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Home My WebLink About1996-02-06-0900AM-RegularBRAZOS 36 FEB - I AN 9: 2n LOW, "W SE BRYAN. TEXAS BY RNA 1 AGENDA BRAZOS COUNTY COMMISSIONERS COURT MEETING THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, FEBRUARY 6, 1996 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. 1. Invocation - Commissioner Sims. 2. Pledge of Allegiance - Commissioner Sims. 3. Citizens input and/or concerns. At this time, the Judge will open the floor to citizens wishing to address the Court on county-related issues not scheduled on the agenda Please limit subject matters to five minutes. The Commissioners will receive the information, conduct research into' the matter, and/or place the matter on a future agenda for discussion. (A recording is made of the meeting; therefore, please give your name and address for the record.) Consider and take action on agenda items 4 - 21: 4. Personnel Change of Status. 5. Payment of claims. 6.• Budget Amendment 95/9643. 7. Funding request by the League of Women Voters for support of printing educational brochure about Brazos County. 8. Funding request by Brazos 2020 Vision. 9. Request by District Attorney's office to employ a temporary prosecutor. 10. Brazos County Travel Policy. ` 11. Funding request by County Agricultural Extension Service to support staffing/salary needs. 12. Tax Resale Deed and authorization for County Judge to execute deed for 0.115 acres, fit, more or less, situated in the James M. Webb Survey, Abstract 242, being more particularly described in Volume 204, Page 139, Deed Records of Brazos County, Texas to Ernest Warren, Jr. 5 t i t r ' Vot s• I Brazos County Commissioners Court Meeting Agenda February 6, 1996 Page Two 13. Rejection of the following bids: a. Bid No. 96-008 Two (2) 3/4 ton pickup trucks for R&B b. Bid No. 96-009 Two (2) 1/2 ton pickup trucks for R&B c. Bid No. 96-010 One (1) cargo van for Brazos Center d. Bid No. 96-011 One (l) transport van for Sheriffs Office. 14. Specifications and purchase of the following on State Contract: a. Two (2) 3/4 ton pickup trucks for R&B = b. Two (2) 1/2 ton pickup trucks for R&B c. One (1) cargo van for Brazos Center d. One (1) transport van for Sheriffs Office e. One (1) 1 /2 ton pickup truck for Brazos Valley Narcotics Task Force 15. Requisition from Capital Expenditures for MS Foxpro Software for Sheriffs Office (budgeted $1,500.00). 16. Requisitions from Capital Expenditures for the following: a. MS Office Pro Software for Risk Management b. Internal CD-Rom Drive for Risk Management c. OfficeJet PTR/Copier/Fax for Risk Management. 17. Requisition from Capital Outlay in Juvenile Services Budget for a 12 Port HUB. • 18. Open Purchase Order to ComputerLand for computer maintenance on a time and material proposal. 19. Open Purchase Order to MicroAge for network maintenance on a time and material proposal. 20. Request from GTE to place road bores for cable installation in the right-of-ways of Alexander Road and Collette Lane. Site is located in Precinct 2. 21. Approval of Commissioners Court minutes for June 5, 1995; June 12, 1995; June 19, 1995; and June 26, 1995; and the minutes of the June 12, 1995 Commissioners Court Workshop. 22. Call for citizen input and/or concerns. •--0074 ~~tiGVyzrclJ ~'~Erts o-•~~. 23. Adjourn. • The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements, call (409) 361-4102. VOL. P A 0 E A1.94 E COMMISSIONERS' COURT REGULAR MEETING FEBRUARY 6, 1996 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Commissioners' Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, February 6, 1996, with the following members of the Court present: Alvin W. Jones, County Judge, Presiding; Gary Norton, Commissioner of Precinct 1; Sandie Walker, Commissioner of Precinct 2; Randy Sims, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Mary Ann Ward, County Clerk. The following citizens and officials were in attendance: Ruth McLeod Bea Green Susan Gandy John Reynolds Cheryl Turney Kay Hamilton Marc Hamlim Richard Vance Bobby Riggs Ralph Jones Jim Mazurkiewicz Irene Jett Julie Ramirez Bill Jeanes Sheila Walker Marijane Deen Linda Muegge Bill Turner Shelley Holland Vickie Saxon Kay Tracy Tony Jones Dale Fritz Harold Dean Naomi Fackler Phyllis Fahlquist Cynthia M. Langley Sam Lawrence f } Executive Assistant Secretary to Commissioners Secretary to County Judge Auditor Auditor's Office Treasurer District Clerk County Engineer Sheriff Sheriff's Office County Extension Agent Auditor's Office County Attorney's Office Risk Manager Brazos Center Computer Network Services Road & Bridge District Attorney Treasurer's Office Treasurer's Office Road & Bridge Brazos County Resident DED-AG Brazos County Resident League of Women Voters League of Women Voters- Brazos County Resident Bryan/College Station Eagle Commissioner Sims gave the invocation and led the pledge of allegiance. b There was no citizen input and/or concerns. Vol- PAGEA44-04- .r...-~_ ~•-Yr+:`J.r gut t4...' .wr♦.ll~i..._4 a . ♦ ~ ~ r f i The Court proceeded to consider the change of status of the following e,nployees. • NAME Madden, Sharon Pegues, Casey Deboard, Paula Burt, Amy Ortiz, Vincente Nelson, Michael Hoffman, Tiffany JP Pct 5 District Clerk Tax Office Tax Office Road & Bridge Road & Bridge District Clerk REASON New Employee New Employee Resignation Resignation Comp Training Comp Training Sal Increase on motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 96-003583 through 96-003759 On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to approve the Claims as submitted. • The Court next considered Budget Amendment #95/96-13, which would reallocate funds budgeted for the Environmental Protection Department and increase the budget of Constable Precinct 7. On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to approve the budget amendment with the following stipulation; the budget amendment for Constable Precinct 7 be reduced to $5,000 while the request for the landfill be approved as submitted. A copy of which is attached hereto. The next matter for consideration was a request for • funding presented by the League of Women Voters for support for the printing of an educational brochure about Brazos County. After much discussion and on motion by the County Judge, seconded by Commissioner Norton, the Court voted unanimously to table consideration until such time as the Court can receive clarification from the Attorney General's Office. 'The County Judge then asked the District Attorney to request an Attorney General's opinion on the matter. The Court next considered a funding request presented by Brazos 2020 Vision. Commissioner Norton indicated that it Vot.,.. -PA(a D - would be a shame to not fund the project since so many good ideas have come out of it. Commissioner Sims said he would like to see the Carter Creek Watershed project as top priority and the Brazos Valley Expo Center next on the project list. on motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to fund Brazos 2020 Vision in the amount of $6,000.00 with the money coming from the contingency fund. The next matter before the Court was a request from the District Attorney's office to employ a temporary prosecutor. In a memo to the Court the District Attorney explained that he r 4 4 had two (2) employees who would be out of the office for a minimum of four (4) weeks necessitating the need to hire a prosecutor on a temporary basis. on motion by Commissioner Walker, seconded by Commissioner Norton, the Court voted unanimously to approve the request from the District Attorney to employ a temporary prosecutor and to fund the position in the amount of $3,400.00 to be paid from the contingency fund. The next matter for consideration was adoption of the Brazos County Travel Policy. The Treasurer asked what the implementation date for the policy would be. The County Judge moved to adopt the travel policy as written and to become effective after the workshop hearing on the procedures. Commissioner Walker seconded the motion. Commissioner Sims questioned the reimbursement of employees for in-county meals and asked for clarification on page 4E paragraph 4 noting that the word "their" should be included in the statement: "the county will not reimburse employees for 'their' meals or lodging expense incurred in county." The County Judge stated that there would be no reimbursement for room service charges or gratuities but the county will reimburse $6.00 for breakfast, $7.00 for lunch and $12.00 for dinner, that he did not feel that tax should be included in the $65.00 room allowance. The County Judge withdrew his j motion and Commissioner Walker withdrew her second. The County Judge then moved to adopt the policy as written with r , V0~._._Z._._.. D • • i the exception of page 4 to include the word "their" for reimbursement of meals in-county and that the policy become effective after the workshop on procedures. Commissioner Walker seconded the motion. Commissioners Norton, Walker, Cauley and the County Judge voted "Aye". Commissioner Sims voted "No". The motion carried. A copy of the policy is attached. The next matter for consideration by the Court was a funding request by the County Agricultural Extension Service for support staffing and salary needs. Dr. Dale Fritz, District Extension Director for the Texas Agricultural Extension Service, addressed the Court stating that their request was for $8,129.00 for salaries for the County Agents for Fiscal Year 1996. This request, he explained, was due to the Texas Agricultural Extension Service facing a large deficit in available funds to support the program across the state. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the request for the $8,129.00 for salaries for the County Agents to be paid from contingency funds and to look at future funding in 1997. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to authorize the County Judge to execute a Tax Resale Deed to the following individual: Ernest Warren, Jr. - 0.115 Acres, more or less, situated in the James M. Webb Survey, Abstract 242, being more particularly described in Volume 204, Page 139, Deed Records of Brazos County, Texas On motion by Commissioner Cauley, seconded by Commis- sioner Norton, the Court voted unanimously to reject the following bids: a) Bid No. 96-008 - Two (2) 3/4 ton pickup trucks for R&B b) Bid No. 96-009 - Two (2) J ton pickup trucks for R&B c) Bid No. 96-010 - One (1) cargo van for Brazos Center d) Bid No. 96-011 - One (1) transport van for Sheriff's Office The court next considered specifications and purchase of the following on State Contract: a) Two (2) 3/4 ton pickup trucks for R&B b) Two (2) j ton pickup trucks for R&B c) One (1) cargo van for Brazos Center d) One (1) transport van for Sheriff's Office e) One (1) 1/2 ton pickup truck for Brazos Valley Narcotics Task Force This is being done because of the lower purchases prices offered on state contract. Commissioner Sims inquired what make of vehicle these were and he was told they were Dodge vehicles. On motion by Commissioner Sims, seconded by the County Judge, the Court voted unanimously to approve the purchase of the previously named vehicles on State Contract. The next matter before the Court was a requisition from Capital Expenditures for MS Foxpro Software for the Sheriff's Office. On motion by Commissioner Norton, seconded by Commissioner Cauley, the Court voted unanimously to approve the requisition from Capital Expenditures for MS Foxpro Software for the Sheriff's office. On motion by Commissioner Walker, seconded by commissioner Sims, the Court voted unanimously to table consideration of requisitions from Capital Expenditures for the following items: a) MS Office pro Software for Risk Management b) Internal CD-Rom Drive for Risk Management c) OfficeJet PTR/Copier/Fax for Risk Management The Court next considered a requisition from Capital Outlay in the Juvenile Services Budget for a 12 port HUB. On motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to authorize the purchase from Capital Outlay in the Juvenile Services Budget for a 12 port HUB. The next matter for consideration was an Open Purchase Order to ComputerLand for computer maintenance on a time and material proposal. On motion by Commissioner Norton, seconded by Commissioner Cauley, the Court voted unanimously to approve the issuance of an Open Purchase Order to ComputerLand not to exceed $2,000. The next matter for consideration was an Open Purchase Order to Micro Age for network maintenance on a time and • material proposal. On motion by Commissioner Norton, seconded f E f' t G ~r I } tl VOL 2 PAQF, by Commissioner Cauley, the Court voted unanimously to approve the issuance of an Open Purchase Order to Micro Age not to exceed $2,000. The Court next considered the request from GTE to place • road bores for cable installation in the right-of-way of Alexander Road and Collette Lane. The site is located in Precinct 2. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Walker, seconded by Commissioner Sims, the Court voted unanimously to approve the request GTE and authorized the installation. A copy of the request is attached hereto. The Court next considered approval of the minutes of the Commissioners' Court meetings held June 5, 1995; June 12, 1995; June 19, 1995; June 26, 1995 and the minutes of the June 12, 1995 Commissioners Court Workshop. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the minutes as submitted. There was no citizen input and/or concerns however, the ID • County Judge had the following discussion items: a) Consider having printing done in house using inmate labor. b) Consider submitting a list of names for candidates for Expo Center Committee membership. c) Chamber of Commerce Transportation meeting will be at 10:00 a.m. on Friday, February 9, 1996. d) 1. Contract with Mr. Ellis for citizen's collection station needed 2. Travel reimbursement procedure workshop e) 45 inmates awaiting transfer to TDC, 10 are paper ready. Transfer time from county jail to TDC taking longer and longer. There being no further business to come before the Court, the meeting was adjourned. a' tr PAGF, t • The foregoing minutes of the Commissioners Court meeting held February 6, 1996 have been examined and are approved in open Court this the 'ZRday of QGTQMC_-,i 19SfQ,, in Bryan, Brazos County, Texas. Alvin . Jones County Judge Sandie lker Commissioner, Precinct K~4 .11 ) C rey C 1 y, Jr. Commis oner, Prec ct 4 Commissioner, Precinct 3 11AI&I ~ 61- - ~I ary ArjA Ward County Clerk Gary NqTyon Commis(syoner, Precinct 1 7 Y, BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1995-1996 BUDGET YEAR NO. 95/96-13 On this the 6th day of February 1996 at a special meeting of the Commissioners' Court, the following members were present: Alvin W. Jones, County Judge, Presiding Gary Norton, Commissioner, Precinct 1; Sandie Walker, Commissioner, Precinct 2; Randy Sims, Commissioner, Precinct 3; Carey Cauley, Commissioner, Precinct 4; Mary Ann Ward, County Clerk. The following proceedings were held: THAT WHEREAS, on February 6, 1996, the Court heard and approved a budget amendment for the 1995-1996 budget year for • Brazos County, Texas. WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted September 26, 1995 the following amendment(s) to the original are hereby authorized, as described on the attached 1 page(s). ADOPTED AND APPROVED this the 6th day of February 1996 THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. By: Alvin W. Jones, County Judge Original: County Clerk's Office and attached to the original budget Copies: County Auditor • County Treasurer Commissioners' Court Minutes Budget Amendment File I 4 Vol Y,PAGE".~. c BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95196 -13 4 r l f s F i L f k f Fe E, p;, 1K1A~ r pprovea?~J- C ~ • fie. U ~ • „ VO PAGE G c i t t r THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL • 409 361 4455 P.002 ACCOUNT NUMBER: 3 93 005 22 DUE DATE: 21G2/ s►6 • AMOUNT DUE Off OR BEFORE:! :x 2102196 743.54 AMOUNT DUE'AFTER:' 2/02/96 817.89 COLLEGE STATON+ TX 77240 ;JAA729'•96(MON) 11:52 CONSTABLE PITTMAN City of College Station ,:Utility Customer. Services P.O. 60x'10230 • `Colle4e Station; TX 77842-0230 - '(.091764.1575.: a MA (409) 764.7791+,~ti.Yd3?~f'.: y. run e a V BRAZOS CO CONSTABLE PCT 7 1103 ANDERSON 0106 DUAM AND W= MS rMOR Of BU Wn PA"INT. MASI SH M ACCOUNT p WANT Ml CMEf+6----•------------------ SERVICE DESCRIPTION: OFFICE HOURS: MONDAY - FRIDAY 8:00 Alit. - 5:00 PX BRA20S CO ACCOUNT'NUMBER - SERVICE ADDRESS BILLING PERIOD 3 93 005 22 ANDERSON 1103 0 166 12/12/95 96101/09 LAST PAYMENT RECEIVED ON THANX YOU. PREVIOUS CURRENT CONSUMPTION READING READING C ELECTRIC MEDIUM COMMERCIAL POWER COST ADJUSTMENT PER KWH DEMAND SANITATION FIXED RATE CONNECT FEE SALES TAX 1 5748 15748 W h✓ 129.39 11fuq fj'c4l Dk~ cr(''I 0 60.35 YK(d C MM(f 34.7 ko 416.40 n,~~ 48.46 r 35.60 W ~ u yV,4at 4 RECE v 0•c10CI~ 0 1996 • ~N PAG-- QW DUE BY: 2/02/96 743.54 Nor . r BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NA_ 95/96 -13 BALANCING TOTAL 16,000.00 16,000.00 t c rre Meld' y approved Bjr: ate. '.2/-•9'-9 ate: a` 1 11 PAS -n r' I FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 320001 521000 Employment Services 16,000.00 01 320001 710150 Citizens Collection Sites 16,000.00 Environmental Protection - To reallocate budget for personnel to be located at the Millican Collection Site. POLICY FOR COUNTY TRAVEL AND REIMBURSEMENT BRAZOS COUNTY, TEXAS THE PURPOSE OF THIS POLICY IS TO ESTABLISH AND STANDARDIZE AUTHORITY FOR USE OF COUNTY RESOURCES TO PAY FOR TRAVEL RELATED EXPENSES FOR BRAZOS COUNTY EMPLOYEES. 0 THE FOLLOWING POLICY ADOPTED BY THE BRAZOS COUNTY COMMISSIONERS COURT ON THIS THE DAY OF 1996 TAKES THE PLACE OF ANY PREVIOUS COUNTY TRAVEL POLICY ADOPTED BY ANY PREVIOUS COMMISSIONERS COURT. THE EFFECTIVE DATE OF THIS POLICY IS THE st/nd/rd/th DAY OF , 1996. This policy replaces all previous policies. 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 expenses and other allowances for all County officials and employees. This policy is 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. § 162 and §274 and Treasury Regulations 1.62.1 to 1.62.6). • y G:\pubfiles\word\policies\Tmvel.doc 2/1/96 4, (p YO PAG F,ej 4 4v 4 BRAZOS COUNTY, TEXAS TRAVEL POLICY A. GENERAL DEFINITIONS 1. 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 filing Brazos County Form-349 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. 7. 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. 22/1/96 - Vo PAGE t s *I' • A BRAZOS COUNTY, TEXAS TRAVEL POLICY It. 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, 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 Auditors 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 destination to destination. The County will follow the State Mileage guide in Appendix A when applicable, as well as justified documented mileage. 18. Mileage Rate - the rate of reimbursement established by the Commissioners' Court for each fiscal year for use of a personal automobile while on County business. 32/1/96 VO PAGE. L BRAZOS COUNTY, TEXAS TRAVEL POLICY 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. Travel must be approved/authorized by the department head. 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. C. IN-COUNTY TRAVEL In the process of conducting Couhty business, employees may be-required to travel to locations within the County, but away from their normal duty station. If the employee incurs expenses incidental to such travel, the employee is required to obtain authorization from the department head for such expenses. 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 normal duty station. If an employee is required to travel to a temporary duty station, the County will pay for travel between their normal duty station and their temporary duty station. All such authorized expenses will be reimbursed within fifteen (15) days of the receipt by the County Auditor's office of the completed reimbursement request forms. r For In-County travel, Form 201-BC (Local Transportation Reimbursement Form) 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 Auditors 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 foy^ eals or lodging expense incurred In-County. Request for reimbursement for travel that is more than sixty (60) days since completing said travel will not be accepted for payment. If the total amount to be reimbursed is $20.00 or less, the 60 day limitation can be extended until the amount reaches that figure. It is imperative that all reimbursement claims for expenses incurred in a particular fiscal year be submitted within thirty (30) days of the end of that fiscal year. 42/1/96 VOL, --PAGE,&D • • A Y 1 i BRAZOS COUNTY, TEXAS TRAVEL POLICY t D. OUT-OF-COUNTY TRAVEL h 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 2). The County will reimburse for County employee meals only while the employee is out of the County. A travel advance (Form 203-BC) may be requested before any expense is incurred. All Out-of-County reimbursement requests are to be made on Form 202-BC (Out-Of-County Travel Reimbursement Request). Per diem meal reimbursement rates are as follows: 1. Meal amounts listed include taxes: Breakfast $ 6.00 Lunch $ 7.00 Dinner $ 12.00 2. -No receipts will be required. 3. The County will not reimburse an employee for more than $25.00 per day for meals. The County will reimburse County employees for mileage if a personal vehicle is used while the employee is Out-of-County. Mileage reimbursements will be made based on the destination-to- destination mileage figures as stated in the most current printing of the State Mileage Guide (See Appendix A) at the existing mileage reimbursement rate set by Commissioners Court. In addition, the County will reimburse for any justifiable mileage not stated in the State Mileage Guide. The additional miles driven while at the destination should be documented on Form 202- BC as "Other" expenses with an explanation of the mileage. The County will reimburse the traveling County employee for the actual cost of lodging expenses incurred, not to exceed $65.00 per day per person, including taxes. However, the County will reimburse for the published lowest conference rate (plus taxes) while traveling if such rate is greater than $65.00. Receipts are required for the reimbursement of lodging expenses. Please see Section G, this policy, for more information on reimbursement of lodging expenses. 52/1/96 VO PAGE AV s; BRAZOS COUNTY, TEXAS TRAVEL POLICY E. OUT-OF-STATE TRAVEL The County will reimburse employees for Out-of-State travel on the same basis as Out-of-County travel. Any Out-of-State travel request must be presented to the department head. Prior to travel, the department head must 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 Form 202-13C. If a Travel Advance is needed, it should be requested at the same time. 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 Bryan to the destination (a commercial airline quote is required). When the final destination is over 350 miles, air travel should be considered. Any employee traveling 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 /or reject each request based on merit as presented. F. TRAVEL ADVANCES , 1. Employees that anticipate being away from their duty station and Out-of-County overnight may request a travel advance. The employee would be required to fill out Form 203-BC (Travel Advance Request). 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 prior to the departure date. The request should not exceed the estimated expehses. All meal advances will be based on $25.00 per day and a maximum of $65.00 per day (or the lowest published conference rate) will be advanced for each day of lodging that the employee anticipates. All employees are encouraged to allow the County Auditor's office to arrange for direct billing and to provide quotations for air transportation when required. Once the employee has returned to his/her normal duty station, the employee has fourteen (14) days to submit documentation to the County Auditor's office on Form 202-BC to account for the use of the travel advance funds. The employee should attach a copy of Form 203-BC to his/her E e a Y• a 62/1/96 vo PAGE '\E...-.~_an~ - ----~"-.ii~,.L.L.- ~.ii.....s.Gtli...•..L•...`__.-+x-..~.~`........r.r,...~..-...._.._...~r.....L'LLr.~... ~.v......~.i....... - ~.1=.t....L.~.,.. • BRAZOS COUNTY, TEXAS TRAVEL POLICY F. TRAVEL ADVANCES (Continued) request to document the advance received. If the employee has received funds in excess of their need, the balance sh6uld be remitted to the County Treasurer's office, and a copy of all receipt(s) attached to Form 203-13C. 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 travel advances and reimbursement due to the County. G. LODGING • The County will be responsible for a maximum of $65.00 per day, per person, taxes included, for lodging expenses incurred by a County employee while traveling away from home overnight, or will reimburse at the lowest published conference rate (plus taxes). 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 notify the County Auditoes office of travel plans so that billing arrangements can be made in a timely fashion. The County will only be responsible for the first $65.00 including taxes of the room rate. If the room charge is greater than $65.00, the employee will be responsible for the difference. (Lowest published conference rate excepted.) 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 should be 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. Restrictions on County reimbursable lodging expenses: • 1. The County WILL reimburse for: Daily Room Charges (Maximum of $65.00 per day/per person, including taxes or lowest published conference rate) Properly Documented Business Telephone Calls Facility Parking Charges 72/1/96 BRAZOS COUNTY, TEXAS TRAVEL POLICY G. LODGING (Continued) 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 Employees who incur lodging charges defined as unacceptable for reimbursement are responsible for the payment of same. These charges are to be accounted for and payment rendered to the facility by the employee at check out. If any of these charges are incorrectly billed directly to the County by a lodging facility, the employee will remit payment to the County Treasurer. It is the responsibility of the employee 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 (Form 202-13C). 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 mode of travel, unless the employee's supervisor can show good cause for using another mode. When the final destination is over 350 miles, 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 employee should be aware that the County does not assume anv of the responsibility or liability associated with a car rental agreement. 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). 1 1 f' t 8211/96 R- • BRAZOS COUNTY, TEXAS TRAVEL POLICY 1. 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 program, 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. J. LAW ENFORCEMENT TRAVEL All law enforcement travel expenses must be approved by the department head prior to the occurrence of any expense, 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, 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. • 92/1/96 V0 PAGE BRAZOS COUNTY. TEXAS TRAVEL POLICY K. MISCELLANEOUS The employee needs to be aware that a credit card receipt is not documentation for an expenditure. Unless otherwise stated in this policy, 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 DEPARTMENT 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. THE COUNTY DOES NOT INTEND FOR EMPLOYEES TO FINANCE COUNTY OPERATIONS. 10 2/1/96 L '----'~1 Y..4~>-+...idhlLa..~ ~~,(G,y =.._r- _ • .'tic . +ur.r G~~_~wra • • 5 1 BRAZOS COUNTY, TEXAS TRAVEL POLICY A. APPENDIX A NOTE: The following list of mileage figures is intended for quick reference. The cities listed ' are destinations which appear most often for reimbursement. The mileage as noted is one way only. To get round trip distances the stated mileage should be doubled. Following this schedule is a complete listing of mileage from the State approved mil eage guide. In the event you can not find your specific destination, please contact the County Auditor's office for assistance. DESTINATION MILEAGE AUSTIN 99.5 ARLINGTON 173.0 BRENHAM 43.0 i j ~ CORPUS CHRISTI 237.0 ; DALLAS 165.0 EL PASO 660.0 FORT WORTH 166.0 GALVESTON 147.0 HOUSTON 96.2 HUNTSVILLE 54.0 KERRVILLE 200.0 - SAN ANTONIO 165.0 TEMPLE 72.0 WACO 84.7 WEATHERFORD 180.8 ' 11 2/1/96 J r , ..k-. I . . . GENERAL TELEPHONE COMPANY NOTICE OF COMMUNICATION LINE INSTALLATION January 22, 1996 TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: Formal notice is hereby given that GTE will construct a communication line within the right-of-way of a County Road in Brazos County, Rurten, Texas as follows: Beginning at the junction of Alexander Rd. and Collette Ln, a road bore will be made across Alexander Rd. and 1626' of buried cable placed southwest at 5' within the, southeast right of way of Collette Lane; then a road bore will be made across Collette Ln and 1753' of cable placed southwest at 5' within the northwest right of way of Collette Lane. The proposed cable will be placed to a minimum depth of 30". The location and description of this line and associated appurtenances is more fully shown two copies of drawings attached to this notice. The line will be constructed and maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that tender of this notice by GTE does not constitute a waiver, surrender, abandonment or impairment of any property rights, franchise, easement, license, authority, permission, privilege or right now granted by law or may be granted in the future and any provision or provisions so con- strued shall be null and void. Construction of this line will begin in February 1996. i~ ii t ~ t E GENERAL TELEPHONE COMPANY 5435 9P606GR #002 Alan Colley Senior Engineer - OSP 301 Industrial Blvd Bryan, Texas 77803 VO PAGE r..~.-- :.s. I THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL rt .I J ~F i ~•i + v :I; ' e CIO I g' ti ~ t b~yyye p~'f~y? 1 'i .I \ \ i,~ , BXWTArv 1WRIED ZABLE as2r"'s 0 I D u816 4p lk L-1 \ 10 \ .ti0 6Z X61 \ h IE AND PLACE OF V PVC. W, BORE AND PLACE \ \ . ~6 / • / 1 / 30' OF 4' PVC. \ \ \9h.2r~r ~ \,040 SHEET NOTE AK"- 1. LOCATE UTILITY LINES PRIOR TO CONSTRUCTION. + I 1 J ~ f~ I• I i h I . ® SU AREA STATES IX rBOY OIYISION: ►wU, e•~t E%CK+5ea0 j 0 NO;9CONTR6ER v.C_584e w TnLE:MAIE ! SOIIIT TAx •5001 TW; RUG.:. SEC.i. LT 3{O DATE+ Wis.,% REv. DATEE+m00' THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL i t } 9 r e i 6 t 4 !il i i if { 1 : i, 1 C lEilE d SHEET 51)5 Ot. w d3805.128s C30MI55 02028441 4PP1-o .'~W°lrmm•r / c'P606GR> M9280225 BORE AND PLACE 0' 242310 AKF 25-22 50 OF 4 'PVC.' f 03005.151-156 I1DO,,7.25 / d , ~80RE ANO C ACE l 50 OF 1'PVC. 1 • ® • 1 11'122225 r 242040 AV 25 22 CUMM-12S : GAS LINE PH' m31620-1256 . 1 i , I At, l A 410'! COLLETTE 5"-2895 / q~ BORE AND PLACE F PVC 0' DOR ADD 2110 LINE IN HSE P • 4 4 . /\fi+ 5 O . JASON SCHM TI , C3005.152 / / / OB / CUT AND REPAIR' cede ~'if ' DRIVEWAY. ? HT V , ' IQTE s1REA- J BRA20S GATHERING CO. PH' 11131734-1100 , M 1 • }r , ,a 9 r r~ I~ 3 l i O Sil AREA STATE: Tx DIVISION south cone EXCH 15890 REM. CO 000 W.C.15848 WO NO1 P R CONTROL NUNBERs 00 TITLES TAX DST: 4500E TWPI RUG s SECS SAL 3 CO DATES 0IM/cM REV DATES SCALEs1=100 FBRWN ENG APRYO PRINT FILEIWP2 0,,,, M,. r , w , THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL i 1 I z c E I i i I i f RaaRZAMA i W 122M IS& 21219 KG 9 22 o oouwll6 \ • \ Se i / e '~e~s ~s ti E°a •?i• {!7~ rj9 . • +rc 4,sv \ , . @8507 (85) -o M•122212 74'2423.10 \ \ AEB 12-22 C30MI21.121 C3005.116.116 / • \ '1'•~j \ gv94,? , rB 1XDD.3.3K349>* C300a6101.101 XDOA-9 ~ C3005/109-109 XDDJI-@ SOP r8 9 r/9\ ` 4b a'V$ Q/dy \ 10001 0;3 ~ ~ \ 5189 GREEN H0.l RD S89 3445 0 •q. ~ 0 L , ( \ A \ DOR L P ADD 2ND LIME IM HSE w 2422 12 22 aa+ / ,9 \ \ JOYCE CURRIE 03005.101. ` \q AS: pe~~9 Q 9cu '-s 1 c~ ,er4' \ ,y 0 c~OO e to 22 aS t8L , 292 tt ?r• i ~J y t • •l~M1i ~~Y/ , k / / c r 2 SHEET ti4 s ti ,Ua J: A4ti 1ti r'. l J7 m a ~ , sb V. ~/h I V. AT RK P 101, \1 ' r / .01 1 ' NOTE AIWA►- I 0 0 O Ef S11 AREA STATE: Tx DIVISION south cent EXCH 5898 REIi CO-- 000 w C 5890 w0 NO 9P R CONTROL NUMBER: 002 TITLE D(RS NRRI 1 TAX DSTs 45001 TWP RNG SEC TSMALEs : 3-CO DATE 0U18/96 REV DATE 1's180 O RwN ENG APRINT FILE wP3 RVw RVw 3 OF 0 THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL won 1 r . F 1 • 1 1 , J i a i F J r, /a L/ ~1 k r 1 ~ i t I r DROP CUTS ~ 6262 FM 974 " , 589-3002 Ir (03005,151) C3005,135 1 f589-2324 F ti (C3005r152) C3005136 - ` I~ 1 I,a r I 1 1 r4~ % i % f ~ f ~ 1 1 f 1 1 - 1- 1 • 1LOolic-mWbToCaMbcxoodenCuftO \ \ 4/ImlCanfY.><tltxsp~ato ate'! ~ I \ \ ~o /Icnaro~aaodmx►egawoooop~q,amd~norr~nta~lls~ I \ CoaC~~tl 70 TO ALEXANDER RO \ AND COLLE E \ \ WARNING " NOCad9o;;,;,~~onalal"e:satw 4Rabhdtr0o0s~r+a~a37~ad'~slE>aDyaA 1tl : Ibr---edsar~afzayattxletn~aA 08 SlltralGoda ~dta~ ~ DoI m a gm Tact: rJ a ~FWriTho ~e +~r~oddhiv? aoel~ • Ol GE . Ute- OIC~OC~~Dd10000CCL~lIIOIk7hOCbE9 n pp~ ■ ~ Oolhage~diltxo~'~7 C~ IL ~ 1 9 I I , ~ } r I r A • w If ~ i I 1 ! I~ Su AREA STATES Tx' f DIVISION. south --t XCN 5890 REM CO t 080 ' t t r r r MCa5890 VO NO:9P R CONTROL NUMBER 002 TITLEt , r TAx DST 45001 TVPt ' RNGa SEC.: SAIL > CO S • , DATE eim/96 REV DATEi SCALE I clog DRwN ENG APR PRINT . ; t , • f z - FILE: VP/ Rw Rw 4 DF 4 Is