HomeMy WebLinkAbout1996-07-02-0900AM-Regular•
BRAZOS COUNTY
BRYAN. TEXAS
AGENDA
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BRAZOS COUNTY COMMISSIONERS COURT MEETING
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THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY,
JULY 2, 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 matter 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. Approval of County payroll.
7. Budget Amendment 95/96-32.
8. Quitclaim Deed and authorization for County Judge to execute deed for Lot 9, Block
186, City of Bryan, Brazos County, Texas to Cheryl Johnson.
9. Policy on Sexual Harassment for Brazos County.
10. Engagement letter for Ingram, Wallis & Company as external auditors for Brazos County.
IL Salary Adjustment Request from Sheriffs Office - Jail Division.
12. Change Order No. 1 for the Brazos County Juvenile Justice Center Construction Contract.
13. Request for Road & Bridge to enter E. T. Sikorski's property located off Opersteny Road
for the purpose of disposing of dead livestock for the health, safety and welfare of the
general public. Site is located in Precinct 3.
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Commissioners Court Meeting Agenda
July 2, 1996
Page Two
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14. The Final Plat of Willow Run Phase Two, 42.3286 acres, John Childress Survey A-92,
Robert Stevenson League A-54, College Station, Texas. Site is located In Precinct 1.
15. The Final Plat of Hicks Lane Estates, 5.781 acres, James W. Scott League. Site is
located in Precinct 3.
16. Request from Wickson Creek Special Utility District to place a road bore in the right-of-
way of Kurten Cemetery Road to provide service to county resident. Site is located in
Precinct 2.
17. Requisitions from Capital Projects for the following:
a. Client Server Module for System C for Computer and Network Services.
b. Fax machine for Computer and Network Services.
c. Maintenance agreement for Road & Bridge GIS system.
d. Paper shredder for Brazos Center.
e. 12 port hub for Sheriffs Office.
f. 8 port hub for District Attorney's Office.
g. Wildcat herbicide pump with control for Road & Bridge.
h. Window tinting for new Caprice assigned to Constable, Precinct 4.
18. Requisition from General Fund In-Kind Support for Community Supervision and
Corrections Department:
a. Portable overhead projector.
b. Five drawer legal vertical file cabinet.
19. Blanket Purchase Orders.
20. Application for business account at Lowe's.
21. Acceptance of donated safe for Juvenile Services.
22. Acknowledge receipt of County Treasure's Report for May, 1996.
. 23. Report by Tony Jones on Regional Water Committee - 50 Years.
24. Consider and take action on appointment of County representative to the Regional Water
Committee - 50 Years.
25. Consider and take action on authorization of expenditure of funds for preparation of grant
application for the Regional Water Committee - 50 Years.
26. Consider and take action on contract with Bickerstaff, Heath, Smiley, Pollan, Kever &
McDaniel, L.L.P. for proposed redistricting of Justice of the Peace and Constable
precincts.
27. Call for citizen input and/or concerns.
28. Announcement of interest items and possible future agenda topics.
29. 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.
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COMMISSIONERS' COURT
REGULAR MEETING
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JULY 2, 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, July 2, 1996, with the following members of
E.
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.
Attached is a list of citizens and officials in
attendance.
Commissioner Sims gave the invocation and led the pledge
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of allegiance.
There was no
citizen input and/or
concerns.
The Court proceeded to consider the change of status of
the following employees.
NAME
DEPARTMENT
REASON
Beachy, Matthew
Brazos Center
Termination
Keathley, Stephen
District Attorney
Resignation
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Moran, Sandra
District Attorney
Resignation
Davis, Aimee
District Attorney
New Employee
Hutcheson, Jeanine 361st Dist Court
Termination
Wooten, Michelle
Juvenile Serv.
Resignation
Ramirez, Maria
Juvenile Serv.
New Emp Temp
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Naron, Nancy
Juvenile Serv.
Tran w/in dept
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Kovacevich, N.
SO Administration
Resignation
Jennings, Keri
SO Jail
Termination
Harris, Victor
SO Jail
Resignation
on motion by Commissioner Walker, seconded by Commissioner
Cauley, the Court
voted unanimously to
approve the changes as
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submitted.
The Court next considered the following Claims as
submitted by the County Treasurer for payment:
96-007867 through 96-008182
on motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to approve the Claims as
submitted.
On motion by Commissioner' Walker, seconded by
Commissioner Norton, the Court voted unanimously to approve
the County payroll in the amount of $524,000.00 for the
period ending July 3, 1996.
The Court next considered Budget Amendment #95/96-32,
which would reallocate funds budgeted for Non Departmental,
Purchasing and Environmental Services; transfer funds from
Contingency to Non Departmental and Auditor's office. On
motion by Commissioner Sims, seconded by Commissioner Cauley,
the Court voted unanimously to approve the budget amendment as
submitted, a copy of which is attached hereto.
The Court next considered a Quit Claim Deed and
authorization for County Judge to execute the deed for Lot 9,
Block 186, City of Bryan, Brazos County, to Cheryl Johnson.
On motion by Commissioner Walker, seconded by Commissioner
Norton, the Court voted unanimously to authorize the County
Judge to execute the deed for Lot 9, Block 186, City of Bryan,
Brazos County, to Cheryl Johnson for and in consideration of
the sum of Two Thousand Five Hundred and No/Hundredths Dollars
($2,500.00) and quitclaim unto Cheryl Johnson all right, title
and interest of Brazos County and all other taxing units. The'
property was acquired by tax foreclosure sale.
On motion by Commissioner Sims, seconded by commissioner
Norton, the Court voted unanimously to adopt the attached
Policy on Sexual Harassment for Brazos County.
The Court next considered approval of the engagement
letter from Ingram, Wallis & Company as external auditors for
Brazos County. The company. proposes to audit the general
purpose financial statements of Brazos County, Texas for the
year ended September 30, 1996. The audit will require
approximately 1,300 man hours with an estimated fee of
$51,450.00. On motion by Commissioner Sims, seconded by
Commissioner Cauley, the Court voted unanimously to engage
Ingram, Wallis & Company as external auditors for Brazos
County.
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The Court next considered the salary adjustment request
submitted by the Sheriff's Office Jail Division. This had
been discussed at a previous Commissioners Court meeting in
which the Court was informed that this was merely an
adjustment from 2080 hours to 2184 hours with no increase to
the Jail budget. On motion by Commissioner Walker, seconded
by Commissioner Cauley, the Court voted unanimously to
authorize the salary adjustment.
The Court next considered Change Order No. 1 for the
Brazos County Juvenile Justice Center Construction Contract.
The contract changes are as follows:
1. Time Extension - Three day for rain delay
2. Additional fittings required for the water
line to properly align the water line per the
plan. Additional cost $630.00
3. Move water line to the north side of street
per City of Bryan requirements. Additional
cost $630.00
On motion by Commissioner Norton, seconded by Commissioner
Cauley, the Court voted unanimously to approve Change Order
No. 1 and authorize the payment of $1,260.00.
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 E. T. Sikoriski in
Precinct 3 on Opersteny Road to dispose of dead livestock. On
motion by Commissioner Sims, seconded by-Commissioner Cauley,
the Court voted unanimously to authorize the work.
The Court next considered approval of the Final Plat
Willow Run Phase Two Subdivision. Richard Vance, County
Engineer, noted that the. plat was submitted along with a
variance request for approval for Headwater Lane to remain
unpaved as it attaches to an unpaved county road and conforms
to county standards as is. The site is in Precinct 1. On
motion by Commissioner Norton, seconded by Commissioner
Cauley, the Court unanimously approved the final-plat of the
Willow Run Phase Two Subdivision as submitted.
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The Court next considered approval of the Final Plat of
Hicks Lane Estates in Precinct 3. Richard Vance, County
Engineer, stated that he had reviewed the plat and it appeared
to be in order. On motion by Commissioner Sims, seconded by
Commissioner Walker, the Court unanimously approved the final
plat of Hicks Lane Estates in Precinct 3.
The Court next considered the request from Wickson Creek
Special Utility District to place a road bore in the right-of-
way of Kurten Cemetery Road to provide service to a county
resident. 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 Norton, the Court voted unanimously
to approve the request of Wickson Creek Special Utility
District and authorized the installation. A copy of the
request is attached hereto.
The Court next considered approval of the following
requisitions from Capital Expenditures:
a) Client Server Module for System C for Computer
and Network Services. Cost of the server module is
$3,400.00. On motion by Commissioner Walker,
seconded by Commissioner Cauley, the Court voted
unanimously to approve the requisition from Capital
Expenditures and authorize the payment of
$3,400.00. The Adult Probation Department will
half the cost.
b) Fax Machine for Computer and Network Services.
Cost of the Fax Machine is $379.99. On motion by
Commissioner Walker, seconded by Commissioner
Cauley, the Court voted unanimously to approve the
requisition from Capital Expenditures and authorize
the payment of $379.99.
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c) Maintenance agreement for Road & Bridge GIS
system. Cost of the agreement is $2,500.00. On
motion by Commissioner Sims, seconded by Commis-
sioner Cauley, the Court' voted unanimously to
approve the requisition from Capital Expenditures
and authorize the payment of $2,500.00.
d) Paper Shredder for the Brazos Center. Cost of
the shredder is $254.00. On motion by the County
Judge, seconded by Commissioner Sims, the Court
voted unanimously to reject the requisition from
Capital Expenditures.
e) 12 port hub for the Sheriff's Office. Cost of
the hub is $549.00. On motion by Commissioner
Walker, seconded by Commissioner Norton, the Court
voted unanimously to approve the requisition from
Capital Expenditures and authorize the payment of
$549.00.
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f) 8 port hub for the District Attorney's office.
Cost of the hub is $239.00. On motion by
commissioner Walker, seconded by Commissioner
Norton, the Court voted unanimously to approve the
requisition from Capital Expenditures and authorize
the payment of $239.00. This will be paid with
Drug Enforcement funds.
g) Wildcat herbicide pump with control for the
Road & Bridge Department. Total cost is $353.75.
On motion by Commissioner Norton, seconded by
Commissioner Cauley, the Court voted unanimously to
approve the requisition from Capital Expenditures
and authorize the payment of $353.75.
h) Window tinting for new Caprice assigned to
Constable, Precinct 4. Cost of tinting is $145.00.
On motion by the County Judge, seconded by
Commissioner Norton, the Court voted unanimously to
reject the requisition from Capital Expenditures.
The next matter before the Court was consideration of the
following two (2) requisitions from the General Fund In-kind
Support for Community Supervision and Corrections Department.
a) Portable overhead projector at a cost of
$429.99 and a folding table at a cost of $159.96.
On motion by Commissioner Norton, seconded by
Commissioner Walker, the Court voted unanimously to
approve the requisition from the General Fund and
authorize the payment of $702.94.
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b) Five drawer legal vertical file cabinet. Cost
of the cabinet is $481.14. On motion by Commis-
sioner Walker, seconded by Commissioner Norton, the
Court voted unanimously to approve the requisition
from the General Fund and authorize the payment of
$481.14.
The Court proceeded to consider the following Blanket
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Purchase Orders:
Govt Records Serv
County Clerk
$25,500
Talley Chemical
Bldg Maint
$
4,500
Briggs Healthcare
Jail
$
11000
Alliant Food Serv
Jail
$
8,750
Cain's Coffee
Jail
$
800
Lilly Dairy
Jail
$
2,500
McLane Food Serv
Jail
$
81000
Readfield Meats
Jail
$
3,500
Richters Bakery
Jail
$
1,400
Rugby Laboratories
Jail
$
1,000
Scarmardo Produce
Jail
$
3,500
Sysco Food Service
Jail
$
1,000
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to approve the Blanket
Purchase Orders as submitted.
The next matter for consideration was an application for
a business account at Lowe's. On motion by Commissioner
Walker, seconded by Commissioner Norton, the Court voted
unanimously to authorize the County Judge to sign the
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application on behalf of Brazos County and submit it to
Lowe Is.
On motion by the County Judge, seconded by Commissioner
Norton, the Court voted unanimously to table acceptance of a
donated safe for Juvenile Services until such time as the
value of the safe can be determined.
The Court received, approved and ordered filed as
submitted the Treasurer's report for June 1996. A copy of
which is attached to and made a part of these minutes.
The Court next heard a report from Tony Jones on the
Regional Water Committee - 50 years. Mr. Jones presented the
Court with copies of a draft of scope of service that
presented on a regional basis, current and projected water
requirements, sources, qualities and costs. After lengthy
discussion the members of the Court thanked Mr. Jones for his
effort on behalf of Brazos County.
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to appoint Tony Jones as
Brazos County's representative to the Regional Water
Committee-50 Years .
On motion by commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to authorize the
expenditure of funds for the preparation of a grant
application for the Regional Water Committee -50 Years.
Brazos County's portion is $500.00 which will be funded from
the Contingency Fund.
The court next considered accepting a cost proposal
submitted by Bickerstaff, Heath, Smiley, Pollan, Kever &
McDaniel, L.L.P. for the proposed redistricting of Justice of
the Peace and Constable Precincts. J. Greg Hudson,
representative of the firm, submitted a proposal for an
estimated time of 47 hours and an estimated cost of $4,660.00.
On motion by the County Judge, seconded by Commissioner
Walker, the Court voted. unanimously to accept the cost
proposal submitted by Bickerstaff, Heath, Smiley, Pollan,
Kever & McDaniel, L.L.P. for the proposed redistricting of
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Justice of the Peace and Constable Precincts. A copy of the
proposal is attached hereto.
There was no citizen input and/or concerns.
The County Judge made the following comments:
1) All vehicle markings on County vehicles will
be done as soon as possible
2) College Station Environmental Review has
received no comments from members of the Court
3) The Bond Sale (Certificates of obligation) will be
held at 11:00 a.m. on July 9, 1996.
4) The jail population as been averaging around
200 inmates.
5) He has a problem with the number of
compensatory hours being accumulated and has
scheduled a workshop for Monday, July 9, 1996
at 9:00 a.m. to discuss a solution
6) He will have a budget document and
recommendations on salary basis, personnel
reduction, personnel requests and capital
purchases ready to be looked at soon
7) Pictures of the progress on the construction
of the Juvenile facility have been posted on
the bulletin board
8) Letter from John Reynolds to EIR (Department
of Information Services) stating the County
will not pay for products not received.
9) Commented on the County Judges and
Commissioners meeting in Kerrville
10) Texas Association of Counties has just
finished a salary survey for elected officials
and will distribute it as soon as possible
Commissioner Sims made the following comment:
1) Informed the Court of the resignation of Dr.
Conklin as County Health Authority and Dr. Bob
Howard has accepted the vacant position and
has been sworn in.
There being no further business to come before the Court,
the meeting was adjourned.
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BRAZOS COUNTY COMMISSIONERS' MEETING ON TUESDAY, JULY 2, 1996
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AT 9:00 A.M.
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BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 1995-1996 BUDGET YEAR
NO. 95/96-32
On this the 2nd day of July 1996 at a regular 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;
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Randy Sims, Commissioner, Precinct 3;
Carey Cauley, Commissioner, Precinct 4;
Mary Ann Ward, County Clerk.
The following proceedings were held:
THAT WHEREAS, on July 2, 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
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authorized, as described on-the attached page(s).
ADOPTED AND APPROVED this the 2nd day of July 1996
THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS.
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By: Alvin W. Jones, County'Judge
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Original: County Clerk's Office and attached to the original .
budget
Copies: County Auditor t
County Treasurer
Commissioners' Court Minutes
Budget Amendment File
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G:\Mtsc\BudAmend.xls BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT FY 95-96
AMENDMENT NO. 95/96-32
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FUND DIV ACCOUNT PRO ACCOUNT NAME DR. CR.
(A)
1
110005
614000
-
Insurance
$ 67 000.00
1
110015
61 1300
-
Contingency
$ 67,000. 0
To transfer $67,000-00 from Contingency to Non-Departmental/Insurance to
provide Budgets funds for the added cost of current period liability insurance.
(see attached documents)
(B)
1
110005
654300
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Leasehold Improvements
$ 46 980.00
1
110015
61 1300
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Contingency
$ 46 980.00
To transfer funds from Contingency to Non-Departmental/ Leasehold Improvements
to provide budgets funds to cover the leasehold improvements to the GTE
building to rovide space for the Eme en Management control station.
(C)
1
110005
601300
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Computer Supplies
$ 2,500.00
1
110005
720700
-
Attorneys
$ 2,500.00
To transfer funds from Non-Departmental/Attomeys to Computer Supplies
to provide funds to complete needs for the remainder of the year.
Original Budget
$10,000.00
Balancing Totals
$ 116,4 0.00
$ 116,480.00
Prep?fl'd By: JTR Ap!:..~~i ;t•/; . „ - n
Dae: 6/20/96
6/20/96
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GAMisc\BudAmend.xls BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT FY 95-96
AMENDMENT NO. 95/96-32
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FUND DIV ACCOUNT PRO ACCOUNT NAME DR. CR.
(D)
1
160001
720900
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Audit Contract
$ 760.00
1
110015
611300
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Contingency
$ 760.00
To transfer funds to the Auditor's budget to cover the out of pocket costs Incurred b
the external auditors for the 9-30-95 audit report.
(see attached documents
(E)
1
165001
521000
-
Employment Services
$ 1,000.00
1
165001
513000
-
Sala - Staff
$ 1,000.00
To transfer funds for the purpose of retaining staff support from an employment service.
The staff support would be used to fill the secretarial vacancy In the Purchasing of
fice.
The funding would provide resources for a three to four week review period.
(F)
1
280001
516150
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Hourl - Law Enforcement
$ 3,753.00
1
280020
516150
-
Hourl - Law Enforcement
$ 3,753.00
To transfer budget dollars from Jail Administration to Sheriff Administration to provide
funding for the position change related t lateral move of sharon Rose approved b
Commissioners Court on 6/18/96. -1, 1
(Current year budget for the two position changed as well as the two positions
for 1996-97 budget).
Balancing Total
s $ 5,513.00
$ 5,513.00
rv .
]TR Approved By Prepared By: • Date: 6/24/96 ' Date `7
6/25/Y6
12:16 PM
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VC) P A, 011 e
GAMlsc\BudAmend.xts BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT FY 95-96
AMENDMENT NO. 95/96-32
FUND DIV ACCOUNT PRO ACCOUNT NAME DR. CR.
(G)
1 560050 723200 - Engineering - Consulting $ 3P800.00
1 560050 717040 - Solid Waste Hauling $ 3,800.00
ENVIRONMENTAL SERVICES
To transfer funds within the existing Environmental Services budget to cover the
additional costs Incurred with regards to the clean u of the oils ill on Merka Road.
see attached documents)
Original Purchase Order #716 for services was for on $2,000.
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Balancing Totals $ 3,800.00 $ 3,800.00
6/27196 6/27/96
11:09 AM
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It is the policy of Brazos County to treat all employees with respect and dignity, and not
to discriminate against any employee on the basis of sex. Brazos County prohibits any form of
sexual harassment. Umvelcomed sexual advances, requests for sexual favors, and other verbal
or physical conduct of a sexual nature constitute sexual harassment when: (1) submission to such
conduct is made either explicitly or implicitly a term or condition of an individual's employment;
(2) submission to or rejection of such conduct by an individual is used as a basis for employment
decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably
interfering with an individual's work performance or creating an intimidating, hostile, or offensive
working environment.
An employee who believes he or she has been or is being subjected to sexual harassment
should bring the matter to the attention of Ruth McLeod. An employee who believes sexual
harassment has occurred or is occurring should report such conduct to the above person regardless
of the position of the offending person. If a complaint of sexual harassment is received by any
supervisor, the supervisor shall report the complaint immediately to Ruth McLeod. Nothing in
this policy requires any employee complaining of sexual harassment to present the matter to the
person who is the subject of the complaint.
All complaints will be promptly investigated. It is intended that the privacy of the persons
involved will be protected, except to the extent necessary to conduct a proper investigation. If
the investigation substantiates that the complaint is valid, immediate corrective action designed
to stop the harassment and prevent its reoccurrence will be taken. Such corrective action may,
in appropriate instances, include discipline (up to and including discharge) of the offending
person.
An employee who believes he or she has been or is being subjected to sexual harassment,
or who believes he or she has observed sexual harassment, and who reports the matter pursuant
to this policy, shall not be retaliated against or adversely treated, with respect to terms and
conditions of employment because of the making of the report.
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ACKNOWLEDGMENT
I acknowledge that I have received a copy of the Brazos County's sexual harassment
policy, that I have read the policy and agree to abide by it.
DATE:
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INGRAM, WALLIS & COMPANY
A MtOFMK3NAL CORPORATION
' Certified Public Accountants
2100 Villa Maria, Suite 100
BRYAN, TEXAS 77802
James D Ingram, Ill
Thomas A Wallis
James D Ingram. IV
Agnes L lknnett
Judith W Childs
Richard L Webb
Wendi M Stratta
Steven J Little
Marilyn R Webb
Jeffery T Burton
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June 17, 1996
TELEPNCINE
(409) 776-1600
TE ECOPIER
(409)114.7759
Honorable Alvin W. Jones
County Judge
Brazos County, Texas
Dear Judge Jones:
We are pleased to confirm our understanding of the services we are
to provide for Brazos County, Texas for the year ended September
30, 1996.
We will audit the general-purpose financial statements of Brazos
County, Texas as of and for the year ended September 30, 1996. The
general-purpose financial statements consist of the combined
balance sheets, the related statements of revenues and
expenditures, statements of changes in fund balances and statements
of cash flows for the proprietary funds and the accompanying notes
to the financial statements. In addition, the financial statements
will have included the Schedule of Federal Financial Assistance
that will be subjected to the auditing procedures applied in our
audit of the financial statements.
Our audit will be made in accordance with generally accepted
auditing standards and will include tests of your accounting
records and other procedures we consider necessary to enable us to
express an unqualified opinion that your financial statements are
fairly presented, in all material respects, in conformity with
generally accepted accounting principles. If our opinion is other
than unqualified, we will fully discuss the reasons with you in
advance.
Our audit will also be a Single Audit conducted in accordance with
the standards for financial audits contained in Government Auditing
Standards issued by the Comptroller General of the United States
(the Yellow Book) as it relates to financial audits; the Single
Audit Act of 1984; and the provisions of OMB. Circular A-128, Audits
of State and Local Governments.
V0 ~pAfap. 3 T7
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June 17, 1996
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Our reports will include a report on the Schedule of Federal
Financial Assistance, the required reports on compliance with laws
and regulations related to the financial statements and to the
Federal financial assistance programs. Additionally, we will
report on internal control in relation to the general-purpose
financial statements and to the Federal financial assistance
programs. You acknowledge that you are responsible for determining
the compliance requirements and will make us aware of all such
requirements.
Our procedures will include tests of documentary evidence
supporting the transactions recorded in the accounts, tests of the
physical existence of inventories and fixed assets, and direct
confirmation of certain terms, transactions, assets and liabilities
by correspondence or other means with, selected customers,
creditors, banks and their employees. We will request written
representations from your attorneys as part of the engagement, and
they may bill you for responding to this inquiry. At the
conclusion of our audit, we will also request certain written
representations from management about the financial statements and
related matters.
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An audit includes examining, on a test basis, evidence supporting
the amounts and disclosures in the financial statements; therefore,
our audit will involve judgement about the number of transactions
to be examined and the areas to be tested. Also, we will plan and
perform the audit to obtain reasonable assurance about whether the
financial statements are free of material misstatement. As
required by the Single Audit Act of 1984 and OMB Circular A-128,
our audit will include tests of transactions related to the Federal
financial assistance programs for compliance with laws and
regulations and appropriate tests of the control structure over
such programs. Additionally, we will perform appropriate tests
related to the "general requirements" as outlined in the compliance
Supplement for Single Audits of State and Local Governments (1990
edition), published by OMB.
However, because of the concept of reasonable assurance and
because we will not perform a detailed examination of all
transactions, there is a risk that material errors, irregularities,
or illegal acts, including fraud or defalcations, may exist and not
be detected by us. We will advise you, however, of any matters of
that nature that come to our attention. Additionally, you
acknowledge the requirement in certain circumstances for us to
directly report certain identified illegal acts to the oversight
agency. Our responsibility as auditors is limited to the period
covered by our audit and does not extend to any matters that might
be incurred during any later periods for which we were not engaged
as auditors.
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June 17, 1996
We understand that you will provide us with the basic information
required for our audit and that you are responsible for the
accuracy and completeness of that information. We will advise you
about appropriate accounting principles and their application and
will assist in the preparation of your financial statements, but
the responsibility for the financial statements remains with you.
This responsibility includes the maintenance of adequate records
and related internal control policies and procedures, including
controls over compliance with laws and regulations, the selection
and application of accounting principles, and the safeguarding of
assets.
You agree that your employees will assist in preparing schedules,
type correspondence and confirmations we request, and will locate
any invoices selected by us for testing.
We expect to begin our final audit work in early November and issue
our reports no later than February 20. You agree that all of the
reports referenced above will be bound into one document with the
general-purpose financial statements.
Our fees for these services will be based op the actual time spent
at our standard hourly rates, plus travel and other out-of-pocket
costs such as report production, typing, postage, etc. Our
standard hourly rates vary according to the degree of
responsibility involved and the experience level of the personnel
assigned to your audit. Our invoices for these fees will be
rendered periodically as work progresses and are payable on
presentation.
We estimate that the engagement will require approximately 1300 man
hours and the approximate percentage of time required by level is
as follows:
Partners 9%
Managers 22%
Staff 69%
100%
Based on the above we estimate our fees for the initial engagement
to be approximately $51,450.00.
It is understood that in the event of extenuating circumstances or
unanticipated internal control problems that may be encountered the
proposer may ask for the Audit Committee to re-examine the pricing
for years after fiscal year ended September 30, 1996. The
subsequent year fee schedules will be evaluated each year
immediately after the completion of the prior year's audit.
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June 17, 1996
4
To facilitate the audit process, the County will complete certain
audit schedules and reports as follows:
o Close the general ledger and balance all
accounts to
be
audited by October 31.
c Completed all audit schedules and lead she
ets as follows:
Statement or Schedule
Date
Listing of Bank Accounts, Account Numbers,
Bank Balances and Reconciliations
October
28
Investment Schedule and Earnings
November
it
Institutional Collateral Pledges
October
14
Schedule of Bonded Debt
November
15
Debt Service Fund Analysis
November
15
Detailed Listing of Accounts Payable
November
12
Detailed Listing of Encumbrances
November
12
Detailed Analysis of Year-End Accruals
November
19
Employee Bond Schedule
September
15
Schedule of Insurance in Force
September
15
Schedule of Grant Accountability
November
21
Schedule of General Fixed Assets, Additions,
Deletions, G/L Reconciliation
December
15
Trust Fund Accounting and Reconciliations
December
9
Schedule of Retirement Plan Activity
December
9
Schedule of Deferred Compensation Activity
December
9
Commissioners Court Minutes
Upon Request
Investment Committee Minutes
Upon Request
Analysis of Accounts Receivable
November
1
Schedule of Fee Office Receivables
November
7
Schedule of Prepaid-Expenses
November
14
Schedule of Inventory
November
14
Copies of Quarterly Payroll Tax Reports
Upon Request
Gross Payroll Reconciliation
November
9
Analysis of Legal Fees Paid
November
11
Copy of Final Approved Budget and Annotated
Adjustments
November
11
Schedule of Anticipated Year-End Adjustments
November
11
Initial Trial Balance by Fund
(Working Trial Balance)
November
30
Reconciliation of Interfund Receivables
and Payables
November
14
Reconciliation of Fund Balances at Year-End
November
15
Statistical Tables
December
10
Footnotes •
January
15
Combined and Combining Financial Statements
January
15
CAFR Assembled
March
25
Others as Requested by Us
Upon Requ
est
VOL Vf_,VA0
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June 17, 1996
Estimated fees for our services are noted in a prior section of
this letter. Our fee estimate is based upon 1300 hours and assumes
that the reporting requirements of the County will remain the same
as prior years, and that the County will provide the assistance
discussed on the previous page. If, for whatever reason, the 4
County does not provide the aforementioned assistance or additional
services are required after December 31, additional fees will be
charged at our standard rates.
We appreciate the opportunity to be of service to you and believe
this letter accurately summarizes the significant terms of the
engagement. If you have any questions, please let us know. If you
agree with the terms of our engagement as described in this letter,
please sign the enclosed copy and return it to us.
Sincerely,
Ingram, Wallis & Company, P.C.
RESPONSE:
This letter correctly sets forth the understanding of
Brazos County, Texas.
Signature Title 4Dtet
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VO ~PACA F ~
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CHANGE
RECEIVED JUN 2 4 19M
ORDER OWNER ❑
ARCHITECT ❑
CONTRACTOR ❑
FIELD ❑
OTHER ❑
PROJECT: Brazos County Juvenile Justice Center CHANGE ORDER NUMBER. 01
(name. address) Bryan, Texas
DATE: June 17, 1996
CONTRACTOR: Chappell Hill Construction ARCHITECTS PROJECT NO: 94010
(nerve address) PO Box 602
Brenham, Texas 77834-0602 CONTRACT DATE: March 27, 1996
CONTRACT FOR: General Construction
The Contract is changed as follows:
1. Time Extension - Three Days for rain delay. 3 DAYS
2. Additional Bttings required for the water line to properly align the water line per the plan. ADD $630.00
3. Move water line to the north side of street per City of Bryan requirements. ADD $630.00
TOTAL ADD $1.260.00
See attached detailed information regarding time extensions and added costs.
Not valid until signed by the Owner, Architect and Contractor.
The original Contract Sum was $ 5,453,618.00
Net change by previously authorized Change Orders $ -0-
The Contract Sum prior to this Change Order was $ 5,453,618.00
The Contract Sum will be (increased) ( this Change Order in the amount of $ 1,260.00
The new Contract Sum including this Change Order will be $ 5,454.878.00
The Contract Time will be (increased) (dec. eased) (and tanged) by Three ( 3 ) days.
The date of Substantial Completion as of the date of this Change Order therefore is June 7, 1997.
NOTE This summary does not reflect clvarvgcs in the Contrail Sum. Cortract tune or G,ermteed Manamtm Price wNch have been a gwr¢ed by Construction Charge Dvecove.
,
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Croslin and Associates. Inc. Chappell Hill Construction _ Brazos County Commissioners Court
ARCHITECT CONTRACTOR OWNER
1114 Lost Creek Blvd. Suite 430 PO Box 602 300 East 26th Street
Address Address Address
Austin, Texas 78746 Brenham. Tei as 77834-0602 Bryan Texas 77803
BY ~U BY ~i✓ to BY
date date date -7
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CHAPPELL HILL CONSTRUCTION COMPANY
P. 0. Box 602
BRENHAM, TEXAS 77834-0602
FAX (409) 830.1363
r, • - ; (409) 836-7823
,n
it1;'1 I i tar
TRANSMITTAL LETTER # 3 5
Date: June 14, 1996
To: Larry R. Miller, AIA
CROSLIN AND ASSOCIATES, INC.
1114 Lost Creek Blvd., Suite 430
Austin, Texas 78746
I& BRAZOS COUNTY JUVENILE JUSTICE CENTER - Bryan, Texas
Project No. 94010 CHCC Job #178
We transmit herewith for your • Information: X
Approval: X
Files:
Correction:
Return:
Chappell Hill Construction Co. hereby requests an extension of time
for the following days when no progressive work was performed for
the reason listed below.
(1) April 12, 1996 - Rain
? (2) April 29, 1996 - Rain
(3) June 4, 1996 - Rain
Sincerely,
CHAPPELL HILL CONSTRUCTION CO.
Enclosed:. Glenn Wehring
Pro ect Manager
l
u:
CHAPPELL HILL CONSTRUCTION COMPANY
P. 0. Box 602
BRENHAM. TEXAS 77834-0602
FAX: (409) 830.1363
(409) 836.7823'
1U,44 14 199 TRANSMITTAL LETTER # 4 s
Date: June 14, 1996
Ta Larry R. Miller, AIA
CROSLIN AND ASSOCIATES, INC.
1114 Lost Creek Blvd., Suite 430
Austin, Texas 78746
job-BRAZOS COUNTY JUVENILE JUSTICE CENTER - Bryan, Texas
Project No. 94010 CHCC Job #178
We transmit herewith for your • information:
Approval:
Files:
Correction:
Return:
Regarding your letter dated June 11, 1996, concerning additional
stings required or the water line, may I offer the following.
Scott Elliott called to discuss the need for additional fittings
to properly align the water line per the plan. I told him to get
the fittings and install so that work could continue. I believe
you would have said the same thing. Item 1 on Scott's attached
proposal indicates an additional cost of $600. which I believe
is justified. +57. 6C nu., v Ce - L4-.5,o
~
P. S.
I know that Ellis has told you previously that Don Garrett is not
much help when this tvDe situaticn arises.
A '
` Sincerely,
CHAPPELL HILL CONSTRUCTION CO.
Enclosed:.
L. ,
Glenn Wehring
Project Vol.- Manager
• N
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CHAPPELL HILL CONSTRUCTION COMPANY
P. 0. Box 602
BRENHAM, TEXAS 77834.0602
FAX: (409) 830.1363
vr`- ; ;n (409) 836.7823
14 `3TRANSMITTAL LETTER # 44
Date: June 14, 1996
To: Larry R. Miller, AIA
CROSLIN AND ASSOCIATES, INC.
1114 Lost Creek Blvd., Suite 430
Austin, Texas 78746
lob:BRAZOS COUNTY JUVENILE JUSTICE CENTER - Bryan, Texas
Project No. 94010 CHCC Job #178
We transmit herewith for your • Information: X
Approval: X
Files:
Correction:
Return:
Enclosed is a copy of a letter signed by Tim Jones with the City of _
Bryan stating that it will be necessary to install the Avenue B water
line on the north side or opposite side of what the plan shows.
I trust this is acceptable to you.
Associated with this is a proposal from Elliott Construction for
additional pipe and fittings to move the water line to the north
side of the street His gropos.1 (Item ' on Elliott'-, proposal)
is for $600. To this please add our General Contractor's mark-up
of 5% making the total $630.
S
+ Sincerely,
cc: Ellis Eastep, Job Supt.
CHAPPELL HILL CONSTRUCTION CO.
41
Enclosed:. Glenn Wehring
Project Manager
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• ' 00 13:90 13:43 U409 361 3739 PLANNING SELVICE
Y'
TEXAS
P. O. BOX 1000 • ARYAN. TCXO3 77805'- (A09) 361-3600
June 13. 1 1996
Mr. Scott Elliott
Elliott Conatructlon,• Ino.
P. 0. Box 4906
Bryan. TX 77806
AE: Juvenile Justfce Center
Water Line
Dear Scott
A proposed water line Is scheduled to be Installed on the south side of Avenue S. An electrical
distribution line and a sewer collortion tine is directly in the vvay and allows no room for the
installation. It will be necessary to in6talt the water line on the opposite side (north side) of
Avenue 6.
I have discussed this situatlon'with Linda-Huff. Development Engineer, and she agrees with this
action. If you have ■ny questions, please call me at 409.361.3687.
SO 11 rely,
Tim Jone
Development Engineering Inepector
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ELLIOTT CONSTRUCTION, INC. ;
P.O. BOX 4905 BRYAN, TX. 77805
OFFICE (409) 690-7071 FAX (409) 690-71S2
MOBILE (409) 268-5409
TO: CHAPEL HILL CONSTRUCTION DATE: 6/5196 "
ATT: GLENN WEHRING
RE: BRAZOS COUNTY JUVENILE JUSTICE CENTER
4
r
ITEM
DRESCRIPITION
UNIT
QUANTITY
UNIT PRICE
AMOUNT
1
F.VTRA 8" FITTINf,S ALREADY INSTAL LED
TO COMPLETE LOOP AROUND BUILDING.
8" 22.S FIEND STATION 9+ 17
EA
1
$20000
$201-100
b- 1 1 1i4 8ENO S rATION 13+75
EA
1
$200.00
$20000
8" 22.5 BEND STA710N 14193
EA
1
$20000
$20000
_
a
TOTAL
$600.00
2
6" WA ILR LINE HAS TO BE MOVED
TU t7THLK SIUL U~- -%VE. B.
ADD 20 FT, 6" D - P
LF
20
$14.00
$280.00
_
ADD 2 6" 45 BENDS
EA
2
$160.00
$320.00
TOTAL
5600.00
3
EXISTING 8' WATE4 LINE ON SOUTH SIC'
OF HIGHWAY 21 IS NEXT TO PAVEMENT
NOT 1S' OFF PAVEMENT AS PLANS Sh,Om
16" RORF. IS 80' Ll INC. NOT 50' AS
PLANS SHOW.
ADD 30' 16" BORE
LF
30
$78.00
$2,340.00
ADD 30' 8" 0 LP
LF
30 '
$19.00
$570.00
ADD SPECIAL TXOC%T TRAFFIC CONTROL
EA
1
$2,310.00
$2,330.00
ADO 2 8. 90 BENDS FOR REVERSE TA2
EA
2
$20000
$400.00
ADD STABILIZED BACK FILL
EA
1
$600.00
$600.00
ADO ASPHALT RELAIR
SY
11
$55.00
$60S.00
TOTAL
$6,64S.00
;r
VOL
THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
Rao c 2
ELLIOTT CONSTRUCTION, INC.
P.O. 130X 4905 BRYAN, TX. 77805
OFFICE (409) 690-7071 FAX (409) 690.7152
MOBILE (409) 268-5409
TO: CHAPEL HILL CONSTRUCTION DATE: 6/5196
ATT: GLENN WEHRING
RE: BRAZOS COUNTY JUVENILE JUSTICE CENTER
ALT. ROUTE 8" WATER NORTH SIDE CF HIGHWAY 21.
ADD 8" D.I.P. _
LF
325
S1900
$6 175.00
ADD 2 8" FITTING :
EA
2
$200.00
$400.00
TOTAL
$6,575.00
IF WE HAVE TO GO UNDER BOX CULVERT '
ADD a- 0 1.P.
LF
40
$19.00
$760.00
ADD 8" 4S BENDS
EA
4
$200.00
$80000
_
ADO EXTRA LABOR
LS
1
1600 00
$600.00
_
TOTAL
$2160.00
DELETE 1 6- BORE
LF
SO
$78.00
$3,90000
VOIL
r ~ -111, -ilk I ma CONGULTINO ENGINEERING 8 LANC SUAVBYINO
4444 CARTER CREEK PKWY. SUITS 908 - SAYAN. TEXAS 77808 14061848-9866 (40911144-9084
df~i~io/yb ea: d7 GARRETT ENGINEERING 512 329 9557
)a\ 11 P'To
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June 19, 1996
Larry Miller. AlA - Project Manager
Croslin And Associates, Inc.
1114 Lost Creek Blvd.. Ste. 430
Austin, TX 78746
RE: BRAZOS COUNTY JUVENILE JUSTICE CENTER
Dear Mr. Miller.
We reviewed the following proposed additions:
1. additional water line fittings (already in place)
2. realignment of water line along Avenue "H"
3. change the location of the water line tap from south
or State Highway 21 to a water line tap approximately 325
feet northeast along State Highway 21, on the north side
of State Highway 21.
Please be informed that we reviewed these requests, and at this time feel that
the reAsions are appropriate.
I hope this letter provides what is required of us, and addresses any
engineering concerns you may have.
If you have any questions. or require additional information. please do not
hesitate to contact me at your convenience at (409) 846•- 2688.
Respectfully submitte
Donald D. Garrett, P.E.. R.P.L.S.
Garrett Engineering
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THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
ELLIOTT CONSTRUCTION, INC.
P.O. BOX 4905 BRYAN, TX. 77805
OFFICE (409) 690-7071 FAX (409) 690-7152
MOBILE (409) 268-5409
TO: CHAPEL HILL CONSTRUCTION DATE: 6/5/96
ATT: GLENN WEHRING
RE: BRAZOS COUNTY JUVENILE JUSTICE CENTER
ti
ITEM
ORESCRIPITION
UNIT
QUANTITY
UNIT PRICE
AMOUNT
1
EXTRA 8" FITTINGS ALREADY INSTAI LED
TO COMPLETE LOOP AROUND BUILDING.
8" 22.5 BEND STATION 9+ 17
EA
1
$200.00
$200.00
tl` 11 1/•1 BENZ) STATION 13+75
EA
1
S200.00
$200.00
8" 22.S BEND STATION 14193
EA
1
$200.00
$200.00
TOTAL
S600.00
2
6" WATLR LINE HAS TO BE MOVED
TO QTHEK 51UL OF AVE. B.
ADD 20 FT. 6" O.I.P
LF
20
$14.00
$280.00
ADD 2 6" 45 BENDS
EA
2
$160.00
$320.00
TOTAL
$600.00
3
EXISTING 8- WATER LINE ON SOUTH SIDE
OF HIGHWAY 21 IS NEXT TO PAVEMENT.
140T IS' OFF PAVEMENT AS PLANS St0%v.
16" RORF. IS 80' LUNG NOT SO' AS
PLANS SHOW.
ADO 30' 16" BORE
LF
30
$78.00
$2,340.00
ADD 30' 8" O.I.P
LF
30
$19.00
$570.00
ADO SPECIAL TXDOT TRAFFIC CONTRol.
EA
1
$2.330-00
$2.330.00
ADD 2 8" 90 BENDS FOR REVERSE TA2
EA
2
$200.00
$400.00
ADD STABILIZED BACK FILL
EA
1
$600.00
$60000
ADO ASPHALT REPAIR
SY
11
$55.00
$60500
TOTAL
$6.845.00
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DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
A
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ELLIOTT CONSTRUCTION, INC.
P.O. 130X 4905 BRYAN, TX. 77805
OFFICE (409) 690.7071 FAX (409) 690-7152
MOBILE (409) 268-5409
TO: CHAPEL HILL CONSTRUCTION DATE: 615/96
ATT: GLENN WEHRING
RE: BRAZOS COUNTY JUVENILE JUSTICE CENTER
ALT. ROUTE 8` WATER NORTH SIDE CF HIGHWAY 21.
ADD 8" D.I.P.
LF
325
$1900
$6 1 75 00
ADD 2 8" FITTING';
EA
2
$200.00
$400.00
TOTAL
$6,S75.00
IF WE HAVE TO GO UNDER BOX CULVERT.
ADD 8^ O.I.P.
LF
40
$19.00
$760.00
ADD 8" 45 BENDS
EA
4
$200.00
$800.00
_
ADD EXTRA LABOR
LS
1
160000
$600.00
TOTAL
$2160.00
DELETE 16- BORE
LF
50
$78.00
$3.90000
s
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 07/02/96
ITEM: Rgguest permission to enter E. T. Sikorski's property located off Opgrsteny
Road for the purpose of disposing (burial) of dead livestock (cow) for the health, safety
and welfare of the general public Signed permission form on file Site is located in
Precinct 3..
SOURCE OF FUNDS: N/A
1. PRESENTATION:
II. ACTION REQUESTED OR ALTERNATIVES:
S ITTE BY: APP ED
~cc~1
ichard F. Vance, P.E. Commis sio r Randy Sims
County Engineer Precinct
CC96-064
Approved in Commissioners' Court
Dat : -7 2
Alvin W. Jones,-County Judge
VOL
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BRAZOS COUNTY
PRIVATE PROPERTY ACCESS PERMISSION FORM
Commissioner Pct 4 Date 4-17-,94
V71r oPaRsoary /to
1. LANDOWNER AND ADDRESS CZ: 114~w ~ t3a Coe 7Ze& l.?"
II. LOCATION OF WORK
/ . nA N. G. ClAa
III. DESCRIPTION OF WORK TO BE DONE
OF
e
~ BRfDGE D~,Q
Alvin W. Jones
County Judge
Gary Norton
Commissioner Pot t
Sandie Walker
Commissioner Pct 2
Randy Sims
Commissioner Pct 3
Carey Cauley
IV. 'MAINTENANCE YES NO c/
IF YES, ESTIMATED FREQUENCY OF MAINTENANCE
(Owner will be notified prior to maintenance)
Richard F. Vance, P.E. C.E. (Ed) Iverson
County Engineer Engineering Aide
t
OWNER'S SIGNATURE
DATE 6 = /7- ?A
VOL,-~LPAQ~L2'F6'~'
rr
l
REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT-OF-WAY
TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS
BRAZOS COUNTY COURTHOUSE
BRYAN, TEXAS 77803
Formal notice Is hereby given that (applicant) Wickson Creek SUD proposes
to place a (type) Water line the right-of-way of (road),
Kurten Cemetery Rd. in Brazos County, Texas as Ollows:
The location or description of the proposed installation is more fully shown by 3
copies of the drawings attached to this notice.
I understand and agree that:
1. The County Engineer must be notified 72 hours prior to the beginning
of construction in order that they might be on hand to designate the actual
location of the installation.
2. That all damage to the roadways and right-of-ways will be repaired to
their original condition to the satisfaction of the County Engineer.
3. That Brazos County reserves the right to require Applicant to relocate
or lower any such line at no cost to Brazos County, should same become
necessary due to widening or lowering, or other alteration of the roadway
or right-of-way.
4. That Brazos County is in no way responsible for any damage that might
occur to any existing utility lines in the right-of-way.
5. That the line will be constructed and maintained on the County right-of-
way in accordance with governing laws.
6. That the line or lines will be constructed no less than forty-eight Inches
(48") lower than the center of the roadway whether there is, or Is not, a
borrow ditch.
7. That all sites will be barricaded during the construction period.
Construction of this line will begin on or after (date) 24thday of
June , 19 96
Firm: Wickson Creek, S.U.D.
By:j~s•~ Kent Watson
Title: General Manager
Address: P. 0. Box 4756
Bryan, Texas 77805
Phone: 409-589-3030
APPROVED BY COMMISSIONERS'
COURT ON:
Date '
Alvin W. Jones
County Judge
• 5 Ajo rfO
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THE FOLLOWING
DOCUMENT
IS THE BEST IMAGE
POSSIBLE
DUE TO
THE POOR QUALITY
OF THE ORIGINAL
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MAY 1996 TREASURER'S RE
FUND NAME
FUND BALANCE
INCOMING
INVESTED TEXPOOL
SUB•TO1
4130196
INTEREST-May
GENERAL FUND 12,385,978 59
1,222,645.85
31,006.30
13,639,6
ROAD & BRIDGE GENERAL 2,156,345.18
146,639.59
4,383.70 2,307,3
°
STATE LATERAL ROAD 82,689.49
8.46 357.63
83,0
GEN.OBLIG.DEBTSVC. 1,631,87946
75.52
708.41
1,632,6
GEN.PERMANENT IMPV. 6,807,525.18
575.98
(704.34)
6,807,3
y P ,.rSt I 1 ir. tin , . N'~ .t,; \kt i, l
HEALTH DEPARTMENT
85,619 59 42,936.65 - 128,5
4i , M.l c: ` n ;,.~.,+'k •.i. _..ti 't5.~ Rh ~y w~:la ^ t. ~
HEALTH & LIFE INSURANCE 515,629 80 176,761.94
1,382.86
693,7
\ .5e . > 4 ro, , •
BAIL BOND BOARD FUND 47,55309
181.40
47,7
z
W^/l/td 9 ? •,,5,'715.1, •w,~~~,f fv..e .Cn•i'.'` . f • "/.~'Y.et °ra`fl~•. • \ Y_ ~l{t'>,. ~.4y A' a
"tii~:~'w'd'C ~+6.:,wi Yi;'Sa A'{~J'.- ~(c~,.E~r a °.4/>f[~\'`\6'•` tr:. L~,`, .'Y~",k,°'~' A •:~'2~M. +'~'`rf~~~~p
TOTAL 23,713,220.38 1,589,825.39 37,134.56
25,340,1
Note: Gen Permanent Impv's Texpool interest is transfered to General Fund per Auditors Office
7
4
TT
Bickerstaff, Heath,
Smiley, Pollan, Kever & McDaniel, L.L.P.
1700 Frost Bank Plan 816 Congress Avenue
Austin, Texas 787012443 (512)47248021 Fix (612)320 5638 httlr//wow blckerstaRrnln/-bhs
I Stew BKkersud LJnda Acker
D" klMder- Marna L Ftaner Sara Hardner Leon Amy m,,
a
C Robert Heath- Myra A. McDaniel
Catherine Brown Fryer' Kein W Cole Mrtuel A Huerta Marco MuAet••-Or Counsel
Thomas M Pollan. Susan C. Oenta
J Greg Hudson MKhael Shaunrsq Madaon Jacbow Stephen N6-WCou,%W
' i
Ann Clarke Snell Robin A. Caaay
William D Dutat III- Valens P Kuk John II Knox • ar•+ w+ •a•w~wa. r..-
'
+
Andrew Keer- Kale tloM
ti a.. a r.w~+~wra.
Jesda Sduentea J Stephen Rail lo last Kallaon
carab'n L Sherman Manuel 0 Mendee
Deborah Hem" Loomis Chea Yon Dohlen Ana R Barker ' • w~..y
DoutW 0 Caro irrr• Bydney W Falk, Jr
Lena Ray Sherman Eric H Drammatd Angela Mehra Raab
June 26, 1996
Hon. Alvin Jones
County Judge
Brazos County
Brazos County Courthouse
300 East 26th Street
Bryan, Texas 77803
•
•
RE: Estimate for proposed redistricting
Dear Judge Jones:
This letter is in response to your request for an estimate of the cost of legal services to
the County in connection with the proposed modifications to Justice of the Peace and Constable
precincts. It is my understanding that certain members of the Commissioners Court believe it r
to be appropriate to reduce the number of such precincts within the County as a budgeting
measure. Obviously any such changes would need to be authorized and approved by the
Commissioners Court in the manner authorized by State and Federal law, and thereafter
submitted to the Department of Justice for preclearance. We estimate that the breakdown of
legal costs to assist the County in this matter would be as follows:
' i
Attorneys Hrs. Paralegal Hrs,
1. Retrieve, review and modify 3.0 15.0
existing JP Precinct plan
pursuant to Commissioners'
1 instructions; draft
appropriate Resolutions /
Orders i
ii
2. Prepare alternate plan(s) (1.0 per plan)* (3.0 per plan)* ,
*(optional)
C•^ r t
y k .
1
Hon. Alvin Jones
June 26, 1996
Page 2
3. Travel, attendance and presentation 8.0
at public hearing incorporated
into Commissioners Court meeting
4. Submission of plan to Department 4.0
of Justice
TOTAL 16.0
Attorney Hours 16.0 x $175 / hour = $2,800
Paralegal Hours 31.0 x $ 60 / hour = $1,860
I I.
8.0
5.0
31.0
Based upon the foregoing estimate of time, we propose that a budget of $4,660 would
be appropriate for assisting the County in these matters. Obviously, the budget would be
impacted by the consideration of additional redistricting plans. However, we have the capability
of bringing the redistricting computer and data to the Commissioners Courtroom at which time
numerous different plans can be considered and/or modified in a cost-efficient manner. In such
an event, we would draft the Commissioners Court Order in a manner so that the approved plan
could be attached as an Exhibit and incorporated by reference into the Order.
It is my understanding that the County desires that any redistricting changes to the Justice
of the Peace and Constable Precincts would not take effect until some time in 1997. Please note
that the newly elected Justices of the Peace (Nov. 1996) will be able to serve out the remainder
of their terms despite any subsequent changes or reductions in the number of Justice Precincts
made after January 1, 1997.
Thank you for the opportunity of submitting this proposal to Brazos County. In the past,
we have enjoyed working with the Commissioners Court and with Ruth McLeod on these issues.
If I can be of any further assistance to you, please do not hesitate to contact me at 1-800-749-
6646.
Very truly yours,
J. G g soli
A
JGH:
cc: Ruth McLeod
VC) Auh
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Draft Scope of Service
Regional Water Supply System Study
The following Brazos County, Texas, Public Water Supply entities, as well as the
county itself, want to conduct a region wide study of their mutual current and future
water supply interests:
Brushy Water Supply Corporation Brazos County Commissioners Court
Carlos Water Supply Council City of Bryan
City of College Station City of Navasota
Texas A&M University Wellborn Water Supply Corporation
Wickson Creek Special Utility District
These entities will be collectively identified as the Regional Water Committee - 50
(RWC50). This study will examine, on a regional basis, current and projected water
requirements, sources, qualities and costs. Opportunities for interconnecting the
treatment and distribution systems will be analyzed, as well as centralized operation
and maintenance. The potential use of surface water will be investigated. The
planning horizon for this study will be 50 years. The study area will be Brazos
County and the certificated areas of the RWC50 entities. The following are tasks
to be adressed, at a minimum, bu this study.
A. Quantity
Al. Determination of Water Needs
't
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A1.1
Review the assembled master plan information and determine the
projected populations,to be served for the regional area during the
planning horizon. Data on other usages, such as agricultural and
industrial, is to be incorporated if available. If not, estimates for
these usages will be made from Texas Water
Development Board
'
,
(TWDB) projections.
;
A1.2
Compare the projected populations developed in A1.1 above to
;
the TWDB's population projections.
A1.3
Review the projected water demands for the study area,
determine the total demand, and compare this demand to the
TWDB projections for the same area.
AIA
Discuss differences between the two sets of,•projections :'with;
participating entities. If difference between the master Olin projections
and the TWDB projections exceeds '15 percent in any one category;.
. ;
then a thorough analysis must be made of the discrepancies. If master
plan numbers are to be used in lieu of TWDB projections, prepare letter
to TWDB justifying use of alternative numbers and ask for their
concurrence.
A1.5 Develop an integrated geographical information system map of
regional area including:
A.1.5.1 All water system facilities denoting age, capacities and
service area of each facility. -
A1.5.2 Areas of projected population growth and water demand
information as available. It is anticipated that this
information is readily available, with the possible
exception of the small water users, and the major work
task would be bringing it together into one layout.
A2. Determination of Groundwater Availability
A2.1 Collect and review previous reports prepared on the availability of
groundwater in the area by the Cities of Bryan and College Station,
Texas A&M University, the TWDB, and the U.S. Geological Survey.
Collect and review data for large-capacity wells, and sand thickness
data from water well or oil and gas well electric logs drilled in the
area to help estimate the dependable yield of the groundwater in
the study area. •
A2.2 Estimate the time when the area demand for water exceeds
dependable yield from the aquifer. If master plan information does
not project far enough in the future, TWDB population and demand
projections will be used.
A2.3 Collect and review records for potable water production wells in
the study area to include well' age, pumping rates, specific
capacities, pumping water levels, static water levels, and total
production data. Also collect available data on required well and
pumping unit rehabilitation work.
A2.3.1 Estimate the total pumping rate under which the static ,
water level of the aquifer could be exgedted to, stabilize.
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A2.3.2 Estimate the resulting quantity shortfall that would be
required to be made up through altemate sources,
conservation or some combination.
A2.3.3 Discuss the significance of A2.3.1 and A2.3.2 above i
to the advance of salt water intrusion into the aquifer,
and the cost break point, if any, where the
development of alternative sources begins to offset
the costs of new wells.
A2.4 Analyze the data to assess water level declines overtime, water
quality changes, if any, average well rehabilitation or pumping
unit rehabilitation frequency and useful life expectancy of the
wells.
A2.5 Estimate the costs for rehabilitating or replacing wells as needed,
for each of the entities in the study, for the study period.
.A2.6 Estimate future pumping costs, taking into consideration deeper
pumping lifts as the overall pumpage increases to meet future
demands.
A2.7 Investigate modifications needed to each system to facilitate use
of common well field storage and transmission facilities.
A2.8 Analyze the feasibility of interconnecting the proposed shared
facilities with the existing transmission mains of each of the
systems for additional reliability.
A2.9 Develop at least two alternative scenarios for managing the
combined supply and transmission systems.
A2.10 Assess regulatory impact, if any, of combining the systems into one
source and transmission facility and present a timetable.
A2.11 Review advantages and disadvantages of each altemative requested
above by the following methods:
A2.11.1 Determine if there will there be benefits other than cost,
more reliability, less responsibility, loss unce- rtninty, and,
less chance, of facing large, unexpected repair bills for ,
each system?
,
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A2.11.2 Can current analysis tools provide better definition to
questions on distribution of demand and growth conditions
to allow closer matches of need versus additional
facilities?
A2.11.3 Determine If there is a way to manage a regional system
which will maximize the advantages and still maintain
significant local control?
b
S
A.3. Determination of Surface Water Availability
AM Present the currently available sources and quantities of surface
water, including managing agency's charters, authority, restrictions,
etc. where applicable.
A3.2 Explain the role of the Army Corps of Engineers, EPA and TNRCC
in surface water issues.
j
A3.3 Present the potentially available sources and quantities of surface
water available (HUP, TU etc.)
A3.4 Graphically show the Brazos County region and the potential surface
water sources available, and the region they encompass.
A3.5 Present the current costs of available surface water from various
souces.
11 A3.6 Examine the potential for an "option" type purchase of water, with a
"kick out" provision if another buyer petitions to buy the water, and
any additional potential purchase methods.
A3.7 Present the mechanism for transporting the surface water to the
study area vicinity for treatment, storage and distribution.
A3.8 Propose regional sites for treatment works for surface water.
•A3.9 Analyze and present the currently required -treatment for each
surface water supply identified. Include a discussion of potentially
required or desirable future treatment.
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A3.10 Analyze and present a recommended transmission system for
connecting a surface water supply to existing distribution networks.
Include a discussion of distribution system changes necessary to
accommodate regional considerations.
A3.11 Determine and present capital, operating and maintenace costs of a
surface water system in terms of both present value and cost per
1,000 gallons.
A3.12 Present alternative financing options available for a regional initiative
to buy, treat and distribute surface water.
A3.13 Present the legislative/regulatory requirements necessary to create
a Regional Water entity.
A3.14 Present an overall timetable for administrative, legislative/regulatory,
funding and design/construction activities for regional surface water
facilities.
A3.15 Assess the outlook for the available surface water to be "contracted
for" by other water supplies, and the timing imperatives incumbent on
this effort to contract or "reserve" available surface water.
A3.16 Present a mechanism for participating entities to independently
contract for surface water if progress on a regional initiative stalls.
Include a discussion of how a subsequent regional plan could
equitably distribute an entity's costs to date for such a water reserve.
S
F,
B. WATER QUALITY
B.1 The purpose of this section is to review the total spectrum of issues relating
to water quality from the existing ground water source and potential surface
water sources. The discussion should include current Standards of Chemical
Quality, Maximum Contaminant Levels for Microbiological Contaminants,
Radio Nuclides, Secondary Constituent Levels, Lead and Copper all as
defined in the Texas Natural Resources Conservation Commission Drinking `
. Water Standards (30 TAC 290.101 - 290.120)._ In addition, the discussion.
should include the epidemiological implications of common .water borne,
constituents (sodium, lead, carcinogens; etc.) Expected 'water quality
variation with each source (such, as' taste, odor 'and susceptibility,•to =
contamination by pathogens; parasites, virus, etc.j should be described. In
. - _ 1~
6
addition recent changes, and pending changes, in Federal Environmental
Protection Agency rules (Information Collection Rule, Enhanced Surface
Water Collection Rule and the Disinfectant/Disinfectant Byproduct Rule, etc.)
should be discussed for their impacts, immediate and potential, on water
quality and water treatment. The intent of this section is to offer the study
area authorities examining regional water issues, as well their customers
served, a brief but comprehensive discussion of the facts, opinions and
potential issues relating to the actual or expected quality of their water source
choices.
B1.1 Compile and/or review water quality parameter data for the existing
ground water source.
B1.2 Compile and/or review water quality parameter data for the potential
surface water sources.
B1.3 Discuss expected quality changes and related time frames of the
existing ground water source (salt water intrusion, etc.).
B1.4 Discuss expected, or not uncommon, variations to the quality of the
potential surface water sources.
B1.5 Discuss the outlook and costs of future treatment requirements for
any water source(s).
B1.6 Discuss the treatment alternatives available to remove/reduce the
most objectionable constituents to the public or industrial
development.
B1.7 Discuss the potential of "blending" the two water sources to achieve
the best compromise in water quality, or to compensate for seasonal
variations in surface water.
B1.8 Present national data to show how the current and contemplated
water quality would compare to*other Public Water Supplies. •
61.9 Perform regulatory analysis of the pluses and minuses of surface
water versus groundwater.
131.10 Discuss the risks of uncontrolled activity in aquifer recharge the zone,. .
and management measures that could midgate'those'risks.
VOA
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C. COST
C1. Determination of Groundwater Costs
CIA
Assemble estimated capital costs, primarily from master plan
information, for each existing producing system to continue to
proceed imdependently in providing supply, storage, and
transmission facilities to serve their respective service areas. These
costs must include costs for additional wells needed to meet
demands, in addition to the rehabilitation, repair or replacement costs
for existing wells.
C1.2
Annualize the capital costs and add projected operation and
maintenance costs to provide cost of service Information on a per
1,000 gallons of water produced and delivered to the distribution
reservoirs of the respective currently producing entities. These costs
will assume no treatment beyond that currently provided unless it is
required to meet regulatory requirements.
C1.3
Estimate the cost of providing treatment, as well as the location and
timing of such facilities, for each entity on an individual basis.
Treatment beyond that required by TNRCC or EPA is only to be
provided as specified by each entity.
C1.4
Estimate the total costs for providing treatment for all ground water
r
produced from the aquifer at the appropriate number of regionalized
facilities.
' C1.5
Estimate the costs of production wells and associated transmission
lines to convey Water from the up-dip locations to existing well
'
collection and and transmission line system.
`
' C1.6
Estimate the costs per 1,000 gallons of water produced and delivered
i
from wells located up-dip of existing production wells.
C1.7
Estimate the costs of new production wells and collection and
transmission lines in the up-dip area with treatment of water from
~
existing supply facilities: - - - - . - -
t
C1.8
Investigate possible sites for additional or replacement storage
and
,
transmission lines to move'ground o- su6ce water to the points of
' . '
'
use....
P
O
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8
C1.9
Determine efficiencies of existing production and transmission
facilities versus efficiencies of new facilities and develop estimates
of cost savings (if any) for operation of new facilities.
C1.10
Determine the recommended facilities necessary for a regional
groundwater system.
C1.10.1 Estimate the costs for such a regional system.
C1.10.2 Determine the pro rata share of the regional capital costs
to each entity.
C1.10.3 Determine the pro rata share of the operation and
maintenance costs to each entity.
C1.10.4 Determine the effective cost per 1,000 gallons to each
entity (Public Water Supply).
C2. Determination of Surface Water Costs
C2.1
Identify each potential surface water source. Where the source is
currently managed by a governing entity, discuss the current water
contract rates. Where the source is undeveloped, or rates not
established, estimate the costs for the water on an acre-foot and cost
per 1,000 gallon basis.
C2.2
Where existing. contract rates exist, discuss the potential for
alternative contracting mechanisms, such as "option" purchases to
reserve the right of first refusal.
C2.3
Identify and expINn the most advantageous site(s) for regional
surface treatment works, for each potential surface water source.
C2.4
For each potential surface water source, explain the necessary steps
to convey the. raw water to . transmission pumping site(s),
transmission line(s) to the regional treatment facility(ies), required
treatment, and pumping/oonveying the treated water to the entity
'
distribution systems.
C2.5
For each potential surface water source estimata the total capital,
operating and maintenance costs for the fac??* : , °-'.:,.,',:-rd
above. Show the costs in terms of 50 year prc-sZid. value par 1,000
•
gallons.
• r
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C2.5.1 Determine the pro rata share of the regional surface water
capital costs to each entity.
C2.5.2 Determine the pro rata share of the regional surface water
operation and maintenance costs to each entity.
C2.5.3 Determine the effective cost per 1,000 gallons to each
entity (Public Water Supply).
C3. Determination of Costs for a Combined Groundwater/Surfacewater
System
C3.1 Analyze and discuss the potential for, and advantages of, a
combined groundwater - surface water system.
C3.2 Using information from C1 (Groundwater Costs) and C2 (Surface
Water Costs) above, explain the potential advantages of a hybrid
system of regional groundwater and surface water facilities.
C3.3 Examine the potential for, and timing issues associated with, a
surface water reserve contract to be "triggered" by future events or
developments. Analyze the cost distribution on an entity pro rata
share basis of that possibility. Present the cost on a per 1000 gallon
basis for such a water reserve to each entity.
C3.4 Estimate and present the costs of a regional groundwater - surface
water system.
C3.4.1 Determine the pro rata share of the regional capital costs
to each gntity.
C3.4.2 Determine the pro rata share of the operation and
maintenance costs to each entity.
C3.4.3 Determine the effective cost per 1000 gallons to each
entity (Public Water Supply).
D. Individual Entity Issues
A
E. Schedule and Administratiave
10
E1. Kickoff Meeting To be Determined
E2. 50% Submission to RWC50 10th Week after Kickoff
E3. 50% Review Meeting 12th Week after Kickoff
E4. 90% Submission to RWC50 22nd Week after Kickoff
E5. 90% Review Meeting 24th Week after Kickoff
E6. Final Submission 27th Week after Kickoff
E7. Final Review Meeting 29th Week after Kickoff
E8. Administrative Details
E8.1 The Kickoff Meeting will be scheduled following action by the TWDB
on the Matching Grant application of the RWC50.
E8.2 Individual RWC50 member entities will make available to the
consultant copies of master planning and other relevant
information/documents.
E8.3 Each submission will be 18 copies, two copies to each RWC50
member.
E8.4 The final submission will be in tabbed, three ring binder format.
Eighteen copies should be budgeted, with provision for individual
entities to request and pay separately for additional copies at cost.
E8.5 The consultant will maintain meeting minutes of each Review
Meeting and distribute copies to RWC50 members within three works
days of each Review Meeting. Facsimile copy of the minutes will be
satisfactory for this requirement.
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` ~w1 F of
Brazos RiverAuthority QUALITY • CONSERVATION • SERVICE
June 26, 1996
Mr Chuck Sippial
Assistant Vice President for Physical Plant `
Texas A&M University
College Station, Texas 77843-1371
Re. Texas Water Development Board Planning Grant Application Letter Agreement
Dear Mr. Slpplal:
This letter constitutes an Agreement between the Regional Water Committee-50 and the Brazos
River Authority to prepare a Texas Water Development Board Planning Grant Application and to
obtain professional services as requested in your letter dated June 12, 1996.
Also, in response to that letter, HDR Engineering, Inc, has been contacted and is interested in
assisting the Authority in preparing and submitting an Application for the Brazos County Regional
Water Supply System feasibility study. HDR's services shall not exceed $4,500 without written
approval from RWC-50. The Authority will be reimbursed on a monthly basis for all costs
associated with HDR's contract for professional services.
The Authority shall, with the assistance of I1DR, prepare and submit an Application to the Texas
Water Development Board on or before July 8, 1996, for the Brazos County Regional Water
Supply System feasibility study.
The RWC-50 entities shall provide the Authority and/or HDR with any and all requested
information and must respond to the request within 24 hours because-of the application deadline.
y
Please have the RWC-50 entities execute this Agreement and return it to the Authority as soon as
possible. %
t Sincerely, I ;
ROY A. ROBERTS, P.E.
General Manager
RAP rp ;
q:\files\projects\m& syst\sippial.696
:44=obbsl)rim • P.O.Box7555 • Waco,Te=76714-7555 '
• ,"y 3. `~817-776-1 ■~44 FAX81TA
ATTEST:
Accepted and agreed to this 26th day of June, 1996.
BRAZOS RIVER AUTHORITY
ROY A. ROBERTS. P.E.
General Manager
Assistant Secretary
i
Regional Water Committee-50 Entities
Texas A&M University
By:
ATTEST: (Name)
(Title)
(Title)
Brazos County Commissioners Court
By: ' . -;3 - - 1-1
ATTEST: (Name 1vin W- Jones
(Title) County Judge
(Title)
City of Bryan
By
ATTEST: (Name)
(Title)
(Title) 5 - - - -
''VIDL PA. in 4/2
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' 1 .-....-lcsi.-a, u.-r.+-.l ..r. a.-N V+-Y.~(..s.-a1+L.v.SJ.II~..3`=._-- ~ f ~ f: 1,1
ATTEST.
(Title)
ATTEST:
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(Title)
ATTEST:
(Title)
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City of College Station
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By.
(Name)
(Title)
Wellborn Water Supply Corporation
i
By: I,
(Name)
(Title)
Wickson Creek Special Utility District
By:
(Name) I
(Title)
r
v0 PAS .
The foregoing minutes of the Commissioners Court meeting
held July 2, 1996 have been examined and are approved in open
Court this the 147r= day of 1VOU&r..,1996, in
Bryan, Brazos County, Texas.
Alvin W. Jones
County Judge Commi
C-~L Y-. . xasz~- -
an ie W ker
Randy S^- s
NZ:
Commission recinct 2 Comm i siner, Precinct 3
6m4,,-
Carey Cau
K
ey,
t2.- - /
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ttlat-G-
Mary n Ward
commissio
ner,
Preci c 4
County Clerk
,~~..-..-fin. w~.:. _.i~, '1.).L•~f. .t~, Ji ;!.6,:,.', f oner, Precinct 1
V0' P
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/
Gary oh-