61 Investment strategy The Brazos County Investment Strategy will remain unchanged, keeping investments very short - termed & liquid. With the safety of principal as the foremost objective of the County's investment policy followed by liquidity and yield - it seems prudent to continue keeping the majority of available funds in the County's depository where all funds are 110% collateralized. As a source of information an the market and the Brazos County Investment Strategy attached to this report is a copy of the Funds Management Group, Inc. Money Market Rate Review and commentary. For diversification the County has an investment account with TexPocl that provides the safety of an overnight market. LV04. P9. iti Summary of Portfolio Changes The deposit of interest is the only portfolio change to balances at this time and the Weighted Average Maturity of investments remains at 1 day due to the liquidity of funds invested with TexPool and on deposit at CitiBank of Texas FY 2015 INTEREST RATES AND EARNINGS BY MONTH Attached are the following reports: 1) Cost Amount Summary of Investments by Fund 2) TexPool Quarter End Activity Report 3) Investments by Fund Group and Strategy Type To the best of our knowledge the investment portfolio in this report conforms in all respects to the Investment Policy of Brazos County and is being managed under the investment strategy of said policy as approved by /the Commissi er's Court of Brazos County. / Lgura Taylor Davi , County Treasurer, CIO Date I oI //"Is`' Teri i White, Chief Deputy Treasurer, CIO Date Vol. 1,914 TexPool Interest Cking Acct Earnings Interest Rate Interest Credit Rate October 2014 53.46 0.0300 14,996.89 0.2500 November 2014 55.17 0.0300 14,394.82 0.2500 December 2014 83.48 0.0400 15,542.79 0.2500 Q/E 12/31/2014 192.11 0.0333 44,934.50 0.2500 Attached are the following reports: 1) Cost Amount Summary of Investments by Fund 2) TexPool Quarter End Activity Report 3) Investments by Fund Group and Strategy Type To the best of our knowledge the investment portfolio in this report conforms in all respects to the Investment Policy of Brazos County and is being managed under the investment strategy of said policy as approved by /the Commissi er's Court of Brazos County. / Lgura Taylor Davi , County Treasurer, CIO Date I oI //"Is`' Teri i White, Chief Deputy Treasurer, CIO Date Vol. 1,914 FUNDS MANAGEMENT DD CROUP, INC. 4900 Woodivay, Suite 545 * Houston, Texas 77056 * (713) 626 -5741 * 1- 800 -663 -3644 * FAX (713) 626 -5742 MONEYMARKET RATE REVIEW .... ::.!•a':'n ;ate.,. ::.... .:. ......,L::c:ur;./,�1� !:9' .::. p- , ..�. �.. KsI;� ):ib:'Z ;ati: - '•t:'i: .....,:::..:tF:e..- :..:..,, :9; Y' Vn r.,.., �o h AI's, ..[L: -. .f:w:.gAv ,.rt,+jr<$IbL'.... ..- ...w...•3:- n; a' >�3i$..'.'ia...;;.�+�• .tt%'... Y:! ^+ >., ?:;�jrt;Y.`;54� ;BUJ .*�::< ' ?L�'ias s]s � �;;:Il' -'� - 'i'�T"IRdD�4�.�`, �i;�1�3.'i •'!: +`.::�::::•I ..5[ ..2.....: ' . �... .:LT <i4:n1'i'v0.r....nle 3Iag, .V n_. . NF Fr::�.en.. � ..1 ./,)♦)'.y.... ,. .1'.e.,c.. .. ±.'JI � .O:.Y. :- M1'�.'J.e �.3t .t:�IrG;;:�."/�i 'e -= {ItfGee. '((![ yi:::.:if.:�'i 11%4:' ia::u..ii�n_� ?tl C: `:! �'GI,Yli•1V:'f'!'iYa14) _,. n /S i115.Yfi�irYt �l �lv PJt. Rf., fn) ':).T :`'::i2 {r o- �)1'H4rt AJ r� i] �'`+�'A...<.1n. y'Y .�r•i•�:a rv3,) .: -N'7 12/12/14 0.03% 0.021% 0.022% 0.094% 0.591% 0.120° /6 0.155% 12/05/14 0.03% 0.016% 0.013% 0.074% 0.556% 0.110% 0.200% 11/28/14 0.03% 0.039% 0.013% 0.067% 0.505% 0.097% 0.143% 11/21/14 0.03% 0.028% 0.007% 0.064% 0.510% 0.100% 0.125% AVERAGE 0.03% 0.026% 0.014% 0.015% 0.541% 0.107% 0.156% * Cash Account Trust Government Securities Portfolio- SEC Registered Money Market Fund for Public Funds -Past Performance does not indicate future results ** Rates as reported on Bloomberg "MARKETS CAN RE"N IRRA TIONAL LONGER THAN YOU CANREAwNSOLVENT. r' JORNMAYNARD KEYNES The recent significant sell -off in the U.S. stock market has been widely attributed to the precipitous decline in the price of crude oil. West Texas Intermediate Crude has dropped over 35 %, from a high of $92.78 to yesterday's low of $55.91 in less than 90 days. During that same period, the Dow Jones Index posted a low of 16,117 from a high of 17,958, with some major daily swings. Throughout this time span, the U.S. economy has shown continued and improving strength by virtually all indicators. Simple logic argues that cheaper energy prices act as a stimulus to economic growth: It costs less to produce/manufacture goods; it is cheaper to deliver them; and consumers have more disposable income with lower gasoline prices. Additionally, the disinflationary effect of declining crude prices may delay implementation of the Fed's anticipated hike in short-term interest rates. The only sector of the stock market that should obviously be negatively impacted by this drop in crude prices should be certain segments of the energy industry - production, exploration and oil field services companies. Lower energy prices provide economic stimulus; economic growth produces increased corporate earnings and expanded consumption expenditures. The stock market, as measured by the broad indices, should exhibit a positive reflection. The fixed - income bond markets maintain their boring support of this economic growth scenario, with short- term, high -grade yields still hovering just marginally above 0 %. Portfolios with `uninvested" cash positions continue to suffer the absence of available earnings, but market irrationality is keeping options open. 12/17/14 9. Bob Ross Joan Alexander h Cl) r M � N y l0 a C_ a� C N V a` a m s fq N t V C R a Na O M N a � y ~ t C;) d _ L Cl) V Q R to at. C a CO G 0 > N O /0 V ayi � a > c a a N �a C A y O O d w � L w y C N u ~ O fYA y W rz (� H m TEXPOOL QUARTER ENDING 12/3112014 ACTIVITY REPORT FUND 1 - POOLED FUND GROUP DATE DESC. GENERALFUND 09 90 � " -,BA . CE" ' -. .. s ?6 10/31/14 October Interest $ 53.46 46t L91s? U140 : -9 3S4e -41a�tc.9.9 -M- 7'% $ 01155102,7,03M 11/30/14 November Interest $ 55.17 $ 1 I�I�so o�etal;onc8� $ 83.48 $ 12/31/14 December Interest 12(99,14 �"Dece[ribe' B la ee _ 5t1WM _ N .l ?M Vol. -2-�L PS• INVESTMENTS BY FUND GROUP AND STRATEGY TYPE Endowment General Fund 21351,927.37 Health State Lateral Road Courthouse Security $ r°a3J%=i7� General Obligation -_, ^s""TC rn mss- . M4 �"}.. �.�.. G =t,..... Exposition General Permanent lmpv. $ LEE- BOOK VALUE OF ALL INVESTED FUNDS AS OF DECEMBER 2014 $ 2,351,927.37 Vol. Pg. 9- A TIER 1- PARTIAL EXEMPTION RACIAL PROFILING REPORT Agency Name: Reporting Date: TCOLE Agency Number: Chief Administrator: Agency Contact Information: BRAZOS CO. CONST. PCT. 4 01/21/2015 041104 ISAAC BUTLER JR Phone:9793614266 Email: ibutlerL&brazoscountyx.gov Mailing Address: BRAZOS CO. CONST. PCT. 4 206 N. Washington Ave. Bryan, TX 77803 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. 4 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. 4 from engaging in racial profiling; (3) implements a process by which an individual may file a complaint with the BRAZOS CO. CONST. PCT. 4 if the individual believes that a peace officer employed by the BRAZOS CO. CONST. PCT. 4 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. 4 who, after an investigation, is shown to have engaged in racial profiling in violation of the BRAZOS CO. CONST. PCT. 4'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 �P9. aS�% (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: ISAAC BUTLER JR Chief Administrator BRAZOS CO. CONST. PCT. 4 Date: 01/21/2015 Page 2 of 3 pages submitted electronically to the The Texas Commission on Law Enforcement BRAZOS CO. CONST. PCT. 4 Motor Vehicle Racial Profiling Information Number of motor vehicle stops: 1. 406 citation only 2. 0 arrest only 3. 3 both Race or Ethnicity: 5 32 African 6. 9 Asian 7. 275 Caucasian 8. 88 Hispanic 9. 5 Middle Eastern 10. 0 Native American 4. 409 Total (4, 11, 14 and 17 must be equal) 11.409 Total (lines 4, 11, 14 and 17 must be equal) Race or Ethnicity known prior to stop? 12. 0 Yes 13. 409 No Search conducted? 15. 4 Yes 16. 405 No Was search consented? 18.1 Yes 19.3 No 14. 409 Total (lines 4, 11, 14 and 17 must be equal) 17. 409 Total (lines 4, 11, 14 and 17 must be equal) 20. 4 Total (must equal line 15) ACKNOWLEDG 7 Duane Peters Date County Judge Page 3 of 3 pages submitted electronically to the The Texas Commission on Law Enforcement 3 Vol. 9L_.