The URL can be used to link to this page

Home My WebLink About1996-02-27-0900AM-Regulart I i k J' MOD I I BRA E AGENDA BRAZOS COUNTY COMMISSIONERS COURT MEETING THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, FEBRUARY 27,1996 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 Walker. 2. Pledge of Allegiance - Commissioner Walker. 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.) 4. Notification by Juvenile Services of receipt of grant money. Consider and take action on agenda items 5 - 23: 5. Personnel Change of Status. 6. Payment of Claims. 7. Approval of County payroll. 8. Budget Aincridment 95/96-16. 9. Extension of burning ban within County. 10. Request for temporary staff for the Justice of the Peace, Precinct 1. 11. Extension of current liability insurance. 12. Adoption of travel procedures and establishment of effective date for County Travel Policy. 13. Presentation by Croslin & Associates concerning Juvenile Detention Center. Consider and take action on construction recommendation. 14. Elimination of evening Commissioners Court meetings, VA PAGE-227 Commissioners Court Meeting Agenda February 27, 1996 Page Two 15. Requisition for utility vehicle for Brazos Valley Narcotics Task Force. 16. Award of the following bids: a. Bid No. 96-023 Annual Contract for Gasoline and Diesel Fuel b. Bid No. 96-024 Annual Contract for Decking Timber c. Bid No. 96-025 Annual Contract for Bridge Pilings d. Bid No. 96-026 Annual Contact for Bridge Repair Service 17. Requisitions from Capital Expenditures for the following: a. Furniture for County Attorney. b. TV/VCR Combo for Juvenile Services. 18. Request from GTE for a cable installation in the right-of-way of Collette Lane beginning at its intersection with FM 2223 extending east for a distance of 1,593 feet. Site is located in Precinct 2. 19. Request permission to enter Mr. and Mrs. Paul C. Patranella's property located off Collette Lane for the purpose of cleaning out existing drainage channel south of Collette Lane and to re-shape pond spillway to allow water to drain from road ditch. Site is located in Precinct 2. 20. Lease Agreement between David Taylor and Brazos County for one-half acre of land on Raymond Stotzer Parkway and Vincent Road for storage of moveable dumpsters. 21. Authorization for use of a county dump truck to transport fertilizer from Texas A&M Dairy to the Special Opportunity School, Bryan. 22. Appointment of member to the Brazos County Historical Commission. 23. Amended budget for Risk Management. 24. Call for citizen input and/or concerns. I 25. Announcement of interest items and possible future agenda topics. 26. 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, I call (409) 361-4102. .1 VO FAQ L•.~~ ....-....._c,...-._ ~....r.]J..s..1~u.~~ . 4 L . . _ .waa~+.bJ. i~.-+.r~.a..w..a ....~..w.r ~-4.~ ~ . COMMISSIONERS' COURT REGULAR MEETING • FEBRUARY 27, 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 27, 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 Executive Assistant Susan Gandy Secretary to County Judge John Reynolds Auditor Cheryl Turney Auditor's Office Kay Hamilton Treasurer Richard Vance County Engineer Rita Watkins Sheriff's Office Dan Jones Brazos Valley Narcotics Task Force Ernie Wentrcek Juvenile Services Julie Ramirez County Attorney's Office Dan German Juvenile Services Irene Jett Auditor's Office Fred Forsthoff Emergency Management Arlene Parchman Community Supervision Bill Jeanes Risk Management Tommy Lyons Justice of the Peace Pct. 1 Marijane Deen Computer Network Services Steve Smith Judge, County Court at Law 1 Don Fazzino Lone Star Gas Company Tony Jones Brazos County Resident Donald Garrett Garrett Engineering Harold Dean Brazos County Resident Walt Schonevogel Chappell Hill Construction James E. Ward KBTX-TV Whitney Smith KBTX-TV Charles Croslin Croslin and Associates Commissioner Walker gave the invocation and led the pledge of allegiance. There was no citizen input and/or concerns. The first matter before the Court was notification by the Director of Juvenile Services of the receipt of grant money. This will be put on the agenda of the next Commissioners Court to approve the Brazos Valley Development Council as director of the funds. V01. PAQ The Court proceeded to consider the change of status of the following employees. NAME DEPARTMENT REASON Sekula, Shannan Tax Office New Employee 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: 96-004247 through 96-004520 On motion by Commissioner Norton, seconded by Commis- sioner Walker, the Court voted unanimously to approve the Claims as submitted. On motion by the County Judge, seconded by Commissioner Sims, the Court voted unanimously to approve the County payroll of $513,421.09 for the period ending February 29, 1996. The Court next considered Budget Amendment #95/96-16, which would reallocate funds budgeted for the Non-Departmental Department. On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to adopt an Emergency Order banning outdoor burning for an unspecified length of time. The next matter before the.Court was consideration of a request for temporary staff for the Justice of the Peace, Precinct 1. In a letter to the County Judge, the Justice of the Peace explained that his only clerk was scheduled to have knee surgery and would be out of the office for approximately five (5) weeks. On motion by Commissioner Cauley, seconded by Commissioner Norton, the Court voted unanimously to authorize the request for temporary staff for the Justice of the Peace. Commissioner Norton asked where the additional $1,910.00 were vo P F .oZ.R,0 • • • coming from to fund the request. On motion by Commissioner Norton, seconded by Commissioner Sims, the Court voted unanimously to fund the request from the Contingency Fund. On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to table consideration of the extension of current liability insurance until the next meeting. The Court next considered the adoption of travel procedures and the establishment of an effective date for the county travel policy. On motion by Commissioner Walker, seconded by Commissioner Cauley, the Court voted unanimously to adopt the travel procedures and designate March 15, 1996 as the effective date for those policies. Ernie Wentrcek, Director of Juvenile Services asked when the Visa cards needed to be turned in. The County Judge responded that he would notify him. The Court next heard a presentation by Croslin & Associates concerning the Juvenile Detention Center. Chuck Croslin, representative of Croslin & Associates, informed the Court that Chappell Hill Construction was the low bidder on the base bid which was $5,453,618.00. He also went on to say that their references has checked out. Commissioner Sims added that the Court had previously had a very good relationship with Chappell Hill Construction when the Minimum Security Jail was built. Commissioner Sims then moved to accept only the low base bid submitted by Chappell Hill Construction in the amount of $5,453,618.00 and the $400,000.00 for Architect fees. Commissioner Norton seconded the motion. Commissioners Norton, Walker, Sims and Cauley voted "Aye". The County Judge voted "No". The Court next considered the elimination of the evening Commissioners Court meetings. Commissioner Walker argued that there had been thirteen (13) night meetings with 247 people in attendance. Only twenty of those were citizen participants. She went on to say that should a special topic come up then a night meeting could be called. Commissioner Sims said that he 11 vO PAGE A was opposed to the elimination of night meetings because it gave the citizens the opportunity to attend Commissioners Court meetings. Commissioner Cauley said that he too was opposed to the elimination of night meetings because he felt that given time the people will start coming to the meetings. This was an issue that he had campaigned for while running for County Commissioner. The County Judge stated that he felt that he and the Court were accessible to the public. Commissioner Norton commented that previously he had been responsible for having night meetings. He said that he did not think County was accomplishing the purpose of night meetings. on motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to vote on the issue. Commissioner Walker moved to eliminate the night Commissioners Court meetings. Commissioner Norton seconded the motion. Commissioners Norton, Walker and the County Judge voted "Aye". Commissioners Sims and Cauley voted "No". The motion to eliminate the night Commissioners Court meetings carried. The next matter before the Court was a requisition for a utility vehicle for the Brazos Valley Narcotics Task Force. Cheryl Turney told the Court that the vehicle, a Jeep Cherokee, was on state contract. Dan Jones, Commander of the Task Force, informed the Court that grant funds and not County funds would be used for the purchase. Commissioner Sims moved to approve the requisition. Commissioner Norton seconded the motion. Commissioners Norton, Walker, Sims and Cauley voted "Aye". The County Judge abstained saying that he had a problem with the extra options on the vehicle. The Court next considered awarding the following bids: Bid No. 96-023 - Annual Contract for Gasoline and Diesel Fuel Bidders Brenco Marketing _ H&M Wholesale Producers Cooperative Sundance Fuels R.D. Timmons, Inc. Premium Unleaded Net County Price Price Variance 0.5925 0.6125 0.0200 0.5890 0.6240 0.0350 0.5890 0.6040 0.0150 NIB NIB NIB 0.5890 0.6195 0.0305 VOL 1 'r f L i, Diesel Fuel Net County Bidders Price Price variance renco Marketing 0.5475 0.5675 0.0200 iM Wholesale 0.5400 0.5750 0.0350 roducers Cooperative 0.5450 0.5650 0.0200 indance Fuels NIB NIB NIB .D. Timmons, Inc. 0.5400 0.5705 0.0305 Cheryl Turney, Purchasing Agent, recommended acceptance of the low bid submitted by Producers Cooperative. On motion by Commissioner Walker, seconded by Commissioner Sims, the Court voted unanimously to accept the recommendation of the Purchasing Agent and award the contract to Producers Cooperative. Bid No. 96-024 - Annual Contract for Decking Timber Cheryl Turney, Purchasing Agent, recommended acceptance of the bid submitted by Olsen & Guerra as primary and Conroe Creosote as secondary. On motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to accept the recommendation of the Purchasing Agent and award the contract to Olsen & Guerra as primary and Conroe Creosote as secondary. A copy of the bid tabulation is attached hereto. Bid No. 96-025 - Annual Contract for Bridge Pilings • • Colfax Creosoting Pineville, La. Unit $ Unit $ Est F.O.B. F.O.B. Description it Bidder County 18" BUTT, 20' LONG 10 394.00 419.00 18" BUTT, 25' LONG 10 493.00 524.00 18" BUTT, 30' LONG 30 591.00 629.00 18" BUTT, 35' LONG 200 690.00 734.00 Conroe Creosoting Conroe , Tx. Unit $ Unit $ Est F.O.B. F.O.B. Description I Bidder County 18" BUTT, 20' LONG 10 264.20 273.90 18" BUTT, 25' LONG 10 314.25 325.85 18" BUTT, 30' LONG 30 377.10 390.25 18" BUTT, 35' LONG 200 439.95 454.85 Olsen & Guerra Houston, Tx. Unit $ Unit $ Est F.O.B. F.O.B. Description I Bidder Count 18" BUTT, 20' LONG 10 NIB 441.37 18" BUTT, 25' LONG 10 NIB 466.32 18" BUTT, 30' LONG 30 NIB 490.95 18" BUTT, 35' LONG 200 NIB 527.00 Cheryl Turney, Purchasing Agent, recommended acceptance of the low bid submitted by Conroe Creosote. On motion by Commissioner Norton, sec onded by VOL Z~PAGE. ~R3 i Commissioner Cauley, the Court voted unanimously to accept the recommendation of the Purchasing Agent and award the contract to Conroe Creosote. Bid No. 96-026 - Annual Contract for Bridge Repair Service Est Bidder M 250 hrs Universal Bridge Each Job Brenham, Tx 250 hrs Unit Total Descrip Price Price Labor & Equip $158/hr $39,500 for Pile Driving Travel $375/move Serv:Repair $158/hr $ 158 Rebuild Structures Cheryl Turney, Purchasing Agent, recommended acceptance of the only bid submitted by Universal Bridge. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to accept the recommendation of the Purchasing Agent and award the contract to Universal Bridge. The next matter before the Court was approval of requisitions from Capital Expenditures for the following: a) Furniture for the County Attorney This is a desk and credenza for the new attorney. Total cost will be $1,303.49. There is no desk in the office. On motion by Commissioner Walker, seconded by Commissioner Norton, the Court voted unanimously to approve the requisition and authorize the expenditure of $1,303.49 from Capital Expenditures. b) TV/VCR Combo for Juvenile Services This is for the purchase of a 19" TV/VCR combination for the Boot Camp education program. Cost of the unit will be $339.97. On motion by Commissioner Norton, seconded by Commissioner Cauley, the Court voted unanimously to approve the requisition and authorize the expenditure of $339.97 from Capital Expenditures. The Court next considered the request from GTE for a cable installation in the right-of-way of Collette Lane beginning at its intersection with FM 2223 extending east for a distance of 1,593.0 feet. 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 Cauley, the Court voted unanimously to approve the request of GTE and authorized the installation. A copy of the request is attached hereto. v _ .o ' v • 1 • The Court next considered authorizing work outside of county rights-of-way for the health, safety and welfare of the general public. The Road and Bridge Department requested permission to enter the private property of Mr. and Mrs. Paul C. Patranella on Collette Lane in Precinct 2 to clear out an existing drainage channel south of Collette Lane and to re- shape the pond spillway to allow water to drain from the road ditch. This will only be maintained to insure continued adequate drainage and prevent erosion. On motion by Commissioner Walker, seconded by Commissioner Norton, the Court voted unanimously to authorize the work. The Court next considered a lease agreement between Brazos County and David Taylor of Brazos County for lease of one half (J) acre parcel of land being situated on the corner of Raymond Stotzer Parkway and Vincent Road, to be used to park moveable dumpsters for waste material. The lease will be from month to month commencing on the date of execution by both parties. The County agrees to pay to Mr. Taylor the amount of three hundred dollars ($300.00) per month. If at the end of six months the County is desirous of continuing to lease the property, the County will pay the sum of one hundred dollars ($100.00) monthly for the duration of the use of the land. On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to enter into lease agreement with Mr. Taylor for the lease of one half (J) acre parcel to be used to park moveable dumpsters for waste material. A copy of the lease agreement is attached. On motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to tentatively approve the request submitted by the Bryan Independent School District for the use of a County truck to transport a load of fertilizer from the Texas A&M dairy to the Special Opportunity School for use in garden. This is dependent on an interlocal government agreement between the school district and Brazos County. ,I va PAQF_s - The Court next considered the appointment of Mrs. Janet Quiram the Brazos County Historical Commission for a term beginning immediately and ending on December 31, 1996. On motion by Commissioner Walker, seconded by Commissioner Norton, the Court voted unanimously to appoint Mrs. Janet Quiram the Brazos County Historical Commission. The next matter before the Court was consideration of the amended budget for the Risk Management Department. The Risk Manager submitted the proposed amended budget addressing the concerns expressed by the Commissioners at a previous meeting. The County Judge stated that he still had concerns with the cellular phone budget, the in-county travel budget and the dues for professional memberships. On motion by Commissioner Norton, seconded by Commissioner Walker, the Court voted unanimously to approve the amended budget for the Risk management Department. There was no citizen input and/or concerns. There being no further business to come before the Court, the meeting was adjourned. 4 VOL,~PAGc _agfe • • Gary Nor o Commiss' er, Precinct 1 Randy Sim Commiss' ner, Precinct 3 A&W 462a Mary Arif and County Clerk The foregoing minutes of the Commissioners Court meeting held February 27, 1996 have been examined and are approved in open Court this the - 21J'2~ day of Oc re, gs" 1996 , in Bryan, Brazos County, Texas. 64-, Alvin W. Jones County Judge Sandie a ker Commissi , Precinct C rey Ca ey, r. Commiss ner, Prec' t 4 1 iM VA PAGIE.A7. BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1995-1996 BUDGET YEAR NO. 95/96-16 On this the 27th 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 27, 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 27th 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 VOL PAG EAfff -a+.•n. -7...S,y..2^.•~._~ - - K..atr M+.rslc~.;'~~ •_c-.- .`.411_- .f ~ • _ • 17~ • I BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95/96 -15 FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 110005 723200 Engineering Consulting 4,000.00 01 110005 720700, Attorneys 4,000.00 Non-Departmental - To reclassify expenditures to allow sufficient budget for the engineering consulting in reference to the removal of the fuel tanks located at Road & Bridge. I I BALANCING TOTAL 4,000.00 4,000.00 Krear qz r :7 k~ p4;t~vSVfie~r, r_• y ~t i : i3 VO PAQE*F4r7-. l BRAZOS COUNTY, TEXAS ACCOUNTING PROCEDURES MANUAL TRAVEL REIMBURSEMENT Procedure No.: Date: Authorized By: PURPOSE T-110 03/01/96 County Auditor This procedure prescribes the accounting procedures and controls to be followed by a County employee requesting reimbursement for out of pocket travel expenses. SCOPE The scope of this procedure and the related County policy is to provide an adequate accounting system to monitor travel expenses, provide assurances that Federal Internal Revenue Service regulations are being observed, and to provide a timely reimbursement system for the County employee. Additionally, the procedures will be governed by budgetary constraints at the established control levels. IN COUNTY TRAVEL REIMBURSEMENT When a County employee is traveling within the boundaries of the County on official County business, and using their personal vehicle, Form 201-BC ("Mileage Reimbursement/Requisition") is to be used to request reimbursement for mileage reimbursement. Form 201-BC was designed to be used in instances when the County employee is only requesting reimbursement for mileage. Typically, this will occur when the employee is traveling within the County and no funds are expended for meals. Form 201-BC is designed to be used for a twenty (20) day work cycle. If a longer period of time is incorporated in the reimbursement request, more than one Form should be used. Reimbursement requests should be submitted on a monthly basis. Travel reimbursement requests submitted sixty (60) days after completion of the travel will be returned to the employee (please see exceptions noted in this procedure). Form 201-BC requires that certain basic information be provided, to include: the employee's vendor number (50 followed by four digit employee number), employee's name, the employee's address, the date the request is being made and accounting information. Please note that Form 201-BC requires "Departmental Approval", which is the department head or their designated representative (as per Form 349-13C, Department Requisition and Purchasing Authorization Form, filed with the County Auditor). R Procedure: T-110 2/19 PAO E A± ~,.~..a.rc..Y:e_.- -.~..~...,....~~~.i......_c..r~m..~.M....~..u-.~+...a.a.i_-~a~~a;y..r....~-_..._.`..~u-..-,...+. 1L-w~.~. • For each day the employee has business mileage, an entry should be made on Form 201- BC. The employee is required to enter the date of the occurrence and the business mileage for which reimbursement is requested. The employee may be required to maintain a more detailed contemporaneous log (e.g.: odometer readings) of their mileage by their supervisor in order to support their reimbursement request, but it is not required by this procedure or the related policy. The "County Travel Policy" and this procedure are only concerned with reasonable expenses. Form 201-BC should be turned in at least monthly, but can be remitted more often. Each column on Form 201-BC for which there are mileage entries should be totaled, and then the total miles (from both columns) should be extended at the prevailing reimbursement rate established by Commissioners Court. The reimbursement rate is subject to change annually. The employee should insure that the department head (or their designated representative) signs the request. The employee will need to sign the certification and date the request as well. The "NOTES" section of Form 201-BC should be used to provide a brief explanation for the travel and to provide the reviewer with any information that would be needed to justify the expense. Form 201-BC is intended to be used only for travel reimbursement requests with regards to County related mileage within the County. • Accounting In County Travel will be accounted for within budgetary account number 618010. Out of County Travel will be accounted for within budgetary account number 618020. Exce tions Travel reimbursement requests that are submitted sixty (60) days after the completion of the travel will be returned to the employee, except for the following: When the total amount of the request is less than $20.00, the employee may withhold a request for reimbursement until the request is greater than $20.00. • 2. At the end of the County's fiscal year (September 30), all requests for reimbursement are due to be filed regardless of the amount. The county's financial records will be held open an extra thirty (30) days to allow for timely filings of all expenditures and encumbrances. Form 201-BC is intended to serve multiple purposes. A"Requisition For Payment" is not re uired to be attached when the Form is used. Form 201-BC is to be used as a document to support the use of a personal automobile for business purposes and to serve as a requisition for payment. Once completed the Form is to be delivered to the County Auditor's office for processing. No receipts are required to be filed with the "Requisition". One copy of the Form will be returned to the department (pink), one copy will be retained by the County Auditor (yellow) and one copy will be transmitted to the County Treasurer (green) to placed on the claims register. Prnoedure: T-1 10 J~19/96 p C y~ 2 j ~ - . J .y _7 OUT OF COUNTY TRAVEL REIMBURSEMENT When a County employee is traveling outside the boundaries of the County on official County business and the employee incurs expenses other than personal vehicle mileage, Form 202-BC ("Travel Reimbursement Requisition") is to be used to request reimbursement. Form 202-BC is designed to be used to request reimbursement for all out of pocket expenses to include meals, mileage, lodging, air fare, taxi and other related expenses. Form 202-BC has been designed to cover a five (5) day work period. If a longer period of time is incorporated in the reimbursement request, more than one Form 202-BC should be used. Form 202-BC requires that certain basic information be provided, to include: the employee's vendor number (50 followed by a four digit employee number), the employee's name, the employee's address, the date the request is being made, destination, purpose of the travel, departure date and return date. Please note that Form 202-BC requires "Departmental Approval", which is the department head or their designated representative (as per Form 349-BC, Department Requisition and Purchasing Authorization Form, filed with the County Auditor). The County Auditor will be responsible for supplying all applicable accounting information. For each day or portion thereof that the employee is out of the county on business, per diem meal reimbursement may be requested as follows: Breakfast $ 6.00 Lunch $ 7.00 Dinner $ 12.00 For each "meal line item" for which reimbursement is requested, a sum total is to be entered in the "Total" column. The employee is not required to maintain receipts to support the reimbursed cost for meals. The County is not responsible for any costs greater than the allowed per diem rates. Lodging expenses should be entered on Form 202-BC for each day and extended, placing the total for the expenditure in the "Total" column. The County will reimburse an employee at the rate of $65.00 per day to include applicable taxes or the lowest published conference rate plus taxes. Receipts and documentation will be required. The employee will be required to submit a copy of the lodging receipt to support their claim. Credit card receipts are not acceptable documentation. In the event the employee is attending a conference or a seminar and the room rate at the host facility(s) is greater than the $65.00 allowable, the employee is required to obtain adequate documentation to support the claim for the higher rate. Adequate documentation will be viewed as including conference or seminar programs which designate the host facility, or a letter from the conference or seminar organizers that establishes the host facility and price. The conference or seminar brochure usually contains sufficient information in this regard. Inadequate documentation will result in approval at the $65.00 level only. For each day that the employee has business mileage, the number of miles is to be entered on Form 202-BC. The County will reimburse based on the State Mileage Guide from destination to destination. For miles in addition to the allowed miles as stated in the Mileage Guide, the Procedure: T-110 2119/96 3 VO PAQEuA ,Z w.ta............-u......_..+..-........GL.s~...y.a:~....1....Y..~......_..`..~~~~L...a-..-vlIIY.rs .v. a... a. r.w~ar~..-... _ i employee is required to provide a contemporaneous record (e.g.: odometer readings) and submit it with the request to provide justification for the additional reimbursement request. Total mileage for the period should be totaled and extended based on the approved reimbursement rate established by the Commissioners Court, and the dollar value is to be entered on Form 202-BC in the "Total" column' When the employee incurs an expense for air fare, the amount of reimbursement requested is to be entered on Form 202-13C. A vendor receipt is to be attached as support documentation. The receipt should note the employee's name, departure date, return date and value paid. Credit card receipts are not acceptable documentation. Registration fees that have not been prepaid by the County may be requested for reimbursement. The employee should secure an identifiable receipt for the fee and documentation that supports the fee requirement. Credit card receipts are not acceptable documentation, and a canceled personal check only supports the payment of the fee, it does not support the need for the payment. When traveling it is not uncommon for the employee to incur parking, taxi fares, security fees and tollway expenses. Whenever possible, the employee should try to secure a receipt for these costs. In the event the documentation is not available, or is lost, the employee may attach Form 204-BC (Purchase Confirmation Form) to their reimbursement request. Form 204-BC is • only adequate when requesting reimbursement for out of pocket expenses of less than $25.00 and is intended to be available as a contemporaneous record of those expenses. Form 204-BC needs to be filled out completely and signed as required. When the employee needs to rent a vehicle in order to attend to County business while traveling away from their duty station, the employee needs to be aware that the County does not accept any responsibility for the actual rental of the vehicle. That decision is at the discretion of the employee and is viewed as a personal decision. Any car rental expenses should be entered on Form 202-BC in the column for the last day of travel as well as in the "Total" column. Documentation from the vendor will be required to be attached to the reimbursement request. Credit card receipts are not acceptable support. It is quite likely that the employee may incur out of pocket expenses not specifically covered by this procedure. Those that the employee feels are proper and within the bounds of the County Travel Policy should be entered on Form 202-13C, and explanation placed in the "NOTES" section of the Form, and adequate receipts attached. All reimbursements related to "Car Mileage", "Air Fare" and "Car Rental/taxi" will be accounted for within budgetary account 618020, (Out Of County Travel), "Registration Fees" and "Seminar Fees" will be accounted for within budgetary account 611100 (Conference and Seminar Fees), and all other expenses will be accounted for within budgetary account 614400 • (Meals and Lodging). The employee is responsible for insuring that Form 202-BC is filled out completely. Once totaled the amount of "Total Request" should be reduced by any amount the employee Procedure: T-110 V ()?/19/96 PAG E.A-W. 4 received on a Travel Advance (Form 203-BC). A copy of the related Form 203-BC is to be attached to the reimbursement request. The employee should consult Brazos County, Texas, Accounting Procedure Manual - Travel Advances (Procedure T-160) for specific requirements and guidelines with regards to a travel advance. The resulting "Balance Due" will either be a positive number (i.e.: there is an amount due to the employee) or it will be a negative number (i.e.: the employee owes the County a refund). If the "Balance Due" is a positive number, the employee should insure that the proper signatures are obtained on the Form. Form 202-BC is to be used as a "Requisition for Payment". All required supporting documents are to be attached. The "Reimbursement Request" becomes a "Requisition For Payment". The properly executed Form (all three parts) and attachments are to be delivered to the County Auditor's office for processing. If the sum in the "Balance Due" is a native number, the employee is to go to the County Treasurer's uffice and obtain a receipt for the amount due to the County. A copy of this receipt should be attached to the Form 202-BC and along with the other support documents and delivered to the County Auditor's office for processing. The County Auditor will be responsible for securing the County Judge's signature and for providing the accounting information. One copy of the Form 202-BC will be remitted to the department (pink), one copy will be retained by the County Auditor (yellow) and one copy will be remitted to the County Treasurer (green) with attachments. The County Treasurer's copy will be attached to the file copy of the "Travel Advance" check. The employee is responsible for insuring that all required information is attached, and for making sure all appropriate signatures are obtained. DIRECT BILLING When at all possible the County encourages the traveling employee to arrange for direct billing for lodging costs. The County Auditor's office is available to assist the employee in making direct billing arrangements. Normally, the procedure requires thirty (30) days to get all forms and approvals in place. Direct billing arrangements with the vendor will usually be accomplished with a County purchase order. The purchase order will declare the level of responsibility the County will be responsible for lodging and related taxes. The employee will be responsible for paying the additional folio charges over the County's level of responsibility. Direct billing reduces the need for the employee to carry excess funds and reduces documentation retention :equirements. Should there be any questions with regard to the use of this procedure and the related County Policy, please contact the County Auditor's office for clarification. Procedure: T-1 10 19/96 S VO PAGE.. r r~ • ~J V T. R. N: BRAZOS COUNTY, TEXAS MILEAGE REIMBURSEMENT REQUESITION VENDOR NO: 50 EMPLOYEE NAME: EMPLOYEE ADDRESS: RATE MILES DATE MILES I i TOTAL TOTAL REIMBURSEMENT REQUEST: Total Miles X -/mile= S "I HEREBY CERTIFY THAT THE ABOVE IS A TRUE AND CORRECT STATEMENT OF THE USE OF MY PERSONAL VEHICLE FOR OFFICIAL LOCAL COUNTY BUSINESS AND REQUEST REIMBURSEMENT FOR SAME.- EMPLOYEE SIGNATURE DATE DEPARTMENT APPROVAL DATE NOTES: ACCOUNTING: Division: Account. Project No. Approvals: County Auditor. County Judge: VOL. 7 PAG jy ' FORM 201-BC (M ~i s T.R#: BRAZOS COUNTY, TEXAS TRAVEL REIMBURSEMENT REQUISITION VENDOR NO: 50 EMPLOYEE NAME: EMPLOYEE ADDRESS: PURPOSE OF TRAVEL: DESTINATION: DEPARTURE DATE: RETURN DATE: ITEMS ]DAY l DA Breakfast Y. 2 DAY 3 DAY 4 DAY 5 TOTALS $ " Lunch $ Dinner $ Lodging $ Car Mileage $ Air Fare $ Registration Fees $ Parking/ Tolls $ Car Rental/Taxi $ Other: $ TOTAL REQUEST $ LESS ADVANCE ( ) BALANCE DUE $ NOTES: "I HEREBY CERTIFY THAT THE EXPENSES AS SHOWN ON THIS FORM ARE TRUE AND CORRECT STATEMENTS OF EXPENSES INCURRED BY ME WHILE TRAVELING ON OFFICIAL COUNTY BUSINESS." EMPLOYEE SIGNATURE DATE DEPARTMENT APPROVAL DATE Approvals: County Auditor. County Judge: Y voL-12 PAGE .!&V, i FORM 20243C (M) ■ . s M. i i~ 01 •i BRAZOS COUNTY, TEXAS PURCHASE CONFIRMATION FORM Purchased From: _ Purchase Date: Description Of Item(s) Purchased: Purpose Of Purchase: In the absence of a valid original receipt for the above described purchase, this form is provided to confirm and certify that the above described purchase and expense was made in support of my position with Brazos County. Name: Department: Signature: Date: Approved By: (Signature) Other Comments: This form is to be used ONLY when the item(s) purchased are under $25.00 in value. it A PAO a y . For= 204-RC (0196) BRAZOS COUNTY, TEXAS ACCOUNTING PROCEDURES MANUAL TRAVEL ADVANCES Procedure No.: T-160 Date: 03/01/96 Authorized By: County Auditor PURPOSE As provided in the policy established by the Commissioners Court, any County employee has the ability to obtain a travel advance when it is anticipated that the employee will be away from their duty station on County business overnight. It is expected that this will reduce the requirement for credit cards, as well as reduce the use of personal funds by employees to,pay for justified County expenditures. This procedure prescribes the accounting procedures and controls to be followed by a County employee requesting a travel advance. SCOPE The scope of this procedure and the related County policy is to provide an adequate accounting system to monitor travel advances, provide assurances that Federal Internal Revenue Service regulations are being observed, and to provide a system for County employees that responds to their needs. Additionally, the procedures will be governed by budgetary constraints at the established control levels. PROCEDURE All County employees requiring a travel advance will need to fill out Form 203-BC (Travel Advance Request). Employees need to be aware that, in order to comply with State laws, (i.e, the County may not make loans of public funds, nor advance credit) the "travel advance" is a payroll advance. Form 203-BC asks for some basic information, to include the employee's name, employee's payroll identification number, the department in which the employee is employed, the date of the request, the purpose of the advance, the planned departure date and the anticipated return date. "Departmental Approval" requires that the department head, or their designated representative, sign the request (as per Form 349-13C, Department Requisition and Purchasing Authorization Form, filed with the County Auditor). Procedure: T 160 1~g6 PA~ ~a 4sypie, t 11-' The available meal "Per Diem" allowance is $25.00 per day; i.e. $6.00 for breakfast. $7.00 for lunch and $12.00 for dinner. Therefore, the per diem amount and the number of meal, per day is required to be filled in. Per diem requests should be made based on anticipated requirements. Funds not used can be refunded upon return. "Personal Car Mileage" should be estimated using the State's Mileage Guide, destination to destination. The reimbursement allowance rate should be based on the current rate approved by Commissioners Court, which is subject to change annually. Lodging rates should be based on a maximum of $65.00 per day, unless the employee is staying at a conference or seminar host hotel. If the rate requested is greater than $65.00 the employee should attach documentation to support the higher level. If the employee anticipates additional costs while traveling, these should be itemized on a contemporaneous record and attached as support to the request form. Once all items are entered on the request they should be totaled. If the employee is aware of extenuating circumstances that need to be brought to the reviewer's attention they should be placed in the "NOTES" section. After completing Form 203-BC and attaching all required documentation, the employee needs to read the certification statement closely. The employee is required to sign the certification and date the request. The employee is required to obtain their department's approval for the request. Once the form is completed it is to be submitted to the County Auditor's office for processing. Three (3) copies should be submitted. One copy will be retained by the County Auditor (yellow), one copy returned to the employee (pink), and one copy forwarded to the County Treasurer's office (green). Funds will be made available for all requests by 12:00 P. M. the business day following the receipt in the County Auditor's office of a fully completed Form 203-13C. The only exception would be in cases where sufficient budgetary funds are not available to cover the request. All travel advance checks will be issued by the County Treasurer's office. The employee is required to present their copy of Form 203-BC which reflects the County Auditor's approval. The County Treasurer will note the number of the check being issued on the employee's copy of Form 203-13C. ACCOUNTING PROCEDURE is Upon receipt of the approved Form 203-BC the County Auditor will review it for accuracy, extensions and proper approvals. If all is in order, the County Auditor will be responsible for creating an account receivable for the employee and logging the advance into a batch for processing. The County Auditor's office will initial and date Form 203-BC as received and entered. One copy of Form 203-BC will be returned to the employee. The advance of the c funds will be treated as a payroll advance and is not to be viewed as a loan or as extending credit. For each employee a separate account will be established to allow for travel advances. Each day that requests are received, they will be placed in an "On-Line File Batch". At the end of the business day the County Auditor will provide the County Treasurer with an approved copy of Form 203-BC to support the "On-Line File Batch". The "File Batch" created will be processed by the County Treasurer the next business day, and posted to the general Procedure: T-160 Y PAQ G ,.alf 2 ledger. The processed checks will be signed and reviewed for propriety and will be available for I distribution by 12:00 P. M. ' When the employee returns to their duty station, they are responsible for following the policy and procedures established for travel reimbursement. It is the employee's responsibility to provide detailed documentation for the costs incurred while traveling. The employee will attach a copy of Form 203-BC to their request for reimbursement. At this time the advance will be properly accounted for as a budgetary expenditure. When additional funds are requested as a "Balance Due", the account distribution is to reflect "debits" to the appropriate budgetary accounts and a "credit" to the employee's account receivable for the amount of the advance supported by Form 203-13C. The file copy of the original check issued when the advance was requested will be attached to "Requisition For Payment". When the "Balance Due" on Form 202-BC reflects a negative amount, the employee is required to obtain a cash receipt from the County Treasurer for the amount due to the County and attach the receipt with the remainder of their documents to Form 202-BC and deliver the same to the County Auditor's office. The cash receipt issued by the County Treasurer should reflect a credit to the employee's account receivable account. No Requisition For Payment is required. The County Auditor will be responsible for preparing a journal entry to account for the travel expenses and to relinquish the balance due in the employee's account receivable. The documents will then be attached to the County Treasurer's copy of the check that was created for the original advance. Each Monday, the County Auditor's office will be responsible for producing a report of outstanding employee advances and notifying each employee of their status. Once an employee has received three such notices and still has not properly filed a "Travel Reimbursement Request" (Form 202-BC), the County Auditor will process a payroll deduction authorization (after a minimum of 14 days from the noted return date). Copies of the authorization will be filed with the employee, personnel, the payroll officer and the County Auditor. Should there be any questions with regard to this procedure and the related County Policy, please contact the County Auditor's office for clarification. 1 Texas Constitution, Article 3, X52 ' (a) except as otherwise provided by this section, the Legislature shall have no power to authorize any county, city. town or other political subdivision of the State to lead its credit or to grant public money or thing of value in aid of, or to any individual, association or corporation whatsoever, or to become a stockholder in such corporation, association or company. Procedure: r-160 PAQE3. r 1'-11 • • s T. A. tt: BRAZOS COUNTY, TEXAS TRAVEL ADVANCE REQUEST VENDOR NO: 50 EMPLOYEE NAME: EMPLOYEE ADDRESS: PURPOSE OF ADVANCE: DEPARTURE DATE: RETURN DATE: ADVANCE FOR EXPENSES AS ESTIMATED BELOW Meal Per Diem: Breakfast @ $ Per Day X Days= $ Lunch @ $ Per Day X Days = $ ' Dinner @ $ Per Day X Days = $ Personal Car Mileage:= Miles @ /Per Mile = $ Lodging Expense: = $ Per Day For Days = $ Air Fare: $ Ground Transportation: $ Other Expenses: $ Check Number: TOTAL ESTIMATED TRAVEL EXPENSES: $ NOTES: "I hereby certify that the above information and estimates are true and as accurate as possible, and that the funds will be used solely for official County travel. I also agree to submit a Brazos County Travel Reimbursement Request (Form 202-13C) upon my return. If the total received in the advance is more than the actual expenditures incurred, 1 agree to repay the deficiency at the time the travel claim is submitted. It is understood that the claim and/or the deficiency must be submitted within fourteen (14) days from the completion of the travel. If repayment is not made at that time, I hereby authorize the County Auditor to initiate a payroll deduction made payable to Brazos County in the amount of $ " • EMPLOYEE SIGNATURE DATE DEPARTMENTAL APPROVAL: SIGNATURE FOR COUNTY AUDITOR'S USE ONLY DATE RECEIVED: DATE ENTERED: CURRENT CONTRACT: OLSEN & GUERRA CURRENT CONTRACT DATES: 10/15/94 - 02/15/96 ^ AWARDED PRICES: SEE BID TABULATION FOR 94-777 RECOMMENDATION: :11 Py I ~m (L4 AWARD DATE: AM %2JJ6/96 J VO PAQE BID TABULATION 96-024 DECKING TIMBER -1996/97 CONTRACT 02/15196 - 02/15197 UNIT PRICES ARE QUOTED AT 1000 BOARD FEET PER UNIT BOARD ALLTREATED PINEVILLE, LA. CONROE. TX. HOUSTON, TX. FEET UNLESS NOTED UNIT $ TOTAL $ UNIT $ TOTAL $ UNIT $ TOTAL $ 4,000 3" x 8"x 12' SISIE, 8# 916 00 3,66400 915 00 3,66000 790.00 3,16000 1,000 3" x 8" x 16' SISIE. 8# 916 00 916 00 955.00 95500 825.00 825.00 1,000 3" x 8" x 20' SISIE, 8# 973 00 97300 1.00500 1,00500 92000 92000 10,000 3" x 8" x 24' SISIE, 8# 1.08800 10,880 00 1,04500 10,450 00 1,05000 10,500 00 100 3" x 12"x 12' SISIE, 8# 1.00200 100 20 97000 97 00 894 00 8940 1,000 4" x 6" x 12' SISIE, 8# 916 00 916 00 895 00 895 00 790.00 790.00 1,000 4"x 6x 16' SISIE, 8# 91600 916 00 94500 94500 82500 82500 1,000 4" x 6" x 20' SISIE, 8# 973 00 973 00 99500 99500 92000 92000 1,000 4" x 6" x 24' SISIE, 8# 1.08800 1,08800 1,07000 1,070.00 1,085.00 1.08500 1,000 4"x 8"x 12' SISIE, 8# 916 00 916 00 89500 895 00 82500 825 00 1,000 4'x 8" x 16' SISIE. 8# 916 00 916 00 94500 94500 82500 825 00 1,000 4"x 8" x 20' SISIE, 8# 97300 973 00 995.00 995 00 92000 92000 1,000 4' x 8" x 24' SISIE, 8# 1.06800 1,08800 1,070.00 1,07000 1,05000 1.05000 100 4" x 12"x 12' SISIE. 8# 1.00200 100 20 92000 92.00 89000 8900 1,000 4"x 12"x 16' SISIE, 8# 1.00200 1,00200 97000 970.00 92000 920 00 1,000 4" x 12' x 20' SISIE, 8# 1.06000 1,06000 1,02000 1.02000 1,05000 1.05000 1,000 4" x 12" x 24' SISIE, 8# 1.175 00 1.17500 1,070.00 1.07000 1,18000 1.18000 3.000 6" x 12" x 24' SISIE, 8# 1.17500 3,52500 1,07000 3.21000 1,18000 3,54000 1,000 10" x 12" x 24' SISIE, 8# 1,17500 1,17500 1,25500 1,255.00 1.09000 1,09000 3,000 12" x 12" x 24' SISIE, 8# 1,17500 3.52500 1,255.00 3.76500 1,21000 3,63000 . 4,000 3" X 8" X 12' ROUGH, 8# 916 00 3.66400 91500 3,66000 77000 3,08000 1,000 3"X 8"X 16' ROUGH, 8# 916.00 916 00 95500 95500 80000 80000 1,000 3"X 8"X 20' ROUGH, 8# 973 00 973 00 1.00500 1,00500 90000 900.00 10,000 3"X 8"X 24' ROUGH, 8# 1.08800 10,880 00 1.04500 10,450 00 1.14000 11,400 00 100 3' X 12" X 12' ROUGH, 8# 1,00200 100 20 970 00 9700 87000 87 00 1,000 4'X 6" X 12' ROUGH, 8# 91600 916 00 895 00 895 00 77000 770 00 1,000 4'X 6"X 16' ROUGH, 8# 91600 916 00 94500 94500 80000 800 00 1,000 4' X 6" X 20' ROUGH. 8# 97300 97300 99500 995 00 90000 90000 1,000 4" X 6" X 24' ROUGH, 8# 1.08800 1,08800 1,07000 1,070.00 1,06000 1,06000 1,000 4" X 8" X 12' ROUGH, 8# 916 00 916 00 89500 89500 80000 80000 1,000 4" X 8" X 16' ROUGH, 8# 916 00 916 00 94500 94500 800 00 80000 3,000 4"X 8"X 20' ROUGH, 8# 97300 2,91900 99500 2.98500 90000 2,700 00 1,000 4"X 8"X 24' ROUGH, 8# 1,08800 1,08800 1.07000 1,07000 1,02000 1.02000 100 4"X 12"X 12' ROUGH, 8# 1,00200 100.20 92000 9200 870.00 87 00 1,000 4" X 12'X 16' ROUGH, 8# 1,00200 1,00200 97000 970.00 90000 90000 1,000 4"X 12"X 20' ROUGH. 8# 1,06000 1,06000 1.02000 1,02000 1,02000 1.02000 1,000 4'X 12'X 24' ROUGH, 8# 1,17500 1,17500 1,07000 1.07000 1,15000 1,15000 1,000 6"X 12"X 24' ROUGH, 8# 1,17500 1,17500 1,07000 1,07000 1.15000 1,15000 1,000 10" X 12" X 24' ROUGH, 8# 1.17500 1,17500 1.17500 1,17500 1,210.00 1,21000 3,000 12"X 12"X24' ROUGH, 8# 1,17500 3.525 00 1,17500 3,525.00 1,210 00 3,63000 TOTALS: $ 71,358 80 $ 70,248 00 $ 68,497 40 NOTICE FOR SPECIAL ORDERS . 5 - 7 DAYS 21 DAYS A. R 0 3 WEEKS LOCATION OF PLANT . PINEVILLE, LA . CONROE, TX HOUSTON, TX MINIMUM DELIVERY QUANTITY • FULL LOAD-800') B F . 40,000 # 8,000 BOARD FEET J ~J • .J BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 02/27/96 ITEM: Reguest permission to enter Mr. and Mrs. Paul C. Patranella's property located off Collette Lane for the purpose of cleaning out existing drainage channel south of Collette Lane and to re-shape pond spillway to allow water to drain from road ditch* will be maintained only if necessary to insure continued adequate drainage and prevent erosion. Sinned permission form on file. Site is located in Precinct 2. SOURCE OF FUNDS: N/A 1. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: S MITTED BYE:, Richard F. Vance, P.E. County Engineer CC96-011 APP 1JED BY: Comm issio andie Walker Precinct 2 Approved in Commissioners' Court Date: z 1 z~ 404 Alvin W. Jones, County Judge •I VO PAGE 3~3 a OF 9 J O 9~'O ~ BHtOGE DEQ~ If (Owner will be notified prior to maintenance) Richard F. Vance, P.E. C.E. (Ed) Iverson County-Engineer Engine ring Aide OWNER'S SIGNATURE C_-P Q DATE 2 - /S- I VA 7PAGE 30 r RJ. Holrrgreen County Judge Gary Norton Precinct 1 Walter Wdoo: Precinct 2 Randy Sims Precinct 3 Miton Turner Precinct 4 I. Date 2 _ /S - 9,G BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM LAND OWNER AND ADDRESS hf r &~J Mrx. Pa , / C. P~ ~ra..aa //aL P.0, Bow 3763 Br.i Tex 77803 LOCATION OF WORK ~fh j„tg L~..Q DESCRIPTION OF WORK TO BE DONE C cA)~~,.i?.i 'lb -a ~A r IV. MAINTENANCE YES . NO IF YES, ESTIMATED FREQUENCY OF MAINTENANCE D • GENERAL TELEPHONE NOTICE OF COMMUNICATION COMPANY LINE INSTALLATION February 8, 1996 1 ~ 1 i • I • TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: Al Jones Formal notice is hereby given that GTE will construct a communication line within the right-of-way of a County Road in Brazos County, Texas as follows: Beginning at the intersection of FM 2223 and Collette Rd. a buried cable will be placed 4' in the south R.O.W. of Collette Rd. extending east for a distance of 1593' at a depth of 30". The location and description of this line and associated appurtenances is more fully shown by four (4) 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 March 15, 1996. GENERAL TELEPHONE COMPANY AW, C Alan Colley Senior Engineer - OSP 301 Industrial Blvd Bryan, Texas 77803 5413 9P606GR 8012 I THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL ' S , mgt .K , ~ d; . F 1 I , r ' , 2008771 iPPI b I RP606GR> M9282M : 1'2423.10 I xF 25.22 2.2126.212 + Q0.3-6 WOWK ; c 2.2157.2154 r' rri~usa iuK sm ~I/ ` 2,2120.2128 M3 / 6 DD.11.18 2.2144.2145 2,2124 -2125 , 2008775 gP606GR> M0282225 / 643' 2423.10 / f SP 25.22 2,2126.2127 ;00.3.6 :2.2157.2159 'N~tr :2,2120.2128 , cDD.11.18 .2.2144-2148 ~o ; .2.2124.2126 / , • / 08 4% ,2=144.214. 4 • c "M 242111 i45 2 4b • 0 ^ - - E •q ILE •2145 ! , ' t ad1nu°~"i ' B , r ~ MWrRS'A11[ ►rS100 4eutttA rcfcuso ( TXAS/NEW MEXICO STATEsT% F 1P'y9F tlu.ir DIVISION. SOUTH EAST ExCN i 517 REM. [Oa 000 r i<u • 11 v0 NO tgP606C,A CONTROL NU118ERi 012 N C.1 7184 iITLEi RMY DROPS FM 2127 TAX DST.t 49001 I I f 1 TWP. RNG r SECJ SAIL I•SK S[ALEt 1'•100' [)ATER02/07/96 REY DAM ' f . PRINT DRyry ENG APRYO A OF 4 I 7 FIIEs rw CvA [vA 1 a r.. - J ' ,,..,,,a.,'a S,~:w.r ` ".u.suraora.. ,;e..s,r.•.. _ - . THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL 0 0 ul ' r BRYAN LAKEVI EW 5413 W 0 9P606GR 012 • JI I WORK LOCATION .I 4 t v MY ti S VO PAO Lj.Ask ncan _rrurr uT THIS LEASE is made and entered into this .~LIL day of February, 1996, by and between DAVID TAYLOR, (herein "Lessor"), and BRAZOS COUNTY, TEXAS acting by and through its duly elected Commissioners Court, (herein "Lessee"). WHEREAS. the Lessor owns property on Raymond Stotzer Parkway (formerly State Highway 60) and Vincent Road; and WHEREAS, the Lessee desires to secure some property for the short term storage of moveable dumpsters; NOW THEREFORE KNOW ALL ME BY THESE PRESENTS that for and in consideration of the mutual benefits herein expressed the parties agree to a Lease on the following terms and conditions: LEASE TERMS A. PREMISES That certain one-half (J) acre parcel of land being situated on the corner of Raymond Stotzer Parkway and Vincent Road, Brazos County, Texas. B. TERMS f This Lease shall be from month to month beginning on the date of execution by both parties. C. USE The Premises shall be used by Lessee to park moveable dumpsters for waste material. D. RENT The Lessee shall pay to Lessor the sum of Three Hundred Dollars ($300.00) per month. If at the end of six months Lessee is desirous of continuing to lease the property Lessee will pay the sum of One Hundred Dollars ($100.00) monthly for the duration of the use of the land. Lessee shall, at Lessee's expense remove,all such waste material that is not placed inside the dumpsters. 1 7- 0, i............_..,. ..i.....ar.a~..wur+rat~.w~....y.~`r.~- . .x. +„.+v lJc. .u.. . __._t... .,_......~...___~1_ -..~,...c..~..a~._~...~~..._....~~.+.o....s...+.•.~:wz.~.ti......,.~.a..l~...w.u.. ~ .a+u....~....a.......~a'.`.. o.....G.r ~ _ _ F. INSURANCE Lessor and Lessee shall procure such insurance as each deems necessary ih their own discretion to protect their interest in the leasehold estate, at their sole cost F. ADDRESS FOR NOTICES All notices to either Lessor or Lessee shall be addressed as follows: To Lessor: David Taylor 906 Henderson Bryan, Texas 77803 Telephone No. (409) 822-7774 To Lessee: Brazos County, Texas Judge Alvin W. Jones 300 E. 26th Street, Room 114 Bryan, Texas 77803 i 0 G. TAXES Lessor shall pay and be liable for all ad valorem taxes and personal property taxes assessed against the Premises. H. TERMINATION Either party may terminate this lease at any time upon thirty (30) days written notice. I. INDEMNITY Lessor, its successors and assigns shall hold Lessee harmless, defend, (with counsel satisfactory to Lessee) and indemnify Lessee, it agents, employees, officers and elected officials, against any losses, claims, causes of action, liabilities, costs and expenses for claims arising out of the transportation to, the use of, or the deposit upon the Premises of hazardous materials as is defined by current federal law or such other substances, materials or waste which are or become regulated under federal law. IN WITNESS WHEREOF, the parties hereto have executed, or have caused to executed, this Lease in duplicate the day and year first above written. ~7 - BRAZOS COUNTY, TEXAS _A BRAZOS COUNTY BRYAN. TEXAS MUTUAL AID AGREEMENT THE STATE OF TEXAS § COUNTY OF BRAZOS § THIS AGREEMENT is made and entered into this '7-40 day of March, 1996, by and between the Bryan Indenendent School District of Bryan, Texas, hereinafter referred to as "BISD," and Brazos County, Texas, hereinafter referred to as "The County," each acting herein by and through its duly authorized officials; WHEREAS, Brazos County is the owner of a certain type of vehicle equipped and designed for transporting materials; and WHEREAS, The County and BISD have authority to enter into an intergovernmental agreement providing for the use of material transport vehicles; and WHEREAS, BISD is desirous of having materials transported to the BISD Special Opportunity School; NOW THEREFORE, for and in consideration of the premises and of the mutual benefits to be derived by each of the Parties hereto, which said Parties now agree to be a valuable and sufficient consideration, said Parties agree in covenant as follows: • The County agrees to provide a material transporting vehicle and personnel to carry F fertilizer to the Special Opportunity School for a maximum of four truck loads. ~i There will be no charge by The County to BISD for this service. III. t' This agreement may be terminated by either the Bryan Independent School District or Brazos County by the giving of thirty (30) days written notice of intent to terminate. • BRYAN INDEPENDENT SCHOOL DISTRICT • ' Date BRAZOS COUNTY Coun Judge 3 1 /1 Date I VO&, ZPAaE t