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BRYAN. TEXAS 6
DEPUTY ,
AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY,
SEPTEMBER 16, 1997 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 Jones.
2. Pledge of Allegiance - Commissioner Jones.
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 onlagenda items 4 -24:
4. Budget Amendment 96/97 -41.
S. Personnel Change of Status.
6. Payment of Claims.
7. Order Amending, Abolishing and Adopting Precincts for the Election of Justices of the
Peace and Constables in Brazos County, Texas.
8. Contract for Services from Brazos Beautiful, Inc.
9. Interlocal Government Agreement with the City of College Station for the conduct of
joint election on November 4, 1997.
10. Brazos Valley Law Enforcement Mutual Assistance Agreement
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11. Application for participation in the State and Local Assistance -50 Emergency Management
Agency program.
12. Tax Resale Deed and authorization for County Judge to execute deed for Lots 8 and 9,
Block 215, City of Bryan, Brazos County, Texas to C. E. Homes.
13. Resolution relating to approval of the Franciscan Services Corporation Revenue Bonds,
Series 1997 A (St. Joseph Regional Health Center).
14. Resolution relating to approval of the Franciscan Services Corporation Revenue Bonds,
Series 1997 B (St. Joseph Manor).
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Commissioners Court Meeting Agenda
September 16, 1997
Page Two
15. Request by Road & Bridge Department to enter Victor Dittfurth's property located off i
Harris Lane for the purpose of obtaining water from stock pond and (possibly) stock
piling material for road improvements. Site is located in Precinct 2.
16. Request from Ferguson - Burleson County Gas Gathering System to place road bore in the �.
right -of -way of Long Trussel Road approximately 1.2 miles south of its intersection with
Cobb Road. Site is located in Precinct 3.
17. Request from Wickson Creek Supply Utility District to place two road bores in the right- ,
of -way of Hicks Lane beginning approximately 2,650 feet from its intersection with FM
158. Site is located in Precinct 3.
18. Request from GTE to place a buried cable installation in the right -of -way of Stagecoach
Road beginning at its intersection with Smuggler's Road extending to Hunter's Creek
Road. Site is located in Precinct 1.
19. Request from GTE for a road bore/buried cable installation in the right -of -way of Hopes
Creek Road at its intersection with Dowling Road. Site is located in Precinct I.
20. Request from GTE for a road bore/buried cable installation in the right -of -way of Gandy
Road beginning 1,824 feet from its intersection with Old Wellborn Road continuing
northeast for a distance of 150 feet. Site is located in Precinct 1.
21. Request from GTE for a road bore/buried cable installation in the right -of -way of Fickey
Road beginning 1000 feet from its intersection with SH 21. Site is located in Precinct
2
22. Contract for services to transport deceased to Bexar County Medical Examiners Office.
23. Blanket Purchase Orders.
24. Requisitions for the following:
a. Equipment for Narcotics Trafficking Task Force from District Attorney Crime Fund
b. Safety vest for Juvenile Services from General Fund
c. Desks for District Clerk from General Fund
d. Chairs for District Clerk from General Fund
e. Computer replacement for Justice of the Peace, Precinct 7/1 from Capital Projects
fund
f. Electronic data/file stamps for District Clerk from Capital Projects Fund
g. Computer /monitor /software for County Clerk from County Clerk Records Manage-
ment Fund
h. Cab tractor for Road & Bridge from Capital Projects Fund
i. Cargo van for Maintenance from Capital Projects Fund.
25. Acknowledge receipt of monthly reports from Department Heads and Elected Officials.
26. Call for citizen input and/or concerns.
27. Announcement of interest items and possible future agenda topics.
28. Adjourn.
- The Courthouse 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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15. Request by Road & Bridge Department to enter Victor Dittfurth's property located off i
Harris Lane for the purpose of obtaining water from stock pond and (possibly) stock
piling material for road improvements. Site is located in Precinct 2.
16. Request from Ferguson - Burleson County Gas Gathering System to place road bore in the �.
right -of -way of Long Trussel Road approximately 1.2 miles south of its intersection with
Cobb Road. Site is located in Precinct 3.
17. Request from Wickson Creek Supply Utility District to place two road bores in the right- ,
of -way of Hicks Lane beginning approximately 2,650 feet from its intersection with FM
158. Site is located in Precinct 3.
18. Request from GTE to place a buried cable installation in the right -of -way of Stagecoach
Road beginning at its intersection with Smuggler's Road extending to Hunter's Creek
Road. Site is located in Precinct 1.
19. Request from GTE for a road bore/buried cable installation in the right -of -way of Hopes
Creek Road at its intersection with Dowling Road. Site is located in Precinct I.
20. Request from GTE for a road bore/buried cable installation in the right -of -way of Gandy
Road beginning 1,824 feet from its intersection with Old Wellborn Road continuing
northeast for a distance of 150 feet. Site is located in Precinct 1.
21. Request from GTE for a road bore/buried cable installation in the right -of -way of Fickey
Road beginning 1000 feet from its intersection with SH 21. Site is located in Precinct
2
22. Contract for services to transport deceased to Bexar County Medical Examiners Office.
23. Blanket Purchase Orders.
24. Requisitions for the following:
a. Equipment for Narcotics Trafficking Task Force from District Attorney Crime Fund
b. Safety vest for Juvenile Services from General Fund
c. Desks for District Clerk from General Fund
d. Chairs for District Clerk from General Fund
e. Computer replacement for Justice of the Peace, Precinct 7/1 from Capital Projects
fund
f. Electronic data/file stamps for District Clerk from Capital Projects Fund
g. Computer /monitor /software for County Clerk from County Clerk Records Manage-
ment Fund
h. Cab tractor for Road & Bridge from Capital Projects Fund
i. Cargo van for Maintenance from Capital Projects Fund.
25. Acknowledge receipt of monthly reports from Department Heads and Elected Officials.
26. Call for citizen input and/or concerns.
27. Announcement of interest items and possible future agenda topics.
28. Adjourn.
- The Courthouse 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
SEPTEMBER 16, 1997
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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, September 16, 1997, with the following
members of the Court present:
Alvin W. Jones, County Judge, Presiding;
Tony Jones, Commissioner of Precinct 1;
Wm. S. Thornton, 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 the citizens and officials in
attendance.
Commissioner Jones gave the invocation and led the pledge
of allegiance.
There was no citizen input and /or concerns.
The Court next considered Budget Amendment #96/97 -41.1
through 41.5, which would increase funds budgeted for the
361st District Court, Fire Protection, Court Support, Health
Department Support, Juvenile Services and transfer funds to
capitol projects from Road & Bridge and Juvenile Services. 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 proceeded to consider the change of status of
the following employees.
NAME DEPARTMENT REASON
Clark, Bradford County Attorney Transfer
Van Tassel, W. County Attorney Resignation
Van Tassel, W. County Attorney New Employee
Matzke, William F. County Attorney Tran w/i dept
Sullivan, Amanda County Attorney Transfer
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On motion by Commissioner Sims, seconded by Commissioner
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Cauley, the Court voted unanimously to approve the changes as
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submitted.
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Commissioners Court meeting September 16, 1997
The Court next considered the following Claims as
submitted by the County Treasurer for payment:
97- 010153 through 97- 010387
On motion by Commissioner Cauley, seconded by Commissioner
Sims, the Court voted unanimously to approve the Claims as
submitted.
The next matter for consideration was an Order Amending,
Abolishing and Adopting Precincts for the election of Justices
of the Peace and Constables in Brazos County, Texas. Commis-
sioner Jones moved to table consideration. Commissioner
Thornton seconded the motion. Commissioners Jones, Thornton,
Sims and Cauley voted "Aye ". The motion carried.
The next matter before the Court was approval of a
Contractual Agreement between Brazos County and Brazos
Beautiful for the education of the public on recycling and
litter control. Brazos County will fund $12,000.00 annually.
on-motion by Commissioner Thornton, seconded by Commissioner
Cauley, the Court voted unanimously to enter into contractual
agreement with the Brazos Beautiful. A copy of the
contractual agreement is attached hereto.
The Court next considered an Interlocal Government
Agreement with the City of College Station for the conduct of
a joint election on November 4, 1997 as authorized in Section
271.002(b) of the Texas Election Code. The Governor has
called a special election on that date for the purpose of
adopting or rejecting the proposed constitutional amendments
submitted by the 75th Legislature. The City of College
Station has ordered a Special Election to determine whether it
shall be authorized to proceed with construction of a
Convention Center. On motion by Commissioner Cauley, seconded
by Commissioner Sims, the Court voted unanimously to hold a
joint election with the City of College Station. College
Station will reimburse Brazos County for 30% of the following
costs:
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Commissioners Court meeting September 16, 1997
a) all costs incurred for polling places
located in the City of College Station.
b) compensation paid to Judges, Clerks,
services, and supplies at all polling
places in the City of College Station,
including all five early voting
locations.
c) cost of all publication of all required notices.
d) costs of Early Ballot Board and Central
Counting College Station.
The Court next considered Mutual Assistance Agreement for
the Brazos valley Narcotics Trafficking Task Force. The Texas
Narcotics Control Program requires Task Forces to maintain
Mutual Assistance Agreements with all police departments,
sheriff's offices, and the District Attorney's offices in the
service area. On motion by Commissioner Sims, seconded by
Commissioner Cauley, the Court voted unanimously to authorize
the County Judge to execute the Mutual Assistance Agreement.
A coy of the Agreement is attached hereto.
The next matter before the Court was an application by
Brazos County Interjurisdictional Emergency Management to the
Division of Emergency Management of the Texas Department of
Public Safety for participation in the State and Local
Assistance 50 Emergency Management Agency Program. This
program would provide $35,739 for the salaries and benefits,
travel and other related expenses. On motion by Commissioner
Sims, seconded by Commissioner Cauley, the Court voted
unanimously to authorize the County Judge to execute the
application on behalf of Brazos County for funding and to
accept such grant funds should they be awarded.
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to authorize the County
Judge to execute a Tax Resale Deed to the following
individual:
C. E. Homes - Lots 8 and 9, Block 215, City of Bryan,
Brazos County, Texas.
a On motion by Commissioner Thornton, seconded by
Commissioner Jones, the Court voted unanimously to adopt a
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Commissioners Court meeting September 16, 1997
resolution approving the issue $45,000,000 dollars in
Franciscan Services Corporation Revenue Bonds, Series 1997 A
(St. Joseph Regional Health Center). The County has no
liability and there will be no tax dollars involved.
On motion by Commissioner Thornton, seconded by
Commissioner Cauley, the Court voted unanimously to adopt a
resolution approving the issue of $18,000,000 dollars in
Franciscan Services Corporation Revenue Bonds, Series 1997 B
(St. Joseph Manor). The County has no liability and there
will be no tax dollars involved.
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 Victor Dittfurth
on Harris Lane in Precinct 2 to obtain water from the stock
pond and (possibly) stockpile material for road improvements.
On* motion by Commissioner Thornton, seconded by Commissioner
Sims, the Court voted unanimously to authorize the work.
The Court next considered the request from Ferguson-
Burleson County Gas Gathering System to place a road bore in
the right -of -way of Long Trussel Road in Precinct 3
approximately 1.2 miles south of its intersection with Cobb
Road. Included with the request is company check #8761 in the
amount of $500.00. The County Engineer stated that all
appeared to be in order and recommended approval. On motion
by Commissioner Thornton, seconded by Commissioner Cauley, the
Court voted unanimously to approve the request from Ferguson -
Burleson County Gas Gathering System and authorized the
installation. A copy of the request is attached hereto.
The Court next considered the request from Wickson Creek
Special Utility District to place two (2) road bores in the
right -of -way of Hicks Lane approximately 2,650 feet from its
intersection with FM 158 in Precinct 3. The County Engineer
stated that all appeared to be in order and recommended
approval. On motion by Commissioner Sims, seconded by
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Commissioners Court meeting September 16, 1997
Commissioner Cauley, the Court voted unanimously to approve
the request from Wickson Creek Special Utility District and
authorized the installation. A copy of the request is
attached hereto.
The Court next considered the request from GTE to place
a buried cable installation in the right -of -way of Stagecoach
Road beginning at its intersection with Smuggler's Road
extending to Hulnter's Creek Road. The site is located in
Precinct 1. The County Engineer recommended denial because
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cable will be placed just in the edge of the road. On motion
by Commissioner Jones, seconded by Commissioner Cauley, the
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Court voted unanimously to deny the request from GTE.
The Court next considered the request from GTE to place
a road bore /buried cable installation in the right -of -way of
Hopes Creek Road at its intersection with Dowling Road in
Precinct 1. The County Engineer stated that all appeared to
be in order and recommended approval. On motion by
Commissioner Jones, seconded by Commissioner Thornton, the
Court voted unanimously to approve the request from GTE and
authorized the installation. A copy of the request is
attached hereto.
t The Court next considered the request from GTE to place
a road bore /buried cable installation in the right -of -way of
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f Gandy Road beginning 1,824 feet from its intersection with Old
Wellborn Road continuing northeast for a distance of 150 feet
r in Precinct 1. The County Engineer stated that all appeared
to be in order and recommended approval. On motion by
Commissioner Jones, seconded by Commissioner Thornton, the
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Court voted unanimously to approve the request from GTE and
r authorized the installation. A copy of the request is
' attached hereto.
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k The Court next considered the request from GTE to place
a road bore /buried cable installation in the right -of -way of
Fickey Road beginning 1,000 feet from its intersection with SH
` 21 in Precinct 2. The County Engineer stated that all
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Commissioners Court meeting September 16, 1997
appeared to be in order and recommended approval. On motion
by Commissioner Thornton, seconded by Commissioner Cauley, the
Court voted unanimously to approve the request from GTE and
authorized the installation. A copy of the request is
attached hereto.
The next matter before the Court was approval of a
Contractual Agreement between Brazos County and Daniel & Son
Funeral Home for the removal of a body from the place of death
and the transport of body to the Bexar County Medical
Examiners office. The cost to Brazos County will be $125.00
for staff & professional services plus $1.25 per loaded mile
to Medical Examiners Office in San Antonio. $520.00 for round
trip to the Medical Examiners office in Bexar County and
$100.00 for a disaster pouch if needed. On motion by
Commissioner Sims, seconded by Commissioner Cauley, the Court
voted unanimously to enter into contractual agreement with
Daniel & Son Funeral Home. A copy of the contractual
agreement is attached hereto.
The Court proceeded to consider the following blanket
Purchase Orders:
EOS DC Collections $1,500
' B.I.S.D Juv Services $ 750
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to approve the Blanket
Purchase Orders as submitted.
The Court next considered approval of requisitions for
the following purchases:
a) Recording System for BVNTTF $1,790.00
from DA Crime Fund
b) Bullet Proof Vest for Juvenile Services
$298.72 from General Fund
c) Desks for (District Clerk $595.50 from
General Fund
d) Chairs for District Clerk $415.00 from
General Fund.
e) Computer for Justice of the Peace
Precinct 71Place 1 $972.00 from Capital
Projects Fund.
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Commissioners Court meeting September 16, 1997
f) Electronic Data /file stamps for District
Clerk $938.00 from Capital Projects Fund.
g) Monitor /Software for County Clerk
$1,408.00 from County Clerk Record
Preservation Fund.
h) Cab Tractor for Road & Bridge $26,852.46
from Capital Projects Fund.
i) Cargo Van for Maintenance $14,959.00 from
Capital Projects Fund.
On motion by Commissioner Sims, seconded by Commissioner
Cauley, the Court voted unanimously to approve requisitions A
through I with item H to be paid from Road & Bridge.
The Court acknowledged receipt of the Extension Service
reports for August 1997 and acknowledged receipt of reports
from the following County and Precinct Offices showing
revenues collected and remitted to the County Treasurer:
County Clerk
District Clerk
Justice of the Peace Precinct 4
Justice of the Peace Precinct 5
Justice of the Peace Precinct 7 P1 1
Justice of the Peace Precinct 7 P1 2
Justice of the Peace Precinct 2
Justice of the Peace Precinct 1
Justice of the Peace Precinct 3
Constable Precinct 5
Constable Precinct 7
Brazos County Events Facilities
Tax Assessor /Collector
Road & Bridge
A copy of the Officials' reports can be viewed in the County
Auditor's office.
There was no citizen input and /or concerns.
The County Judge made the following comments:
1) Three elected officials have requested an
appearance before the Salary Grievance
Committee. The meeting will be held
Wednesday, September 24, 1997 in the
272nd District Courtroom at 3:30 p.m..
2) There will be a Public Hearing to discuss
the proposed budget on Monday, September
22, 1997 at 10:00 a.m. in the
Commissioners Courtroom.
3) The District Clerk asked that the Salary
Grievance Committee members be comprised
of local citizens.
There being no further business to come before the Court,
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f'1 the meeting was adjourned.
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The foregoing minutes of the Commissioners Court meeting
held September 16, 1997 have been examined and are approved in
open Court this the al S day of
in Bryan, Brazos County, Texas.
Alvin W. Jone ny J
County Judge Commi s oner, Precinct 1
W hornton
Commissioner, Precinct 2
jo.. - / & � Z4 .gib
Carey C u ey, Jr. Katy and
Commiss oner, Prec nc 4 County Clerk
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/ BRAZOS COUNTY COMMISSIONERS' MEETING ON AT Se t, �6 X997 A. M.
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BRAZOS COUNTY COMMISSIONERS' MEETING ON SQPf •�61 1997
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nPk%0S COUNTY; TEXAS
BUDGET AMENDMENT(S) FOR THE 1996 -1997 BUDGET YEAR
NO. 96/97 -41.1 through 41.5
On this the 16th day of September 1997 at a reqular meeting of the
Commissioners' Court, the following members were present:
Alvin W. Jones, County Judge, Presiding
Tony Jones, Commissioner, Precinct 1;
Wm. S. Thornton, 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 September 16, 1997 the Court heard and
approved a budget amendment for the 1996 -1997 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 August 8, 1996
the following amendment(s) to the original are hereby authorized,
as described on the attached page(s).
ADOPTED AND APPROVED this the 16th day of September 1997.
THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS.
F j By: _ Alvin W. Jones, County Judge
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Original: County Clerk's Office and attached to the original
budget
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Copies: County Auditor
t County Treasurer
1 Commissioners' Court Minutes
i Budget Amendment File
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BUDGET AMENDMENTS
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[)GET AMENDMENPS
NO. %/97 -41.4
9/16/97 -- - - - -- -- -
DR /CR
ACCOUNT NAME
Increase
Decrease
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Heavy Equipment
S 219,300.00
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Equipment Maintenance
S 27,000.00
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$ 126,300.00
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$ 25,000.00
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Equipment Rental
S 41,000.00
To transfer funds to Capitol Proiects for
Prepared By: IQ Approved By:
Date: 9/10/97 Date: 5k-(l
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BUDGET AMENDMENTS
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CONTRACT FOR SERVICES FROM BRAZOS BEAUTIFUL, INC.
THE STATE OF TEXAS
COUNTY OF BRAZOS
This is an agreement by and between the County of Brazos
(hereinafter referred to as "COUNTY ") and BRAZOS BEAUTIFUL, INC.,
a non - profit association for the improvement of Brazos County
(hereinafter referred to as " BRAZOS BEAUTIFUL ").
WHEREAS, BRAZOS BEAUTIFUL is an educational volunteer
organization dedicated to improving waste handling practices (i.e.,
recycling and the buying of recycled products) and improving litter
control in Brazos County; and
NOW, THEREFORE, FOR AND IN CONSIDERATION of mutual promises
recited herein, the parties agree as follows:
1. BRAZOS BEAUTIFUL shall provide services to the County as
follows:
Assist in coordination of Christmas tree recycling, telephone
book recycling two times a year, distribution of the recycling
directory to include the Citizen Collection Stations in rural
Brazos County.
Educate the community on the need for buying recycled products
through the use of displays in the local schools, libraries,
shopping malls, and wherever else requested.
Organize and train area teachers on the importance of litter
abatement, recycling, buying of recycled products, maintain
recycling boxes in area schools used as teaching aids and
maintain a lending library to assist area teachers in teaching
litter control and reuse practices.
Promote all adopt road programs in the county through a
newsletter.
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2. BRAZOS BEAUTIFUL, INC. will be funded by the COUNTY in
the amount of Twelve Thousand Dollars ($12,000.00), from the County
1997 -98 Fiscal Year funds to be used for salaries, rent, telephone,
and other operating expenses.
3. BRAZOS BEAUTIFUL shall maintain fiscal records and
supporting documentation in the form of canceled checks, payroll
records, invoices, or other documents required for all expenditures
of funds made under this agreement.
4. BRAZOS BEAUTIFUL shall submit a financial statement to
COUNTY annually.
5. All notices and documentation required to be sent to
COUNTY shall be forwarded to
ALVIN W. JONES
County Judge
Brazos County Courthouse
300 East 26th St., Suite 114
Bryan, Texas 77803
6. It is understood and agreed that COUNTY'S participation
in BRAZOS BEAUTIFUL is limited to the contribution of funds.
COUNTY at no time shall be liable or responsible for the acts of
BRAZOS BEAUTIFUL, INC. it agents, or employees. BRAZOS BEAUTIFUL,
INC. at no time shall be liable or responsible for the acts of
BRAZOS COUNTY, its agents or employees.
7. Either of the parties shall have the right to terminate
this agreement in whole or in part at any time. Notice to
terminate this agreement will be given in writing at least thirty
(30) days prior to the date of termination. The notice shall
include the reasons for such termination, the effective date of the
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termination, and in the case of partial termination, the portion of
the agreement to be terminated.
SIGNED this day of , 1997.
BRAZOS BEAUTIFUnL, INC. BRAZOS COUNTY
A. - By
Administrator Count Judge
04GG /e ATTEST:
Chairman of the Boa td
County C&erk Tim
a:omtrsi W98bbeautsom
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INTERLOCAL GOVERNMENT AGREEMENT
This agreement, made this � day of August, 1997 by and between the CITY
OF COLLEGE STATION and BRAZOS COUNTY.
WHEREAS, the Governor of the State of Texas has ordered a Special
Election to be held in all counties on Tuesday November 4, 1997 for the purpose
of adopting or rejecting the proposed Constitutional Amendments as submitted
by the 75th Legislature, Regular Session, of the State of Texas.
WHEREAS, the City of College Station has ordered a Special Election to
be held Tuesday, November 4, 1997 for the purpose of determining whether said
governing body shall be authorized to proceed with construction of a Convention
Center.
WHEREAS, Section 271.002(b) of the Texas Election Code authorizes
more than one political subdivision to enter into an agreement to hold elections
jointly; and
WHEREAS, BRAZOS COUNTY and the CITY OF COLLEGE STATION
will hold elections on the same day; and
WHEREAS, the parties to this agreement desire that a joint election be
held that is cost effective and convenient for the citizens of Brazos County and
College Station.
NOW THEREFORE BE IT RESOLVED that a joint election be held by
BRAZOS COUNTY, TEXAS and the CITY OF COLLEGE STATION under the
following terms and conditions, and the parties herewith agree with said
conditions:
I. That there shall be one ballot that contains all
Constitutional Amendments and Propositions.
II. That there shall be one set of ballot boxes to be used at
the common polling places.
III. That election forms used and records maintained be
combined in a manner convenient and adequate to record
and report the results of the election for BRAZOS COUNTY,
and the CITY OF COLLEGE STATION.
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Agreement 97
Page 2
IV. That the tabulation of the precinct results shall be in a
manner to facilitate the canvass of the returns by the
Brazos County Commissioners Court and the City of College
Station, independently.
V. That the City of College Station shall be responsible for
the Spanish translation of all city related propositions.
VI. That the implementation and actual management of the joint
election shall be with BRAZOS COUNTY with assistance from
the College Station City Secretary and staff. The
implementation and management of the election shall include
the following:
A. The securing of qualified individuals to serve as
election judges for each polling place within the voting
precinct.
B. The securing of the location and facilities where
election is to be located.
C. The securing of the official ballots, election materials
and supplies requisite to the proper administration of
elections under the Texas Election Code.
D. Securing of a contract for election services and
supplies which includes counting of ballots with Texas
Voting Systems, Inc.
E. COUNTY to be responsible for conducting early voting at
the Brazos County Courthouse, Galilee Baptist Church,
Arena Hall, College Station Independent School
Administration Building and Memorial Student Center on .
Texas A&M Campus.
VII. The amount to be paid by the CITY OF COLLEGE STATION to
BRAZOS COUNTY for services rendered by said County in
the Special Election to be held on Tuesday, November 4,
1997 is:
A. BRAZOS COUNTY will pay all cost in total.
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Page 3
B. The CITY OF COLLEGE STATION will reimburse BRAZOS
COUNTY for certain costs in accordance with the
following schedule.
1. 30 percent of all costs incurred for polling
places located in the City of College Station.
2. 30 percent of compensation paid to Judges,
Clerks, services, and supplies at all polling places
in the City of College Station, including all five
early voting locations.
3. 30 percent of the cost of publication of all
required notices.
4. 30 percent of costs of Early Ballot Board and
Central Counting Station.
C. The CITY OF COLLEGE STATION shall be responsible for the
submission of appropriate documents to the Attorney General, Civil
Rights Division, Voting Section, Department of Justice, in
Washington, D.C. to pursue preclearance of the election.
NOW, THEREFORE BE IT RESOLVED that the two entities of Brazos County
and the City of College Station agree to conduct a joint election for the
convenience of Brazos County voters on Election Day, November 4, 1997.
fb
APPROVED this ag day of August, 1997.
BRAZOS COUNTY, TEXAS
Alvin . Jones
County Judge
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Mary ArA Ward
Brazos County Clerk
CITY OF COLLEGE STATION
Lynn Mcllhaney
Mayor
6�t• '
Connie Hooks
City Secretary
APPROVED AS TO FORM: ;Z /
Jim Kuboviak, County Attorney Harvey C , Cit t y
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BRAZOS VALLEY LAW ENFORCEMENT
MUTUAL ASSISTANCE AGREEMENT
WHEREAS, pursuant to the powers granted under Article XI, Section 5, of the Texas
Constitution, Chapter 791 of the Texas Government Code and Chapter 362 of the Texas Local
Government Code, counties and municipalities desire to form a mutual aid law enforcement
task force to cooperate in the investigation of criminal activity and enforcement of the taws of
this state, and to provide additional law enforcement officers to protect health, life and property
against riot, threat of concealed explosives, unlawful assembly accompanied by the use of force
and violence and during times of natural disaster or man -made calamity;
NOW THEREFORE in consideration of the mutual promises each to the other made, the mutual
exchange of information and the mutual aid each to the other offered, the parties do hereby
agree as follows:
The following terms shall have the following meanings when used in this agreement:
A) "Law Enforcement Officer" means any trooper, policeman, sheriff, deputy sheriff,
constable, deputy constable, deputy marshal or investigator of the district attorney's or county
attorney's offices;
B) "Member" means a county, municipality or State Law Enforcement Agency which is a
party to this agreement;
C) "Municipality" means any city or town, including a home rule city or a city operating
under the general law or a special charter;
D) "Chief Law Enforcement Officer" means the Chief of Police of a municipality, the Sheriff
of a county, the Director of the Texas A &M University Police Department or the District or
County Attorney who assigns an investigator; and
E) "Chief Administrative Officer" means the mayor of a municipality, the county judge of a
county, or the President of Texas A &M University,
II.
The members agree to form and by this agreement do form a mutual aid law enforcement task
force to be known as the Brazos Valley Narcotics Task Force (the "Task Force ") whose
jurisdiction shall be throughout the territorial boundaries of all Members.
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The purpose of the Task Force is to cooperate in the investigation of criminal activity and
enforcement of the laws of this state, and to assist in providing additional Law Enforcement
Officers to protect health, life and property against riot, threat of concealed explosives, unlawful
assembly characterized by the use of force and violence, and during times of natural disaster or
man -made calamity.
IV
Subject to the Members discretion as to participation and determination of availability of
personnel, a Member may assign its law Enforcement Officer(s) (the "Assignees ") to the Task
Force to perform law enforcement duties outside the Member's territorial limits provided the
Chief Law Enforcement Officer, or his designee, of the Member has determined the assignment
is necessary;
A) for the investigation of criminal activity and for law enforcement; or
B) to protect the health, life and property of any other Member, its inhabitants, and the
visitors thereto, by reason of riot, threat of concealed explosives, unlawful assembly
characterized by the use of force and violence, or threat thereof, or during time of natural
disaster or man -made disaster.
V
The Chief Law Enforcement Officer of a Member, or his designee, in his sole discretion, at any
time, may withdraw his Assignee and discontinue participation in any activity initialed pursuant
to this agreement.
VI.
While any Assignee is in the service of the Task Force, he shall be a peace officer of the Task
Force with all the same powers he might have when within the territorial limits of the Member
where he is regularly employed, and his qualifications, respectively, for office where regularly
employed shall constitute his qualifications for office within the territorial boundaries of the Task
Force, and no other oath, bond or compensation need be made. Additionally such Assignee
shall have the same investigative authority as if he were investigating criminal activity within the
j territorial limits of the Member where he is regularly employed.
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VII.
Any assignee shall receive the same wage, salary, pension, and any and all other
compensation and other rights for such service, including injury or death benefits, and workers
compensation benefits, equipment, clothing, and vehicles, the same as though the service has
been rendered within the territorial limits of the Member where he is regularly employed.
Moreover, all wage and disability payments, including workers compensation benefits, pension
payments, damage to equipment and clothing, medical expenses and expenses for travel, food
and lodging shall be paid by the Member which regularly employs said Assignee in the same
manner as though the service had been rendered within the territorial limits of the Member
where he is regularly employed.
NIU
Each Member expressly waives the right granted by Section 362.003, Subsection (c) of the
Texas Local Government Code, to request reimbursement for food services performed under
this agreement.
• IX.
In the event that any person performing law enforcement services pursuant to this agreement
shall be cited as a party to any civil lawsuit, state or federal, arising out of the performance of
those services, he shall be entitled to the same benefits that he would be entitled to receive if
such civil actions had arisen out of the performance of his duties where he is regularly
employed, and in the jurisdiction of the Member by which he is regularly employed.
X.
Third party claims against Members shall be governed by the Texas Tort Claims Act or other 1 • .
appropriate statutes, ordinances or laws of the State of Texas. i a
XI.
It is expressly understood and agreed that, in the execution of this agreement, no Member
waives, nor shall be deemed hereby to waive, any immunity or defense that would otherwise be
available to it against claims arising in the exercise of governmental powers and functions.
XII.
Each Member to this agreement agrees that if legal action is brought under this agreement, `
exclusive venue shall like in this county in which the defendant Member is located, and if
located in more than one county, in the county in which the principal offices of the defendant
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Member are located.
Xlll.
The validity of this agreement and of any of It terms or provisions, as well as the rights and
duties of the Members hereunder, shall be governed by the laws of the State of Texas.
XIV.
In the case any one or more of the provisions contained in this agreement shall for any reason
be held to be invalid, illegal, or unenforceable in any request, such invalidity, illegality, or
unenforceability shall not effect any other provision contained herein, and this agreement shall
be construed as if such invalid, illegal, or unenforceable provision had never been contained
herein.
XV.
This instrument contains all the commitments and the agreements of the Members, and any
oral or written commitments not contained herein shall have no force or effect to alter any term
or condition of this agreement.
XVI.
This agreement shall be executed by the duly authorized Chief Administrative Officer(s) of the
Member as expressed in the approving resolution or order of the governing body such Member,
a copy of which is attached hereto.
XVII.
The Members agree that their collective agreement may be evidenced by the execution of
identical counterparts of this instrument by the duly authorized Chief Administrative Officer(s) of
each Member, and the failure of any Member to enter into this agreement shall not affect the
agreement between and among the Members executing the agreement.
Will.
This agreement shall become effective between the Members on the first day of January 1997,
or as soon as it is adopted by the governing body of a Member. The first day of January of
each subsequent year shall serve as the anniversary date of this agreement. This agreement
shall remain in full force and effect for a period of one year from the effective date hereof and
shall automatically be renewed for an additional one year period on each anniversary date. Any
member wishing not to participate in the renewal and extension of this agreement must give
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VOL E-..-PAG&1Z&.
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written notice of its nonparticipation by certified mail to the Chief Law Enforcement Officer of
each Member at least thirty (30) days prior to said anniversary date.
iM
This agreement may be amended or modified in writing by the mutual agreement of the
Members, with said amendment or modification being attached to the incorporated into this
agreement
XX.
it
This agreement is proposed between the following members: Brazos County Sheriffs Office;
Bryan Police Department; College Station Police Department; Texas A &M Police Department;
Robertson County Sheriffs Office; Hearne Police Department; Calvert Police Department;
Franklin Police Department; Bremond Police Department; Grimes County Sheriffs Office;
Navasota Police Department; the Waller County Sheriffs Department; Hempstead Police
Department, Brookshire Police Department; Waller Police Department; Prairie View Police
Department; Prairie View A &M Police Department, and the Covert Operations Response Team.
Signed this the ff�_ day of iEA rem Ago- , 1997.
ag�� el�.j a --, - ZX Q
Chief Law En roement Officer Chiei 1---qtrat0v6 Officer
Date � ' Date
City/County of AAAZ os
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DIVISION OF EMERGENCY MANAGEMENT
TEXAS DEPARTMENT OF PUBLIC SAFETY
GEORGE W. BUSH 5806 N Loner 9Wd. DUDLEY M. THOMAS
Governor Box 4007 Director
Austin. Taxes 78773-0220
Duty Move 512 424 -2138 TOM MILLWEE
Non -duly Move 512 424.2000 Coordinator
fee 512 424.2444
August 13, 1997
Dear Coordinator.
Enclosed are the application forms you need to complete and return for the purpose of
continuing your participation in the State and Local Assistance -50 (EMA) program.
The enclosed forms must be completed and returned to this office by September 22, 1997 to
ensure eligibility. Instructions for completing the forms are on the back of each form. Please
note that a new job description must be submitted reflecting title changes on the staffing
pattern.
A form for direct deposit is also enclosed. We recommend that this forn be completed and
returned along with your application. This will enable us to ensure all payments are received
safely. If direct deposit is implemented, you will continue to receive notification regarding
payment amount and any audit findings.
If you have any questions concerning the forms, please contact Carol Jagtiani of my office at
(512) 424 -244.
Sincerely. gy)l
G `- --
E. C. Smith
Assistant State Coordinator
ECS:grb
Enclosures
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APPLICATION FOR FEDERAL ASSISTANCE
� � - .�aa�i` -r��:r ir.._�w +vY. �..a1+�a•1!bYiLr •'� - -• _ _ -- _ — '�S9]�r� !CS@'a� �1
NEW APPLICANT - RENEWAL X _
--- I
1 NAME OF PROGRAM/ASSISTANCE
2 DATE SUBMITTED
3 FISCAL YEAR
a START DATE END DATE
S CFOA NUMBER
State and Local Assistance - 50 (EMA)
09 -17 -97
199 8
Oct. 1, 1997 Sept 30, 1998
83 534
6. APPLICANT INFORMATION
Legal Name lea It apPears on the Annual Work Plan)
Name and telephone number of the EMC (include area code)
Brazos County Interjurisdictional
I
Emergency Management
Fred C. Forsthoff 409 361 -4140
Office Iocatron address (g(ve chy. state & tip code)
Mailing address (N different from office address)
101 Regent St.
300 East 26th St.
Bryan, Tx 77803
County Courthouse
Bryan, Tx 77803
7 SLA 50 PAID PERSONNEL ONLY
No of Staff Percentage of Time No of Staff Percentage of row No of Staff Percentage of Tome
2 AT 100 % AT % AT %
AT qt, AT % TOTAL NO OF STAFF BEING CLAIMED 2
B ESTIMATED EXPENSES
OFFICE USE ONLY
SALARIES & BENEFITS $ 61877
TRAVEL 2000
OTHER 7600
•tr �' ; '
TOTALS 71477
FEDERAL SHARES 35739
v.
9. CERTIFICATION: 1 certlly to tit* blast of my knowledge and tallef that this a tpplIcatlonlattachmsnts en true and correct.
TYPE NAME OF AUTHORIZED REPRESENTATIVE
TELEPHONE NUMBER
DATE RECEIVED IN AUSTW
Alvin W. Jones, County Judge
409 361 -4102
SIGNATURE OF AUTHORIZED REPRESENTATIVE
TITLE
DATE
�%,
County Judge
9 16+/97
Instructions on reverse side
All Forms Author-led for Local ReProduciron
•
Attachments:
1 Application for Federal Assistance 4 Direct Deposit Authorization
2 Staffing Pattern 5 Job Description(s) for any new position(s) or
3 Travel Regulation Form title changes listed on Staffing Pattern
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APPLICATION INSTRUCTIONS
1.
Indicates name of program.
j
2..
Today's date
3.
Federal fiscal year under which federal funding apples
4.
Period coverers under this program
S.
Catalog of Federal Domestic Assistance Number.
-
6.
Applicant information
7.
Indicate number of employees and percentage of time dedicated to SLA - 50 only
V
(total number of personnel reported must agree with the number of personnel listed on the Staffing Pattern)
Example. 3 at 50%
1 at 100%
:
Total SLA Staff 4
8.
Enter payroll and employer's share of benefits (total of Salaries b Benefits paid on an annual
bass X % of time dedicated solely to SLA)
Travel - for personnel listed on Staffing Pattern Not to include travel reimbursed under
i
other federal programs
Other - costs appropriately chargeable to the SLA - 50 and eligible under this program
Federal Share - is the TOTAL X 50 % (use the TOTAL which is Salaries & Benefits. Travel and Other)
9.
Name, tale, telephone number of the authorized certifying official, and date report was submitted
•I
The following attachments must be submitted to this office in order to eligible for Federal funding.
(Submit only one (1) copy of each)
1. Application for Federal Assistance
2 Staffing Pattern
I
3. Travel Regulation Form
4. Direct Deposit Authorization
S. Job Description(s) required ONLY if a Tale has changed on the Staffing Pattern
from the previous year.
:(
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STATE AND LOCAL ASSISTANCE - 50 '
STAFFING PATTERN
NAME OF ORGANIZATION (as d appears on the Annual Work Plan)
Brazos County Interjurisdictional
Emergency Management
COUNTY
Brazos
FISCAL YEAR
1998
DATE
09 -17 -97
OFFICE USE ONLY
(2) GROSS
(4) fEMA
(6) DATE
(1) POSITION TITLE
ANNUAL
SALARY (Fed
(3) BENEFITS
(Fed Share)
FUNDING
(5) WORK
YEARS
HIRED or
VACANCY
(7) NAME
Snare)
PROGRAM
(MoNf)
Emergency Program Manager
16962
$4475
SLA -50
1.0
10/95
Fred C. Forsthoff
(Interjurisdiction Emergency
Management Coordinator)
Deputy Emergency Management
8227
$1275
9LA -50
0.5
10/95
Edward A. McKenzie
Coordinator
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INSTRUCTIONS
1 Position tale as it appears on the fob description
Must submit job description(s) for any new position(s) or title changes.
2. Enter the annual salary - federal share only
Example 25.000 X 25% (dedicated to SLA) X 50% (federal share)= 3,125
3 Enter the benefits paid by the employer - federal share only
4. Acronym for the funding program Use SLA - 50 only if position is requesting reimbursement for salaries and benefits
5 Enter decimal figures. i e , 1 00= fulltime, 25 =one quartertime, based on 40 hr workweek
6. Month /year when employee was appointed to an SLA position or date expected to fill position
7. Name of employee in that position
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FEDERAL EMERGENCY MANAGEMENT AGENCY O.M.B. No. 3067.02006
SUMMARY SHEET FOR ASSURANCES AND CERTIFICATIONS Expires June 30, 1996
FOR CA FOR (Name of State) II
FY 199 �_ Texas
This summary sheet Includes Assurances and Certifications that must be read, signed, and submitted as a part of the
Application for Federal Assistance.
An applicant must check each Item that they are certifying to:
Part 1 (X FEMA Form 20.16A, Assurances- Nonconstructlon Programs
Part 11 C] FEMA Form 20 -168, Assurances - Construction Programs
Part 111 X❑ FEMA Form 20 -16C, Certifications Regarding Lobbying;
Debarment, Suspension, and Other Responsibility
Matters; and Drug -Free Workplace Requirements
Part IV XQ SF LLL, Disclosure of Lobbying Acthrities (If applicable#
As the duty authorized representative of the applicant. I hereby certify that the applicant will comply with the identified
attached assurances and cerLGcations.
Alvin W. Jones County Judge
Typed Name of Authorized Representative Title
SEPTe'n1BE4 /6, 1992
Signature of Kuthortzodrepresititti6ve Oate Signed
NOTE: By signing the certification regarding debarment, suspension, and other responsibility matters for primary
covered transaction, the applicant agrees that, should the proposed covered transaction be entered into, it shall not
knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction, unless authorized by FEMA entering into this
The applicant further agrees by submitting this application that it will Include the clause titled
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered
Transaction," provided by the FEMA Regional Office entering into this covered transaction, without modification, in all
lower tier covered transactions and to all solicitations for lower tier covered transactions. jRefer to 44 CFR Part 17.)
Paperwork Burden Disclosure Notice
"Public reporting burden for this form is estimated to average 1 7 hours per response. The burden estimate includes the time for reviewing
instructions, searching existing data sources, gathering and maintaining the data needed, and completing, reviewing, and maintaining the
data needed, and completing and submitting the form. Send comments regarding the accuracy of the burden estimate and any suggestions
for reducing the burden to: Information Collections Management, Federal Emergency Management Agency, 500 C SWWL SW.
Washington. DC 20172."
FEMA Form 20.16. JUL 65
VOL
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ASSURANCES- NON - CONSTRUCTION PROGRAMS
Note: Certain of these assurances may not be applicable to your project or program. If you have any questio
contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to
additional assurances. If such Is the case, you will be notified
As the duly authorized representative of the applicant. 1 certify that the applicant:
1. Has the legal authority to apply for Federal assistance.
and the institutional, managerial and financial capability
(including funds sufficient to pay the non - Federal share of
project costs) to ensure proper planning, management and
completion of the project described in this application
2. Will give the awarding agency, the Comptroller
General of the United States, and if appropriate, the State,
through any authorized representative, access to and the
right to examine all records, books, papers, or documents
related to the award; and will establish a proper accounting
system in accordance with generally accepted accounting
standards or agency directives.
3. WIII establish safeguards to prohibit employees from
using their positions for a purpose that constitutes or
presents the appearance of personal gain.
4. Will Initiate and complete the work within the
applicable time frame after receipt of approval of the
awarding agency.
S. Will comply with the Intergovernmental Personnel
Act of 1970 (42 U.S.C. Section 4728.4763) relating to
prescribed standards for merit systems for programs
funded under one of the nineteen statutes or regulations
specified in Appendix A of OPM's Standards for a Merit
System of Personnel Administration) 5 C.F.R. 900,
Subpart F).
6. Will comply with all Federal statutes relating to
nondiscrimination. These include but are not limited to:
(a) Title VI of the Civil Rights Act of 1964 (P L. 88.352)
which prohibits discrimination on the basis of race, color
or national origin; (b) Title IX of the Education Amendments
of 1972, as amended (20 U S C Sections 1681.1683, and
1685. 1686), which prohibits discrimination on the basis of
sox; (c) Section 504 of the Rehabilitation Act of 1973, as
amended (29 U S C Section 794), which prohibits
discrimination on the basis of handicaps. (d) the Age
Discrimination Act of 1975, as amended (42 U S C
Sections 6101 - 6107), which prohibits discrimination on the
basis of age; (e) the Drug Abuse Office and Treatment Act
of 1972 (P.L. 92 -255), as amended, relating to
nondiscrimination on the basis of drug abuse; (f) the
Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (P.L. 91.616), as
amended, relating to nondiscrimination on the basis of
Form 20.16A_ JUN 94
alcohol abuse or alcoholism; (g) Secbons 523 and 527 of
the Public Health Service Act of 1912 (42 U.S.C. 290 -dd -3
and 290-ee -3), as amended, relating to confidentiality of
alcohol and drug abuse patient records; (h) Title VIII of the
Civil Rights Acts of 1968 (42 U.S.C. Section 3601 et seq )
as amended, relating to nondiscrimination in the sale,
rental or financing of housing; (i) any other
nondiscrimination provisions in the specific statute(s)
under which application for Federal assistance is being
made; and (j) the requirements of any other
nondiscrimination statute(s) which may apply to the
application.
7. Will comply, or has already complied, with the
requirements of Title 11 and III of the Uniform
Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (P.L. 91.646) which provide for fair
and equitable treatment of persons displaced or whose
property is acquired as a result of Federal or Federally
assisted programs. These requirements apply to all
Interest In real property acquired for project purposes
regardless of Federal participation In purchases.
S. Will comply with provisions of the Hatch Act (5
U S.C. Sections 1501 .1508 and 7324 -7328) which limit
the political activities of employees whose principal
employment activities are funded in whole or in part
with Federal funds.
9. Will comply, as applicable, with the provisions of
the Davis -Bacon Act (40 U S C Sections 276a to 276a-
7), the Copeland Act (40 U S C. Section 276c and 18
U S.0 Sections 874), and the Contract Work Hours
and Safety Standards Act (40 U S C Sections 327.333).
regarding labor standards for federally assisted
construction subagreements
10 WIII comply, if applicable, with flood insurance
purcnase requirements of Section 102(a) of the Flood
Disaster Protection Act of 1973 (P L 93.234) which
requires recipients in a special flood hazard area to
participate in the program and to purchase flood
insurance if the total cost of insurable construction and
acquisition is 510,000 or more.
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11 Will comply with environmental standards which may 14. Will comply with P.L. 93.348 regarding the
be prescribed pursuant to the following' (a) institution
protection of human subjects involved in research,
of environmental quality control measures under the
development, and related activities supported by this
National Environmental Policy Act of 1969 (P L. 91.190)
award of assistance
and Executive Order (EO) 11514, (b) notification of violating
facilities pursuant to EO 11738. (c) protection of wetlands
15 Will comply with the Laboratory Animal Welfare Act
pursuant to EO 11990. (d) evaluation of flood hazards in
of 1966 (P L. 89.544, as amended, 7 U S.C. 2131 et seq )
floodplains in accordance with EO 11988, (e) assurance of
pertaining to the care, handling, and treatment of warm
project consistency with the approved State management
blooded animals held for research, teaching, or other
program developed under the Coastal Zone Management
activities supported by this award of assistance
Act of 1972 (16 U S C Section 1451 et seq ), (f) conformity
of Feder„1 actions to State (Clean Air) Implementation
16. Will comply with the Lead -Based Paint Poisoning
Plans under Section 176(c) of the Clean Air Act of 1955,
Prevention Act (42 U S C Section 4801 et seq ) which
as amended (42 U S C Section 7401 et seq ); (g) protection
prohibits the use of lead based paint in construction or
of underground sources of drinking water under the Safe
rehabilitation of residence structures
Drinking Water Act of 1974, as amended, (P L. 93 -523);
and (hl protection of endangered species under the
17. Will cause to be performed the required financial
Endangered Species Act of 1973, as amended,
and compliance audits in accordance with the Single
(P L 93.205)
Audit Amendment Act of 1996
12. Will comply with the Wild and Scenic Rivers Act of
18. Will comply with all applicable requirements of all
1968 (16 U.S C Section 1271 et seq ) related to
other Federal laws, executive orders, regulations and
protecting components or potential components of
policies governing this program.
the national wild and scenic rivers system.
19. It will comply with the minimum wage and maximum
13. Will assist the awarding agency In assuring
hours provisions of the Federal Fair Labor Standards
compliance with Section 106 of the National Historic
Act (29 U.S.C. 201), as they apply to employees of
Preservation Act of 1966, as amended (16 U.S.C. 470),
institutions of higher education, hospitals, and other
EO 11593 (Identification and protection of historic
non - profit organizations.
properties), and the Archaeological and Historic
Preservation Act of 1974 (16 U.S.C. 469 & -1 et seq.).
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CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS
Applicants should rotor to the regulations cited below to determine the certification to which they are required to attosl.
Applicants should also review the instructions for certification included in the regulations before completing this form.
Signature on this form provides for compliance with certification requirements under "CFR Part 18, "Now Restrictions
on Lobbying, and 28 CFR Part 17, -'Govornment -wide Debarment and suspension (Nonprocuremont) and Government.
wide Requirements for Drug -Freo Workplace (Grants) " The certifications shall be treated as a material representation
of fact upon which reliance will be placed when the Federal Emergency Management Agency (FEMA) determines to
award the covered transaction, grant, or cooperative agreement
1. LOBBYI
A As required by section 1352 Title 71 of the U S Code and
implemented at 44 CFR Part 18 for persons entering into a grant
or cooperative agreement over 5100 000 as defined at 44 CFR
Part 18 the applicant certifies that
(a) No Federal appropriated funds have been paid or will be paid
by or on behalf of the undersigned to any person for influencing or
attempting to influence an officer or employee of any agency a
Member of Congress an officer or employee of congress or an
employee of a Member of Congress in connection voth the making
of any Federal grant, the entering into of any c�operative agreement
and the extension, continuation, renewal amendment, or modification
of any Federal grant or cooperative agreement,
(b) If any other funds than Federal appropriated funds have been
paid or will be pad to any person for influencing or attempting to
influence an officer or employee of any agency a Member of
Congress, an officer or an employee of Congress or, employee
of a member of Congress in Connection with this Federal grant or
cooperative agreement the undersigned shall complete and submit
Standard Form LLL. - Disclosure of Lobbying Activities - in
accordance with its instructions
(c) The undersigned shall require that the language of this
certification be included in the award documents for all subawards
at all tiers (including subgrants contracts under grants and
cooperative agreements and subcontract(s) and that all
subrecipients shall certify and distlose accordingly
GStandard Form LLL "Oisclosure of Lobbying Activities' attached
(This form must be affacned to cerf,ficavon d nonaDDroPf,afed funds
are to be used to influence activities /
2. DEBARMENT, SUSPENSION. AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549 Debarment and Suspension
and implemented at 44 CFR Pan 67 for prospective participants in
pnmary covered transactions as defined at 44 CFR Part 17
Section 17 510 -A The applicant certifies that it and its principals
(a) Are not presently debarred suspended proposed for debarment
declared ineligible sentenced to a denial of Federal benefits by a State
or Federal court or voluntarily excluded from covered transactions by
any Federal department or agency
EMA Form 20.16C- JUN 94
(b) Have not within a three year period preceding this application been
convicted of ar had a civilian judgment rendered against them for
commission of fraud or a criminal offense in connection with
obtaining attempting to obtain or perform a public (Federal, State,
or local) transaction or contract under a public transaction violation
of Federal or Slate antitrust statutes or commission of embezzlement
theft forgery bribery falsification or destruction of records
making false statements or receiving stolen property
(c) Are not presently indicted for or otherwise criminally or civilly
charged by a governmental entity (Federal State or local) with
commission of any of the offenses enumerated in paragraph (1)(b)
of this certification, and
(d) Have not within a three -year period preceding this application
had one or more public t ransactlons (Federal, State or local)
terminated for cause or default, and
B Where the applicant is unable to certify to any of the stateinents
in this certification, he or shall shall attached an explanation to this
application
DRUG -FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
implemented at 44 CFR Part 17 Subpart F for grantees, as defined
at 44 CFR Part 17 Sections 17 615 and 17 620
A The applicant certifies that it will continue to privrde a drug -
free workplace by
(a) Publishing a statement notifying employees that the unlawful
manufacture distribution dispensing possession or use of a
controlled substance is prohibited n the grantees workplace and
specifying the actions IM will be taken against employees for
wolation of such prohibition
(b) f:stablish ng an on going drug free awareness program to
inform empoyees about
(1) The dangers of drug abuse in the workplace
(2) The grantee's policy of maintaining a drug -free workplace.
(3) Any available drug counseling rehabilitation and
employee assistance programs and
(4) the penalties that may be imposed upon employees for
drug abuse violations Occurring in the workplace
V0`1a__-LL..,PAGE Zlad�,L
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(c) Making it a requirement that each employee to be engaged in
(2) Requiring such employee to participate satisfactorily in a
the performance of the grant to be given a cr,py of the statement
drug abuse assistance or rehabilitation program approved (or
required by paragraph ta)
such purposes by a Federal State or local health law enforcement
or other appropriate agency
(d) Notifying the employee in the statement required by
paragraph (a) that as a condition of employment under the grant
(g) Making a good faith effort to continue to maintain a drug free
the employee will
workplace through implementation of paragraphs (at (b). (c) (d), (e).
and (f)
(1) Abide by the terms of the statement and
8 the grantee may insert in the space provided below the site(s) for
(2) Notify the employee in writing of his or her conviction for a
the performancl of work done .n connection with the specific grant
violation of a criminal drug statute occurring in the workplace no later
than five calendar days after such conviction
Place of Performance tStreet address City County State Zip code)
(e) Notifying the agency in writing within 10 calendar days after
Brazos County Courthouse
receiving notice under subparagraph (d)(2) from an employee or
otherwise receiving actual notice of such conviction Employers of
300 East 26th Street
convicted employees must provide notice. including position title,
to the applicable FEMA awarding office i a regional office or
Bryan, Texas 77803
FEMA office
Check C] d there are workplaces on file that are not identified here
(f) Taking one of the following actions. within 30 calendar days of
receiving notice under subparagraph (d)(2). with respect to any
employee who is so convicted
Section 17 630 of the regulations provide that a grantee that is a Slate
may elect to make one certification in each Federal fiscal year A copy
(1) Taking appropriate personnel action against such an employee
of which should be included with each application for FEMA funding
up to and including termination• consistent with the requirements
States and State agencies may elect to use a Statewide certification
of the Rehabilitation Act of 1973• as amended, or
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• DISCLOSURE OF LOBBYING ACTIVITIES
Complete this fpm to disclose lobbying activities pursuant to 31 U.S.C. 1357
Appreeed W OMS
034600"
1. Type of Federal Action,
2. Status of Federal Action.
®• bmdiofieriapplication
3. Report Type,
®a initial filing
®a. contract
b grant
b initial award
b. material change
c. cooperative agreement
c post -award
For Material Change Only.
d. loan
year N/A Quarter
e. loan guarantee
date of last report
f. loan Insurance
4. Name and Address of Reporting Entity:
5 If Reporting Entity in No 4 is Subawardee, Enter Name
El Prime aSubawardes
and Address of Prime
Tier if known
Emergency Manaqement bent.
County Judge
300 East 26th Street
Bran Texas 77803
known*
Congressional District, if known
CongreXiona(District• if
5. Federal Department(Agency
7. Federal Program NamelDescriplion.
FEMA
SLASO CFDA 83534
CFDA Number, of applicable
5 Federal Action Number• if known, I
9 Award Amount• if known
% Unknown
N/A
10. a. Name and Address of Lobbying Entity b. Individuals Performing Services (including address if
(if individual• last name, first name. HQ: different from No 10a)
(last name, first name, MI)
N/A N/A
(argon eontinuaaon 3"Will) SF .LL A• •owessarv)
11. Amount of Payment (check all that apply):
17 Type of Payment (check all that apply)
5 N/A actual
a retainer N/A
b one-time tee
8 planned
c commission
d contingent fee
a deferred
1L Form of Payment (check all that apply)'
a cash N/A
I other; specify: ,
b. In-kind; specify: nature
value
14. Brief Description of Services Performed or to be Performed and Date(s) of Service. Including oHicer(t). employee($).
or Member(a) contacted, for Payment Indicated In Item 11.
N/A
(ants eonfawation arieerrs) 3F-1AL s. Meeeessary)
15. Continuation Sheet(e) SF -LLL -A attached N/A ❑ yea ❑ No
1$ Information reduested through this form is authorized by Idle 31 U S C
section 1352 This disclosure of lobbying activities is a material
Signature:
representation of fact upon which reliance was placed by the tier
Alvin W one s
above when this transaction was made or entered into This
Prim Name. .
disclosure is required pursuant to 31 U S C 1352 This informatan
wmn be reported to the Congress semi-annually and will be
Title: County Judge
evadable for public inspection Any person Who toils to rile the
110 9 361-4102 oats, 9 / 16 / 9 7
No..
required disclosure shag be subtW to a cr4d penalty of not less
Telephone
than $10 000 and not more than $100000 for each such failure
Amidmommree fa lOta1 Rapobrcbn
E.-L
stormdard Form LLL
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DISCLOSURE OF LOBBYING ACTIVITIES Appro"dpyOMS
CONTINUATION SHEET 0348-0046
Reporting Entity: Paps of
IAuthor' • for Loin Reproduction '
StW Ward Form • LLL A
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TRAVEL REGULATIONS
The jurisdiction of has no
qualifying travel regulations, and participants requesting SLA -50 reimbursement
for travel expenditures will do so in acordance with the State travel rates and
regulations.
OR
aThe jurisdiction of Brazos County has its
own qualifying travel regulations one (1) copy of which is attached.
C• 09 -10 -97
Signal re of Emergency Pr ram Manager (C ) Date
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POLICY
FOR
COUNTY TRAVEL AND REIMBURSEMENT
BRAZOS COUNTY, TEXAS
THE PURPOSE OF THIS POLICY IS TO ESTABLISH AND STANDARDIZE
AUTHORITY FOR USE OF COUNTY RESOURCES TO PAY FOR TRAVEL RELATED
EXPENSES FOR BRAZOS COUNTY EMPLOYEES. '
THE FOLLOWING POLICY ADOPTED BY THE BRAZOS COUNTY
COMMISSIONERS COURT ON THIS THE 6th DAY OF FEBRUARY, 1996 TAKES
THE PLACE OF ANY PREVIOUS COUNTY TRAVEL POLICY ADOPTED BY ANY
PREVIOUS COMMISSIONERS COURT. THE EFFECTIVE DATE OF THIS POLICY
IS THE 15th DAY OF MARCH, 1996.
This policy replaces all previous policies. It explains Brazos County's policy relevant to the
authorization of travel and the reimbursement of expenses incurred incidental to travel. Section
152.011 of the Texas Local Government Code gives the Commissioners' Court the authority to
set travel expenses and other allowances for all County officials and employees.
This policy is viewed as an "accountable plan ", and therefore satisfies the reporting and
documentation conditions established by the Internal Revenue Code of 1986 as Amended (i.e.
§162 and §274 and Treasury Regulations 1.62.1 to 1.62.6).
G: kpubfileskword \policies\Tmvel.doc 3/1/96
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RRA7.OS COUNTY. TEXAS
TRAVEL POLICY
A. GENERAL DEFINITIONS
1. Accountable Plan - a plan under which an employee is reimbursed for expenses or
receives an allowance to cover expenses. The following four conditions must be
satisfied:
a. There must be a County business purpose for the expenses.
b. The employee must clearly state and properly support that there was a business
purpose for the expense,
c. The employee must substantiate that the expense was incurred by providing
documentation or be deemed to have documented the reimbursed expenses, and
d. The employee is required to return (i.e. with advances) to the County any amounts
received in excess of documented expenses.
2. Actual Expenses - the actual cost of any allowable travel expenses supported by
proper receipts and /or statements.
3. Auditor - the County Auditor and/or his designated staff.
4. Authorization - a recognized approval level that requests the County Treasurer to
encumber funds for approved travel purposes. An approval level is the signature of
the elected official, department head or employee authorized to approve claims for the
department. This authority is established by filing Brazos County Form -349 with the
County Auditor's office.
5. Official County Business - a business function in which County employee(s) are
participating, and which is recognized by the Commissioners' Court as being official
business of Brazos County.
6. Duty Point - the primary place of employment, i.e. courthouse, road and bridge, tax
office, etc.
7. Traveling County Employee - an elected official, a department head, or a person
employed in the direct service of an elected official or department head who is
traveling on official County business.
8. In -County Travel - travel that takes place within the confines of the legal boundaries
of Brazos County, and where the primary end destination of the travel is within these
same boundaries.
9. Out -of - County Travel - any travel that has a primary end destination outside the
established legal boundaries of Brazos County.
10. Out -of -State Travel - any travel that is undertaken which has a primary end
destination outside the established legal boundaries of the State of Texas.
2 3/1/96
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DRAWS COUNTY. TEXAS
TRAVEL POLICY
11. Educational Travel - out -of- County travel that is undertaken by County employees
for approved education seminars, conferences and meetings.
12. Law Enforcement Travel - travel expenses incurred by County law enforcement
personnel for the explicit purpose of transporting prisoners and /or probationers,
collection of evidence, and other travel directly attributable to official County
business.
13. Travel Expenses - transportation (airline fares, personal auto, public transportation,
parking, taxi), meals, lodging, and incidental expenses associated with traveling on
official County business.
14. Travel Expense Forms - all forms so designated by the Auditor's office to be used
to report actual and estimated travel expenses for official County business. These
forms arc to be submitted to the Auditors office for reimbursement and/or
documentation for advances with regards to travel expenses.
15. Direct Billing - a pre - arranged billing, established for a County employee with a
lodging facility at which they plan to stay when away from their place of employment
overnight on County business. Direct Billing is arranged by the Auditors office with
the intent being the reduction of the employee's financial responsibility for costs
associated with travel on County business.
16. Incidental Expense - a necessary and reasonable expense incurred by a County
employee while traveling on official County business. This does not include
transportation, meals, lodging, tips, gratuities, alcoholic beverages, laundry or in -room
video rental.
17. Mileage - the distance from destination to destination. The County will follow the
State Mileage guide in Appendix A when applicable, as well as justified documented
mileage.
18. Mileage Rate - the rate of reimbursement established by the Commissioners' Court
for each fiscal year for use of a personal automobile while on County business.
3 3/1/9(1
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It. GFNFRAL POLICY S'FATFIVIENT
All reasonable and necessary travel by County employees for which a departmental budget has
been established, and for which the department has funds remaining in the budget, and for which
the travel is required in order for the employee to conduct County business is authorized. County
officials and department heads are expected to plan out -of- County travel for themselves and their
employees to achieve maximum economy and efficiency. All County reimbursed travel must be
for official County business only. Travel must be approved /authorized by the department head.
It is the responsibility of the County official and /or department head to see that all Out -of- County
travel expense forms are properly completed, documented, signed and forwarded to the County
Auditor's office within fourteen (14) calendar days of the travel return date. In- County mileage
reimbursements may be submitted on a monthly basis.
C. IN- COUNTY TRAWL
In the process of conducting County business, employees may be required to travel to locations
within the County, but away from their normal duty station. If the employee incurs cxpcnses
incidental to such travel, the employee is required to obtain authorization from the department
head for such expenses. Employees are expected to report the shortest distance between
destinations for all travel. The County will not reimburse for personal mileage or for travel
between an employee's residence and their normal duty station. If an employee is required to
travel to a temporary duty station, the County will pay for travel between their normal duty
station and their temporary duty station.
All such authorized expenses will be reimbursed within fifteen (15) days of the receipt by the
County Auditors office of the completed reimbursement request forms.
For In- County travel, Form 201 -BC (Local Transportation Reimbursement Form) should be used.
This form is to be turned in by the employee to the department head at least once a month for
previous travel. Department heads should then prepare a request for reimbursement and forward
the completed request and attached documentation to the County Auditor's office. Mileage will
be reimbursed based on the actual mileage traveled at the prevailing rate established by the
Commissioners' Court.
The County will not reimburse employees for their meals or lodging expense incurred In- County.
' Request for reimbursement for travel that is more than sixty (60) days since completing said
travel will not be accepted for payment.
If the total amount to be reimbursed is $20.00 or less, the 60 day limitation can be extended until
j the amount reaches that figure. It is imperative that all reimbursement claims for cxpcnses
incurred in a particular fiscal year be submitted within thirty (30) days of the end of that fiscal
year.
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HkAZOS COUNT V, TEXAS
TRAVEL P01JCV
1). OUT -OF- COUNTY TRAVEL
It is the department head's responsibility to ensure that each request has adequate documentation
attached to support the stated time, place, and business purpose of the travel expense (see
"Accountable Plan" requirements, Page 2).
The County will reimburse for County employee meals only while the employee is out of the
County. A travel advance (Form 203 -13C) may be requested before any expense is incurred.
All Out -of- County reimbursement requests are to be made on Form 202 -BC (Out -Of -- County
Travel Reimbursement Request).
Per diem meal reimbursement rates arc as follows:
I. Meal amounts listed include taxes:
Breakfast S 6.00
Lunch $ 7.00
Dinner $ 12.00
2. No receipts will be required.
3. The County will not reimburse an employee for more than $25.00 per day for meals.
The County will reimburse County employees for mileage if a personal vehicle is used while the
employee is Out -of - County. Mileage reimbursements will be made based on the destination -to-
destination mileage figures as stated in the most current printing of the State Mileage Guide (See
Appendix A) at the existing mileage reimbursement rate set by Commissioners Court. In
addition, the County will reimburse for any justifiable mileage not stated in the State Mileage
Guide. The additional miles driven while at the destination should be documented on Form 202 -
BC as "Other" expenses with an explanation of the mileage.
The County will reimburse the traveling County employee for the actual cost of lodging expenses
incurred, not to exceed $65.00 per day per person, including taxes. However, the County will
reimburse for the published lowest conference rate (plus taxes) while traveling if such rate is
greater than S65.00. Receipts are required for the reimbursement of lodging expenses. Please
see Section G. this policy, for more information on reimbursement of lodging expenses.
5 3/1/96��yy•�ss
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F. OUT -OF -STATE TRAVEL
The County will reimburse employees for Out -of -State travel on the same basis as Out -of- County
travel.
Any Out -of -State travel request must be presented to the department head. Prior to travel, the
department head must make a formal request for approval of such travel to the Commissioners'
Court, which must consider the request in open session. All requests for reimbursement are to
be made on Dorm 202 -13C. If a Travel Advance is needed, it should be requested at the same
time.
If the employee elects to use a personal automobile for such travel, the County reimbursement
will not exceed the lesser alternative: either the mileage (round trip at the prevailing rate per
mile) or the round trip airfare from Bryan to the destination (a commercial airline quote is
required). When the final destination is over 350 miles, air travel should be considered.
i Any employee traveling who does not wish to fly, and whose destination is out of state, may
place a request before the Commissioners' Court requesting authorization to drive and to be
reimbursed for the actual travel expense. The request would need to be in writing, placed before
the Commissioners' Court 10 days prior to departure, and would need to include the reason for
the request and a comparison of the costs. Commissioners' Court has the authority to accept and
/or reject each request based on merit as presented.
F. TRAVEL ADVANCES
Employees that anticipate being away from their duty station and Out -of- County ovemight may
request a travel advance. The employee would be required to fill out Form 203 -BC (Travel
Advance Request).
The form should be submitted to the department head for approval and forwarded to the County
Auditor's office for processing. All requests for advance must be filed with the Auditor's office
prior to the departure date.
The request should not exceed the estimated expenses. All meal advances will be based oil
$25.00 per day and a maximum of $65.00 per day (or the lowest published conference rate) will
ibe advanced for each day of lodging that the employee anticipates. All employees arc
encouraged to allow the County Auditor's office to arrange for direct billing and to provide
quotations for air transportation when required.
l Once the employee has returned to his/her normal duty station. the employee has fourteen (14)
! days to submit documentation to the County Auditor's office on form 202 -13C to account for the .
use of the travel advance funds. The employee should attach a copy of Donn 203 -IIC to his /her
0 3/1/90
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BRAZOS COUNTY. TEXAS
TRAVEL POLICY
F. TRAVEL ADVANCES (Continued)
' request to document the advance received. If the employee has received funds in excess of their
need, the balance should be remitted to the County Treasurees office, and a copy of all receipt(s)
attached to Form 203 -13C. All disbursement of funds and collection of funds with regards to
travel advances will be handled through the County Treasurer's office. The department head has
oversight responsibility for all travel advances and reimbursement due to the County.
G. LODGING
The County will be responsible for a maximum of $65.00 per day, per person, taxes included,
for lodging expenses incurred by a County employee while traveling away from home overnight,
or will reimburse at the lowest published conference rate (plus taxes).
The County prefers to arrange for hotel accommodations to be billed directly to the County
proper. Department heads are encouraged to plan as far in advance as possible, and to notify the
County Auditor's office of travel plans so that billing arrangements can be made in a timely
fashion. The County will only be responsible for the first $65.00 including taxes of the room
rate. If the room charge is greater than $65.00, the employee will be responsible for the
difference. (Lowest published conference rate excepted.)
The decision to pay the lodging fee for the night before a conference or meeting is at the
discretion of the department head. This decision should be based on the location of the meeting
site and beginning or ending time of the program. Likewise, the decision to pay the lodging fee
for the last day of a conference or meeting is at the discretion of the department head. It is the
employee's responsibility to make sure this issue is covered prior to the meeting taking place and
prior to the request being placed before the Commissioners' Court.
Restrictions on County reimbursable lodging expenses:
1. The County WILL reimburse for:
Daily Room Charges (Maximum of $65.00 per day /per person, including taxes
or lowest published conference rate)
Properly Documented Business Telephone Calls
Facility Parking Charges
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G. LODGING (Continued)
2. The County will NOT reimburse for:
Snacks Charged To The Room
Room Service (No gratuity, no room service charge)
Personal Expenses (i.e.: Valet, Dry Cleaning, Laundry, etc.)
'rips and /or Gratuity
Alcoholic Beverage Charges
Video Rental (i.e.: In -Room Movies, etc.)
Personal Phone Calls
Ilotcl Club Charges
Recreational Facility Charges
Employees who incur lodging charges defined as unacceptable for reimbursement are responsible
for the payment of same. 'These charges arc to be accounted for and payment rendered to the
facility by the employee at check out. If any of these charges are incorrectly billed directly to
the County by a lodging facility, the employee will remit payment to the County Treasurer.
It is the responsibility of the employee to obtain an original lodging statement from the
establishment where the employee stayed. This statement should be attached to the Out -Of-
County Travel Reimbursement Request (Form 202 -13C). No exceptions will be allowed.
Ii. AIR FARE and CAR RENTALS
All County employees are required to travel by the least expensive mode of travel. The
employee should evaluate whether travel by airplane to the destination point is cheaper than
traveling by other means. The County will only reimburse for the least expensive mode of travel,
unless the employee's supervisor can show good cause for using another mode.
When the final destination is over 350 miles, air travel should be considered.
Car Rentals should only be utilized when required for the employee to fully carry out their
official business. Taxi cabs, buses, and hotel shuttle services are usually less expensive than car
rentals. The County will not reimburse for expenses incurred for personal reasons. The
employee should be aware that the County does not assume any of the responsibility or liability
associated with a car rental agreement. The County would prefer that the employee not enter Into
a rental arrangement unless it is necessary and required for the completion of the business
purpose.
The County will not reimburse for first class travel. The County will only reimburse for
necessary car rental at the sedan rate (no luxury cars).
r �l' 8 3/l/96
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BRAZOS COON 1 V. '1 ERAS
I. ((NFFtF N(F ti, tiF ;MINAtti and CONTINUING Fnt1CAT1(N 'IRA VFI 1(1.1('1'
The County prefers to pay in advance for conferences, seminars and registrations for continuing
education. By so doing, the financial responsibility placed on the employee is reduced and
proper and timely assistance can be given to the employee with regards to reservations, travel
advances, and completion of reimbursement forms.
The County requires that requests for registration fees be accompanied by a conference program,
seminar program, or continuing education program that indicates the cost, location and payee's
address. The County requires that the employee's supervisor approve the request. The supervisor
must indicate that the employee's attendance will enhance the employee's ability to perform in
their assigned job function.
Each elected official or department head is required to budget for registration at conferences,
seminars and continuing education annually as needed. If there is no budget allocation for this
expenditure, the Auditor's office will not approve the expenditure until an official budget
amendment or budget adjustment has been approved.
All elected officials and department heads are required to budget for State required annual
continuing education for all members of their staff where required. When properly budgeted, the
County will pay for all required continuing education mandated by State statutes for elected
officials and appointed department heads. When the registration for a conference or seminar
01. includes payment for meals, it is anticipated that the employee will eat the meal provided. The
County will not pay for an additional meal.
J. LAW ENFORCEMENT TRAVEL
All law enforcement travel expenses must be approved by the department head prior to the
occurrence of any expense, whether it is prepaid by the County or reimbursed after the fact. If
planning can take place before there is a need for such travel, or if travel is a result of a defined
"emergency," the department should try to secure permission from the Commissioners' Court for
the use of credit cards in such cases. If credit cards arc used, the County Credit Card Policy is
to be followed.
It is recognized that the need for law enforcement travel may occur on an emergency basis. The
County Attorney, Sheriff or the Director of Juvenile Probation is authorized to approve such
travel and related expenses in the event of an emergency. The County Attorney, Sheriff or the
Director of Juvenile Probation is required to notify the County Judge and the Auditor within 48
hours of the designation of an emergency. If there are no budget funds available, the County
Judge's approval will be required before the expenditure can be incurred.
9 3/1/96 ��
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BRA %OS COUNTY. TEXAS
TRAVEL POLICY
K. MISCELLANEOUS
The employee needs to be aware that a credit card receipt is not documentation for an
expenditure. Unless otherwise stated in this policy. all requests for reimbursements and/or
requests for the County to pay for a travel related expenditure must be supported by
documentation. It is the employee's responsibility to secure the documentation at the time of
expenditure. In the event that no documentation is secured a certification as to the expenditure
is not sufficient to support reimbursement. Some form of contemporaneous record must be
received from the vendor.
When an employee elects to have their spouse and /or family travel with them, this must be
accurately documented and separation of costs will be required. Lodging expenses must be
documented by the hotel /motel as to what a single occupancy rate would have been. This should
be done on the face of the receipt.
ALL ELECTED OFFICIALS AND DEPARTMENT HEADS ARE TO INSURE THAT
ALL EMPLOYEES HAVE READ THIS POLICY AND COMPLY WITH IT. FAILURE
TO FOLLOW THE POLICY WILL RESULT IN A DELAY IN THE REIMBURSEMENT
PROCESS, AND COULD POSSIBLY CAUSE LEGITIMATE REIMBURSEMENTS TO
BE DENIED. IF IN DOUBT PROVIDE AN EXPLANATION OR OTHER
DOCUMENTATION. THE COUNTY DOES NOT INTEND FOR EMPLOYEES TO
FINANCE COUNTY OPERATIONS.
10 3/1/96
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BRAZOS COUNTY. TEXAS
TRAVEL POLICY
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A. APPENDIX A
NOTE: The following list of mileage figures is intended for quick reference. The cities listed
are destinations which appear most often for reimbursement. The mileage as noted is one way
-
only. To get round trip distances the stated mileage should be doubled. Following this schedule
is a complete listing of mileage from the State approved mileage guide. In the event you can
not find your specific destination, please contact the County Auditor's office for assistance.
DESTINATION MILEAGE
AUSTIN 99.5
ARLINGTON 173.0
BRENHAM 43.0
CORPUS CHRISTI 237.0
DALLAS 165.0
EL PASO 660.0
FORT WORTH 166.0
•
GALVESTON 147.0
HOUSTON 96.2
HUNTSVILLE 54.0
KERRVILLE 200.0
SAN ANTONIO 165.0
TEMPLE 72.0
WACO 84.7
WEATHERFORD 180.8
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* I -
Procedure No.:
Date:
Authorized fly:
IWAZOS COUNTY, TEXAS.
ACCOUNTING PROCEDURES MANUAL
TRAVEL REIMBURSEMENT
T -1 lo
03/01/96
County Auditor
PURPOSE:
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
F, 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 -13C 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 -BC,
Department Requisition and Purchasing Authorization Form, filed with the County Auditor).
Procedure- T -I 10 2/19/9 � -VOL d-
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1-ot cash tla% the employee has business mileage, an entry should IK made un Form 201 -
IW I he 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 arc 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 reiniburserncnt rate
established by Commissioners Court. The reinibursentent 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
"NOT S" section of Dorm 201 -13C 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
Dorm 201 -13C 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.
Exception s
Travel reimbursement requests that arc submitted sixty (60) days after the completion of
tite 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 tite County's fiscal year (September 30), all requests for
reimbursement arc due to be filed regardless of the amount. Tile 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- j�wsition For Payment" Is
not required to be attached when the Form is used. Form 201 -13C 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
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m; I' OF COUN IN TRAVEL REAM131 RSEME.NT
When a County employee is traveling outside the boundaries of the County on official
County business and the employee incurs cxpcnscs other than personal vehicle mileage, Dorm
` 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 Fonri 202 -BC rcQuires "Departmental
App w i ", 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 $ 1200
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 -13C. 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
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cnipluyce i,; icquired to provide a contemporaneous record (e.g.: odometer readings) and submit
it with the request to provide justilication 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 Dorm 202 -BC
in the "Total" column.
When the employee incurs an expense for air fare, (lie amount of reimbursement
requested is to be entered on Form 202 -BC 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 arc not acceptable documentation
Registration fees that have not been prepaid by the County may be requested for
rcimburscmcnt 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 (lie 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
Dorm 204 -BC (Purchase Confirmation Form) to their reimbursement request. Form 204 -BC is
only adequate when requesting rcimbursemcnt 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 -DC 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 -.ware 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 -13C 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 arc not acceptable support
It is quite likely that the employee may Incur out of pocket expenses not specifically
1 covered by this procedure. Those that the employee feels are proper and within the bounds of the
1 County Travel Policy should be entered on Form 202 -13C, and explanation placed in the
` "NOTES" section of the Dorm, and adequate receipts attached
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Accounting,
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"
I and "Seminar Fees" will be accounted for within budgetary account 611100 (Conference and
If
Seminar Fees), and all other expenses will be accounted for within budgetary account 614400
(Meals and Lodging).
The employee is responsible for insuring than Form 202 -13C is filled ow cemipletely
f Once totaled the amount of "Total Request" should he reduced by any amount the eIIIl+iyee
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iccelvcd on a 1•ia%el Advance (I•orm 203 -13C) A copy of the related Komi 203 -13C is to be
attached to the rcnnhursenicnt request. The cmploycc should consult Brazos County, Texas,
Accounting I'foccdUrc Manual - Travel Advances (Procedure T -I60) 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 nuinbcr (i c.: the employee owes the County a refund)
If the "Balance Due" is a positive numbcr, the cmploycc should insure that the proper signatures
are obtained on the Dorm Dorm 202 -13C is to be used as a "Requisition for Payment" All
required supporting documents arc to be attached Tile "Iteimbursement Request" becomes a
"Requisition For Paymcnt" The properly executed Dorm (all three parts) and attachments arc to
be delivered to the County Auditor's office for processing
If the sum In the " 311 u e Due" is a negative numbe r, the employee is to bo to the
County •1 rcasurer's office and obtain a receipt for the amount due to the County. A copy of this
receipt should be attached to the Dorm 202 -13C 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 Dorm 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. Tile 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 arc 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 requirements.
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.
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Procedure T -110 V' tl ?/1()/')
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BRAZOS COUNTY, TEXAS
MILEAGE REIMBURSEMENT REQUESITION
VENDOR NO: 50 EMPLOYEE NAME:
EMPLOYEE ADDRESS:
DATE MILE DAI MILES
TOTAL _ TOTAL
I
I
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
i
DEPARTMENT APPROVAL DATE
I
` NOTES:
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ACCOUNTING: Division: Account: Project No.
Approvals: County Auditor:
County Judge:
FORM 201 lit
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T. It. 11:
BRAZOS COUNTY, TEXAS
TRAVEL REIMBURSEMENT REQUISITION
VENDOR NO: 50
EMPLOYEE NAME:
EMPLOYEE ADDRESS:
PURPOSE OF TRAVEL:
DESTINATION:
DEPARTURE DATE:
RETURN DATE:
ITEM DAY I
DAYS DAY 3 DAY 4 DAYS
TOTALS
Breakfast
$
Lunch
$
Dinner
$
Lodging
$
Car Mileage
$
Air Fare
$
Zegistration Fees
$
Parking/Tolls
$
Car Rental/Taxi
__
$
Other:
$
$
$
TOTAL REQUEST
r-
$
LESS ADVANCE
( )
BALANCE DUE
$ --
NOTES:
• I
"1 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: —
i/OL--&,,,,,}.JPA43E, W3 FOR
{
BRAZOS COUNTY, TEXAS
PURCHASE CONFIRMATION FORM
Purchased From:
Purchase Date:
Description Of Itcm(s) Purchased:
I
i
Purpose Of Purchase: i
o
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)
j
Other Comments:
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r This form is to be used ONLY when the item(s) purchased are under $25.00 in value.
•
1111AZOS COUNTY,'rEXAS
ACCOUNTING PROCEDURES MANUAL
TRAVEL ADVANCES
t
Procedure No.: T -160
Datc: 03/01196
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 exeicaed 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
payrol I 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 �" 2/19/96 /� 1
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I he available riical "Per Item" allowance is $25.00 p;r day, i.e. $6.00 for breakfasi,
.,7 oo lot lunch and $12 00 for dinner. 'Therefore, the per diem amount and the number of meals
pei 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 approvcd
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 travchng, these should be itemized on a
contemporaneous record and attached as support to the request form Once all items are emcied
un 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 fort is completed it is to be submitted to ill-.- 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 -BC The only exception would be in cases where sufficient budgetary funds arc not
available to cover the request. All travel advance checks will be issued by the County
'I'reasurer's office The employee is required to present their copy of Donn 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 Fonn 203 -13C.
I ACCOUNTING PROCEDURE
i 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
jresponsible 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 reccivetl
i and entered One copy of Form 203 -BC will be returned to the employee The advance of the
' I funds will be treated as a payroll advance and is not to be viewed as a loan or as extending credit
I-or each employee a separate account will be established to allow for travel advances.
i
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 :ui
I
approved copy of Form 203 -BC to support the "On -Line File Batch" The "File Latch" created
i will be processed by the County Treasurer the next business day• and pw► lcd to the MIRI'd
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•I ledge, 'Hic processed checks will be signed and revic%ved for propriety and will be available for
th%tribuuon by 12.00 P M
When the employee returns to their duty station, they arc 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 arc 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 -BC. The file copy of the original check issued when the advance was
requested will be attached to "Requisition For Payment ".
When (lie "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.
Texas Constitution, Article 3, §52
(a) except as otherwise provided by this section, the Legislature shall have no power to autlioriLc
any county, city, town or other political subdivision of the State to lend its credit or to grant public { ;
money or thing of value in aid of, or to any individual• association or corporation whatsoever, or to
r'
become a stockholder in such corporation, association or company.
Procedure: I - 160
VOL
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131ZAZOS COUNTY, TEXAS
TRAVEL ADVANCE REQUEST
VENDOR NO: 50 EMPLOYEE NAME:
EMPLOYEE ADDRESS:
PURPOSE OF ADVANCE:
DEPARTURE DATE:
. 1. . .
RETURN DATE:
1. A. 01'. _
Check Number: TOTAL ESTIMATED TRAVEL EXPENSES: S
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. 1 also agree to submit a Brazos County Travel Reimbursement Request (Form
202 -BC) upon my return. If the total received in the advance is more than the actual expendi!ures incurred. I 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
1 authorize the County Auditor to initiate a payroll deduction made payable to Brazos County in the amount of S
ji
1 EMPLOYEE SIGNATURE DATE
DEPARTMENTAL APPROVAL:
SIGNATURE
i.............................. ........................... .. .. .. .....
1 FOR COUNTY AUDITOR'S USE ONLY
DATE RECEIVED: DA IT EN ITIt''"
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ADVANCE FOR EXPENSES
AS ESTIMATED BELOW
Meal Per Diem:
Breakfast @ $
Per Day
X
Days=
S
Lunch @ $
Per Day
X
Days =
S
Dinner @ S
Per Day
X
Days =
S
Personal Car Mileage:=
Miles
@ /Pcr
Mile =
S
Lodging Expense: = S
Per Day
For
Days =
S
Air Fare: S
Ground Transportation:
S
Other Expenses:
S
Check Number: TOTAL ESTIMATED TRAVEL EXPENSES: S
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. 1 also agree to submit a Brazos County Travel Reimbursement Request (Form
202 -BC) upon my return. If the total received in the advance is more than the actual expendi!ures incurred. I 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
1 authorize the County Auditor to initiate a payroll deduction made payable to Brazos County in the amount of S
ji
1 EMPLOYEE SIGNATURE DATE
DEPARTMENTAL APPROVAL:
SIGNATURE
i.............................. ........................... .. .. .. .....
1 FOR COUNTY AUDITOR'S USE ONLY
DATE RECEIVED: DA IT EN ITIt''"
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DIVISION OF EMERGENCY MANAGEMENT
LOCAL EMERGENCY MANAGEMENT ANNUAL
PROGRAM PROFILE AND WORK PLAN
1 FY: 1998
11. (OEId USE ONLY)
PLAN NUMBER
2 AGENCYNAME, Brazos County Inter jurisdictional
Emergency Management
S MAILING ADDRESS: 300 East 26th St, County Courthouse
CITY Bryan Tx ZIP 77803
4. SLASO STATUS: 100
6 COUNTY: Brazos
DISASTER DISTRICT 6B
7. CLEARLY DEFINE JURISDICTTONM BEING REPORTED:
Brazos County, City of Bryan, City of College Station, City of Wixon Valle
Texas A &M University
a IAIRRIJUDGE (NAME): Alvin W. Jones
/. COORDINATOR (NAME):
Fred C. Forsthoff
10. AVERAGE NUMBER OF WORK HOURS PER WEEK DEVOTED TO EMERGENCY MANAGEMENT PROGRAM ACTIVITIES.
PAID HOURS
VOLUNTEER HOURS
TOTAL HOURS
COORDINATOR
40
40
OTHER STAFF
Den. Coordinator]L—
20
12 REMARKS: CHANGES IN SENIOR ELECTED OFFICIAL(S7 OR COORDINATOR(Sj JURISDICTIONS ADDED OR DELETEDL HAZARO(S)
ADDED OR DELETED. MISCELLANEOUS ADDITIONS OR CHANGES TO PROGRAM.
City of Wixon Valley is in the process of being added to the
interjurisdictional organization and will be completed in FY 1998.
Mayor Ruby Andrews, EMD
I& THE PROGRAM PROFILE AND WORK PLAN (DEM•17) ALONG WITH THE ATTACHED COOPERATIVE AGREEMENT PERFORMANCE
MEASURES (0EM•17A) CONSTITUTE THE ANNUAL WORK PLAN FOR THIS JURISDICTION. THE UNDERSIGNED AGREE TO EXERT THE)
BEST EFFORTS TO ACCOMPLISH ALL ACTIVITIES SCHEDULED FOR ACTION ON THE ANNUAL WORK PLAN AS APPROVED BY THE
DIVISION OF EMERGENCY MANAGEMENT
�I ,
. 0I/ 09 -10 -97
GNATURE OF qbORDIN A AT (SIGNATURE OF JUDGE) AT
IC (OEM USE ONLY)
THE ATTACHED ANNUAL WORK PLAN IS APPROVED:
(DATE) (STATE COORDINATOR)
DEM•17 (RW. IN"
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'7- '-rv- -for -: r1^ �-•-----r .— i+v.^c=-- -arao.-- .- .- .- .�T�r_ r- -*�-"7'r -s - �_'r --�- :_"� _ _ _ � ._.. _ •, - - _• _ _ _ --• - - _ _ _ _ _
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i IAttachment 4)
COOPERATIVE AGREEMENT PERFORMANCE MEASURES
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Aosvcr NAME: FY: 1998
/TEM #
AcTmrr
ACCOMPLISHMENTS / COMMENTS AS Of 03131198
ACCOMPLISHMENTS / COMMENTS AS of 09130198
'98 ! CA -1 ,
Develop and submit
Annual Work Plan and
semi- annual progress
reports
98 / CA -2
A. Develop and
submit 2 legal
documents
B. All legal
documents current
and on file in Austin
98 / CA -3
Develop / update and
submit _planning
documents with
checklists
98 / CA-4
Develop / enhance
local hazards analysis
98 / CA-5
Develop / enhance list
of viable Hazard
Mitigation projects
4 -1
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(Attachment 41
COOPERATIVE AGREEMENT PERFORMANCE MEASURES
•
AOENCr NAME: FY: 1998
11EM #
Acrmrr
ACCOMPLISHMENTS / COMMENTS AS Of 031311998
ACCOMPLISHMENTS / COMMENTS AS Of 09130198
981 CA-6
Conduct a Functional
or Full Scale exercise.
Attend emergency
98 / CA -7
management training/
complete Independent
Study courses.
98 / CA -8
Conduct training for
staff and support
agency personnel
98 / CA -9
Conduct Public
Awareness Program
for citizens.
98 / CA -10
Improve emergency
management staff
professional
development
4 -2
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GENERAL CERTIFICATE OF
BRAZOS COUNTY
We, the undersigned officers of the Commissioner's Court of Brazos County hereby certify
that:
1. The Commissioner's Court of said County convened in SPECIAL TERM ON THE
DAY OF SEPTEMBER, 1997, at the designated meeting place, and the roll was called of
the duly constituted officers and members of said Commissioner's Court, to -wit:
Tony Jones
William S. Thornton
Randy Sims
Carey Cauley, Jr.
Alvin W. Jones
and all of said persons were present, except the following absentees: [None] , thus
constituting a quorum. Whereupon, among other business, the following was transacted at said
Meeting: a written
RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 B
was duly introduced for the consideration of said Commissioner's Court and read in full. It was
then duly moved and seconded that said Resolution be adopted; and, after due discussion, said
motion, carrying with it the adoption of said Resolution, prevailed and carried by the following
vote:
AYES: All members of said Commissioner's Court shown present above voted
"Aye ", except
NOES: -0-
ABSTENTIONS: -0-
2. A true, full, and correct copy of the aforesaid Resolution adopted at the Meeting
described in the above and foregoing paragraph is attached hereto as Exhibit A; said Resolution
has been duly recorded in said Commissioner's Court minutes of said Meeting; the above and
foregoing paragraph is a true, full, and correct excerpt from said Commissioner's Court minutes
of said Meeting pertaining to the adoption of said Resolution; the persons named in the above and
foregoing paragraph are the duly chosen, qualified, and acting officers and members of said
Commissioner's Court as indicated therein; and each of the officers and members of said
Commissioner's Court was duly and sufficiently notified, officially and personally, in advance,
VOL �� _ PACE 7/,,,- ,,,--.
-.. �... �..._........._. 8.., �. �. �..._.._. n. y... �.. �y. o...._... �_... a_...r... �.__: �. 1•.. s.ti:tio�- eu..wv:....C- ir�i.t... r�L...��.�.......f��. -._. �.C�.��.._.._.....
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of the time, place, and purpose of the aforesaid Meeting and that said Resolution would be
introduced and considered for adoption at said Meeting, and each of said officers and members
consented, in advance, to the holding of said Meeting for such purpose; and said Meeting was
open to the public, and public notice of the time, place, and purpose of said Meeting was given,
all as required by Vernon's Ann. Civ. Stat. Article 6252 -17.
3. A true, correct, and accurate copy of the information filed by the Brazos County
Health Facilities Development Corporation (hereinafter called the "Corporation ") with the
Commissioner's Court of said County on the 15th day of September, 1997, pursuant to Section
221.062 of the Health Facilities Development Act, related to the issuance of the Franciscan
Services Corporation Obligated Group Revenue Bonds, Series 1997 B (hereinafter called the
"Bonds "), is attached hereto as E2jhibit B.
4. According to the official records of the Commissioner's Court of said County, the
current directors of the Corporation appointed by such Commissioner's Court are: Tony Jones,
Carey Cauley, Jr., William S. Thornton, Alvin W. Jones, and Randy Sims.
5. No action has been taken by the Commissioner's Court of said County pursuant to
Section 221.035 of the Health Facilities Development Act or otherwise to limit the effectiveness
I of the resolution adopted by the Board of Directors of the Corporation authorizing the issuance
of the Bonds or affect the transaction represented by the Bonds.
6. A true, full, and correct copy of the Minutes of the public hearing held pursuant
to Section 147(f) of the Internal Revenue Code of 1986, with respect to the Bonds, is attached
hereto as Exhibit D.
7. The Attorney General of the State of Texas (the "Attorney General ") is hereby
authorized to date this certificate on and as of the date of his approval of the Bonds, and this
certificate and the matters herein certified shall be deemed for all purposes to be we, accurate,
and correct on and as of that date, and on and as of the Closing Date, unless an authorized officer
of Brazos County shall notify the Attorney General, the Trustee for the Bonds, the Corporation,
and the Underwriter for the Bonds in writing or by telephone, telegraph, or telecopier to the
contrary prior to either of such dates.
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SIGNED AND SEALED the LNay of jz4z�--�, 1997.
— 0--. - 24Y�-- �
County Clerk, County udge,
Commissioner's Court Commissioner's Court
(SEAL)
10013 07770 HOUSTON 79818
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RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 B
WHEREAS. the creation of the Brazos County Health Facilities Development Corporation
(the "Issuer ") was authorized by a resolution of the Brazos Commissioner's Court ( "Brazos
County ") on January 11. 1982, in accordance with the provisions of the Health Facilities
Development Act. Chapter 221, Texas Health & Safety Code (formerly Article 1528j,
V.A.T.C.S.), as amended. and
WHEREAS, Section 1.3(c) of the Bylaws of the Issuer provides that as a condition
precedent to the issuance of obligations, the Issuer must obtain the approval of the issuance of
such obligations by written resolution of Brazos County; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code "), requires that the Commissioner's Court of Brazos County approve the Bonds described
below to be issued by the Issuer on behalf of Brazos County, Texas for the purposes set forth in
the resolution of the Issuer hereinafter described; and
WHEREAS, the Issuer intends to issue its $ 18,000,000.00 Brazos County Health
Facilities Development Corporation Franciscan Services Corporation Obligated Group Revenue
Bonds, Series 1997 B (the "Bonds "), pursuant to the resolution of the Issuer attached hereto as
Attachment A and made a part hereof; and
WHEREAS, the Bonds are being issued for the purpose of (i) financing or refinancing the
cost of certain health facilities, (ii) making a deposit to the reserve fund established under the
Bond Indenture to secure the Bonds, (iii) paying capitalized interest on the Bonds, and (iv) paying
certain issuance costs in connection with the Bonds; and
WHEREAS, a public hearing has been held by the Issuer with respect to the issuance of
the Bonds, and notice of such public hearing was published in a newspaper of general circulation
in Brazos County at least 14 days prior to the date of such public hearing; and
WHEREAS, Brazos County finds and determines it is necessary and advisable that this
Resolution be adopted. it
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONER'S COURT OF
BRAZOS COUNTY, TEXAS:
A -1
VOL--jL-....p1i -..7/.Z. rMaL
I . That the issuance of the Bonds by the Issuer is hereby approved in accordance with
the Bylaws of the Issuer; and
2. That the issuance of the Bonds is hereby approved for the purposes of Section
147(f) of the Code.
10013 09770 HOUSTON MIS
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ATTACHMENT A
TO EXHIBIT A
RESOLUTION OF ISSUER
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EXHIBIT B
CERTIFICATE OF FILING
I, the undersigned officer of Brazos County Health Facilities Development Corporation,
hereby certify as follows:
1. That I am the duly elected or appointed President of Brazos County Health
Facilities Development Corporation.
2. That on September 15. 1997, 1 filed or caused to be filed on behalf of the Brazos
County Health Facilities Development Corporation an executed original copy of
the attached letter with Attachment A with the Commissioner's Court of Brazos
County, Texas by filing an original executed copy of same with the County Clerk
and the County Judge and each member of the Commissioner's Court at his or her
respective office in the City of Bryan, Texas.
WITNESS MY HAND on this the _ day of , 1997.
President, Brazos County Health Facilities
Development Corporation
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Brazos County Commissioner's Court
Brazos County Courthouse
300 East 26th Street, Room 115
Bryan, TX 77803
County Judge and Commissioner:
Re: Franciscan Services Corporation Obligated Group
Revenue Bonds. Series 1997 B
Pursuant to Section 221.062 of the Health Facilities Development Act, Texas Health &
Safety Code (formerly Section 4.03, Article 1528j, V.A.T.C.S.) (the "Act "), the Act under which
the Brazos County Commissioner's Court created the Brazos County Health Facilities
Development Corporation, notice is hereby given that the Brazos County Health Facilities
Development Corporation intends to issue its above- captioned bonds (the "Series 1997 B Bonds)
for the purpose of providing financing or refinancing for all or part of the cost of a health facility
(as such term is defined in the Act) (the "Project ") for St. Joseph Regional Health Center, a Texas
non - profit corporation (the "Hospital "). The anticipated size of the proposed issue of the Series
1997 B Bonds is not to exceed $18,000,000.00. The Project shall be located on part of a 21 -acre
parcel at the corner of Villa Maria and East 29th Street, Bryan, Texas. A full and complete
description of the Project, including an explanation of protected costs of such Project, is attached
hereto as Attachment A. The description of the Project has been prepared by the Hospital. The
explanation of the costs of the Project has been prepared by the Underwriter, Merrill Lynch and
Co. The dollar amount of the respective costs of the Project and the principal amount of the
Series 1997 B Bonds may vary from those indicated on the enclosed because of changes in the
assumed rate of interest used to prepare the explanation of the costs. The necessity for such
Project is to assist the maintenance of public health and to provide health facilities for the
promotion and development of health care, all for the public purpose of promoting the health and
welfare of the citizens of Brazos County, Texas, and the citizens of the State of Texas, and the
Project is needed for the purpose of improving the adequacy, cost, and accessibility of the health
care, research, and education within this State.
The proposed Series 1997 B Bonds will be issued not less than fourteen (14) days from the
date of filing of this letter.
(SEAL)
Date of Filing:
Sincerely,
BRAZOS COUNTY HEALTH FACILITIES
DEVELOPMENT CORPORATION
By:
B -2
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THE PROJECT
The Project consists of financing or refinancing the costs of constructing and acquiring
equipment and furnishings for St. Joseph Manor, a long -term care facility to be constructed
adjacent to the rehabilitation center currently under construction on part of a 21 -acre parcel
located at the corner of Villa Maria and East 29th. St. Joseph Manor will combine three different
unit types: Nursing Home with approximately 52 beds; Assisted Living units with approximately
30 beds; and Alzheimer's units with approximately 30 beds. When finished, this facility will
provide long -term care at levels appropriate to the needs of individual patients. The Alzheimer's
unit will serve patients with Alzheimer's disorder, particularly those with advanced Alzheimer's.
The combined projected square footage of St. Joseph Manor is approximately 116,000
square feet. The square footage and the projected number of beds are tentative figures and
subject to change as plans are finalized.
SOURCES AND USES OF FUNDS
SOURCES: '
Principal Amount of Bonds: $ 16,575,000.00
Original Issue Discount: (479,680.50)
Net Bond Proceeds: $ 16,095,319.50
Existing Reserve Fund:
Restricted Contribution:
Accrued: 42,657.60
Total Sources: $ 16.137.977.10
USES:
Costs of Projects: $ 13,905,265.34
Reserve Fund Requirements: 1,657,500.00
Additional Funds:
Fixed Cost of Issuance: 532,554.16
Accrued: 42,657.60
Total Uses: $ 16.137.977.10
EXHIBIT C
Minutes of Public Hearing
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Brazos County Commissioner's Court = Q' t
Brazos County Courthouse ; = Fri
300 East 26th Street, Room 115 r ��
Bryan, TX 77803 N
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Re: Franciscan Services Corporation Obligated Group
Revenue Bonds, Series 1997 B
County Judge and Commissioner:
Pursuant to Section 221.062 of the Health Facilities Development Act, Texas Health &
Safety Code (formerly Section 4.03, Article 1528j, V.A.T.C.S.) (the "Act "), the Act under which
the Brazos County Commissioner's Court created the Brazos County Health Facilities
Development Corporation, notice is hereby given that the Brazos County Health Facilities
Development Corporation intends to issue its above - captioned bonds (the "Series 1997 B Bonds)
for the purpose of providing financing or refinancing for all or part of the cost of a health facility
(as such term is defined in the Act) (the "Project ") for St. Joseph Regional Health Center, a Texas
non - profit corporation (the "Hospital "). The anticipated size of the proposed issue of the Series
1997 B Bonds is not to exceed $18,000,000.00. The Project shall be located on part of a 21 -acre
parcel at the corner of Villa Maria and East 29th Street, Bryan, Texas. A full and complete
description of the Project, including an explanation of projected costs of such Project, is attached
hereto as Attachment A. The description of the Project has been prepared by the Hospital. The
explanation of the costs of the Project has been prepared by the Underwriter, Merrill Lynch and
Co. The dollar amount of the respective costs of the Project and the principal amount of the
Series 1997 B Bonds may vary from those indicated on the enclosed because of changes in the
assumed rate of interest used to prepare the explanation of the costs. The necessity for such
Project is to assist the maintenance of public health and to provide health facilities for the
promotion and development of health care, all for the public purpose of promoting the health and
welfare of the citizens of Brazos County, Texas, and the citizens of the State of Texas, and the
Project is needed for the purpose of improving the adequacy, cost, and accessibility of the health
care, research, and education within this State.
The proposed Series 1997 B Bonds will be issued not less than fourteen (14) days from the
date of filing of this letter.
Sincerely,
BRAZOS COUNTY HEALTH FACILITIES
DEVELOPMENT CORP TION
B
(SEAL) .01/�9
Date of Filing
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THE PROJECT
The Project consists of financing or refinancing the costs of constructing and acquiring
equipment and furnishings for St. Joseph Manor, a long -term care facility to be constructed
adjacent to the rehabilitation center currently under construction on part of a 21 -acre parcel
located at the corner of Villa Maria and East 29th. St. Joseph Manor will combine three different
unit types: Nursing Home with approximately 52 beds; Assisted Living units with approximately
30 beds; and Alzheimer's units with approximately 30 beds. When finished, this facility will
provide long -term care at levels appropriate to the needs of individual patients. The Alzheimer's
unit will serve patients with Alzheimer's disorder, particularly those with advanced Alzheimer's.
The combined projected square footage of St. Joseph Manor is approximately 116,000
square feet. The square footage and the projected number of beds are tentative figures and
subject to change as plans are finalized.
SOURCES AND USES OF FUNDS
SOURCES.:
Principal Amount of Bonds: $ 16,575,000.00
Original Issue Discount: (479,680.50)
Net Bond Proceeds: $ 16,095,319.50
Existing Reserve Fund:
Restricted Contribution:
Accrued: 42,657.60
Total Sources: $ 16.137.977.10
USES:
Costs of Projects: $ 13,905,265.34
Reserve Fund Requirements: 1,657,500.00
Additional Funds:
Fixed Cost of Issuance: 532,554.16
Accrued: 42,657.60
Total Uses: $ 16.137.977.10
VOL
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RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 B
WHEREAS, the creation of the Brazos County Health Facilities Development Corporation
(the "Issuer ") was authorized by a resolution of the Brazos Commissioner's Court ( "Brazos
County ") on January 11, 1982, in accordance with the provisions of the Health Facilities
Development Act, Chapter 221, Texas Health & Safety Code (formerly Article 1528j,
V.A.T.C.S.), as amended; and
1 WHEREAS, Section 1.3(c) of the Bylaws of the Issuer provides that as a condition
precedent to the issuance of obligations, the Issuer must obtain the approval of the issuance of
such obligations by written resolution of Brazos County; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code "), requires that the Commissioner's Court of Brazos County approve the Bonds described
below to be issued by the Issuer on behalf of Brazos County, Texas for the purposes set forth in
the resolution of the Issuer hereinafter described; and
WHEREAS, the Issuer intends to issue its $ 18,000,000.00 Brazos County Health
Facilities Development Corporation Franciscan Services Corporation Obligated Group Revenue
Bonds, Series 1997 B (the "Bonds "), pursuant to the resolution of the Issuer attached hereto as
Attachment A and made a part hereof; and
WHEREAS, the Bonds are being issued for the purpose of (i) financing or refinancing the
i cost of certain health facilities, (ii) making a deposit to the reserve fund established under the
Bond Indenture to secure the Bonds, (iii) paying capitalized interest on the Bonds, and (iv) paying
certain issuance costs in connection with the Bonds; and
I
WHEREAS, a public hearing has been held by the Issuer with respect to the issuance of
the Bonds, and notice of such public hearing was published in a newspaper of general circulation
in Brazos County at least 14 days prior to the date of such public hearing; and
WHEREAS, Brazos County finds and determines it is necessary and advisable that this
Resolution be adopted.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONER'S COURT OF
BRAZOS COUNTY, TEXAS:
1. That the issuance of the Bonds by the Issuer is hereby approved in accordance with
4
the Bylaws of the Issuer; and
F 2. That the issuance of the Bonds is hereby approved for the purposes of Section
147(f) of the Code.
VOL
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GENERAL CERTIFICATE OF
BRAZOS COUNTY
We, the undersigned officers of the Commissioner's Court of Brazos County hereby certify
that:
1. The Commissioner's Court of said County convened in SPECIAL TERM ON THE
DAY OF SEPTEMBER, 1997, at the designated meeting place, and the roll was called of
the duly constituted officers and members of said Commissioner's Court, to -wit:
Tony Jones Carey Cauley, Jr.
William S. Thornton Alvin W. Jones
Randy Sims
and all of said persons were present, except the following absentees: i4/0 41 thus
constituting a quorum. Whereupon, among other business, the following was transacted at said
Meeting: a written
RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 A
was duly introduced for the consideration of said Commissioner's Court and read in full. It was
then duly moved and seconded that said Resolution be adopted; and, after due discussion, said
motion, carrying with it the adoption of said Resolution, prevailed and carried by the following
vote:
AYES: All members of said Commissioner's Court shown present above voted
"Aye ", except
NOES: -0-
ABSTENTIONS:
2. A true, full, and correct copy of the aforesaid Resolution adopted at the Meeting
described in the above and foregoing paragraph is attached hereto as Exhibit A; said Resolution
has been duly recorded in said Commissioner's Court minutes of said Meeting; the above and
foregoing paragraph is a true, full, and correct excerpt from said Commissioner's Court minutes
of said Meeting pertaining to the adoption of said Resolution; the persons named in the above and
foregoing paragraph are the duly chosen, qualified, and acting officers and members of said
Commissioner's Court as indicated therein; and each of the officers and members of said
Commissioner's Court was duly and sufficiently notified, officially and personally, in advance,
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of the time, place, and purpose of the aforesaid Meeting and that said Resolution would be
introduced and considered for adoption at said Meeting, and each of said officers and members
consented, in advance, to the holding of said Meeting for such purpose; and said Meeting was
open to the public, and public notice of the time, place, and purpose of said Meeting was given,
all as required by Vernon's Ann. Civ. Stat. Article 6252 -17.
3. A true, correct, and accurate copy of the information filed by the Brazos County
Health Facilities Development Corporation (hereinafter called the "Corporation ") with the
Commissioner's Court of said County on the 15th day of September, 1997, pursuant to Section
221.062 of the Health Facilities Development Act, related to the issuance of the Franciscan
Services Corporation Obligated Group Revenue Bonds, Series 1997 A (hereinafter called the
"Bonds "), is attached hereto as Exhibit B.
4. According to the official records of the Commissioner's Court of said County, the
current directors of the Corporation appointed by such Commissioner's Court are: Tony Jones,
Carey Cauley, Jr., William S. Thornton, Alvin W. Jones, and Randy Sims.
5. No action has beeq taken by the Commissioner's Court of said County pursuant to
Section 221.035 of the Health Facilities Development Act or otherwise to limit the effectiveness
of the resolution adopted by the Board of Directors of the Corporation authorizing the issuance
of the Bonds or affect the transaction represented by the Bonds.
6. A true, full, and correct copy of the Minutes of the public hearing held pursuant
to Section 147(f) of the Internal Revenue Code of 1986, with respect to the Bonds, is attached
hereto as Exhibit D.
7. The Attorney General of the State of Texas (the "Attorney General ") is hereby
authorized to date this certificate on and as of the date of his approval of the Bonds, and this
certificate and the matters herein certified shall be deemed for all purposes to be true, accurate,
and correct on and as of that date, and on and as of the Closing Date, unless an authorized officer
of Brazos County shall notify the Attorney General, the Trustee for the Bonds, the Corporation,
and the Underwriter for the Bonds in writing or by telephone, telegraph, or telecopier to the
contrary prior to either of such dates.
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SIGNED AND SEALED the Al, of 1997.
County 21erk, Counerludge,
Commissioner's Court Commissioner's Court
(SEAL)
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RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 A
WHEREAS, the creation of the Brazos County Health Facilities Development Corporation
(the "Issuer ") was authorized by a resolution of the Brazos Commissioner's Court ( "Brazos
County ") on January 11, 1982, in accordance with the provisions of the Health Facilities
Development Act, Chapter 221, Texas Health & Safety Code (formerly Article 1528j,
V.A.T.C.S.), as amended, and
WHEREAS, Section 1.3(c) of the Bylaws of the Issuer provides that as a condition
precedent to the issuance of obligations, the Issuer must obtain the approval of the issuance of
such obligations by written resolution of Brazos County, and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code "), requires that the Commissioner's Court of Brazos County approve the Bonds described
below to be issued by the Issuer on behalf of Brazos County, Texas for the purposes set forth in
the resolution of the Issuer hereinafter described; and
i
WHEREAS, the Issuer intends to issue its $ 45,000,000.00 Brazos County Health
Facilities Development Corporation Franciscan Services Corporation Obligated Group Revenue
Bonds, Series 1997 A (the "Bonds "), pursuant to the resolution of the Issuer attached hereto as
Attachment A and made a part hereof, and
WHEREAS, the Bonds are being issued for the purpose of (i) financing or refinancing the
cost of certain health facilities, (ii) making a deposit to the reserve fund established under the
Bond Indenture to secure the Bonds, (iii) paying capitalized interest on the Bonds, and (iv) paying
certain issuance costs in connection with the Bonds; and
WHEREAS, a public hearing has been held by the Issuer with respect to the issuance of
the Bonds, and notice of such public hearing was published in a newspaper of general circulation
in Brazos County at least 14 days prior to the date of such public hearing; and
WHEREAS, Brazos County finds and determines it is necessary and advisable that this
Resolution be adopted.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONER'S COURT OF
BRAZOS COUNTY, TEXAS:
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I . That the issuance of the Bonds by the Issuer is hereby approved in accordance with t
the Bylaws of the Issuer; and
2. That the issuance of the Bonds is hereby approved for the purposes of Section
147(f) of the Code.
10013 07M HOUSTON 3M3
A -2
ATTACHMENT A
TO EXHIBIT A
RESOLUTION OF ISSUER
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EXHIBIT R
CERTIFICATE OF FILING ,
I, the undersigned officer of Brazos County Health Facilities Development Corporation, ti
hereby certify as follows:
1. That I am the duly elected or appointed President of Brazos County Health
Facilities Development Corporation.
2. That on September 15, 1997, I filed or caused to be filed on behalf of the Brazos 6
County Health Facilities Development Corporation an executed original copy of
the attached letter with Attachment A with the Commissioner's Court of Brazos
County, Texas by filing an original executed copy of same with the County Clerk
and the County Judge and each member of the Commissioner's Court at his or her
respective office in the City of Bryan, Texas.
WITNESS MY HAND on this the _ day of .1997.
• President, Brazos County Health Facilities
• Development Corporation
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Brazos County Commissioner's Court
Brazos County Courthouse
300 East 26th Street, Room 115
Bryan, TX 77803
County Judge and Commissioner:
Re: Franciscan Services Corporation Obligated Group
Revenue Bonds. Series 1997 A
Pursuant to Section 221.062 of the Health Facilities Development Act, Texas Health &
Safety Code (formerly Section 4.03, Article 1528j, V.A.T.C.S.) (the "Act "), the Act under which
the Brazos County Commissioner's Court created the Brazos County Health Facilities
Development Corporation, notice is hereby given that the Brazos County Health Facilities
Development Corporation intends to issue its above - captioned bonds (the "Series 1997 A Bonds)
for the purpose of providing financing or refinancing for all or part of the cost of a health facility
(as such term is defined in the Act) (the "Project ") for St. Joseph Regional Health Center, a Texas
non - profit corporation (the "Hospital "). The anticipated size of the proposed issue of the Series
1997 A Bonds is not to exceed $ 45,000,000.00. The Project shall be located at 2801 Franciscan
Drive, Bryan, Texas, except as noted on Attachment A hereto. A full and complete description
of the Project, including an explanation of projected costs of such Project, is attached hereto as
Attachment A. The description of the Project has been prepared by the Hospital. The explanation
of the costs of the Project has been prepared by the Underwriter, Merrill Lynch and Co. The
dollar amount of the respective costs of the Project and the principal amount of the Series 1997
A Bonds may vary from those indicated on the enclosed because of changes in the assumed rate
of interest used to prepare the explanation of the costs. The necessity for such Project is to assist
the maintenance of public health and to provide health facilities for the promotion and
development of health care, all for the public purpose of promoting the health and welfare of the
citizens of Brazos County, Texas, and the citizens of the State of Texas, and the Project is needed
for the purpose of improving the adequacy, cost, and accessibility of the health care, research,
and education within this State.
The proposed Series 997 A Bonds will be issued not less than fourteen (14) days from
the date of filing of this letter.
Sincerely,
BRAZOS COUNTY HEALTH FACILITIES
DEVELOPMENT CORPORATION
By:
(SEAL)
Date of Filing:
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THE PROJECT
The Project consists of the costs of financing or refinancing the costs of constructing or
renovating certain hospital facilities and the cost of acquiring equipment to be owned by St.
Joseph Regional Health Center (St. Joseph).
A portion of the proceeds from the sale of these bonds will finance the construction and
furnishings for an Inpatient Rehabilitation, Skilled Nursing and Outpatient Rehabilitation Facility
located on a 21 -acre parcel owned by St. Joseph at the corner of Villa Maria and East 29th Street,
Bryan, Texas. The 112,000 square foot rehabilitation facility will have approximately 60 beds.
When this facility is finished, St. Joseph will treat a larger number of skilled nursing patients and
will, for the first time, render comprehensive inpatient and outpatient rehabilitation care. Patients
served will include those requiring treatment for cranio- cerebral trauma, cerebral vascular
accidents, general physical rehabilitation, cardiac rehabilitation, and speech therapy rehabilitation.
St. Joseph will also use the proceeds from this bond sale to finance capital asset
acquisitions for its ongoing acute health care programs at St. Joseph Regional Health Center,
located at 2801 Franciscan Drive, Bryan, Texas. Proceeds will be spent to acquire iww radiology,
laboratory, surgical, cardiopulmonary, and other assets needed for patient care.
SOURCES AND USES OF FUNDS
SOURCES:
Principal Amount of Bonds: $ 43,425,000.00
Original Issue Discount: (1,257,715.10)
Net Bond Proceeds: $ 42,167,284.90
Existing Reserve Fund:
Equity: 545,928.00
Accrued: 111,635.34
Total Sources: $ 42.824.848.24
USES:
Costs of Projects: $ 36,994,553.14
Reserve Fund Requirements: 4,320,778.12
Additional Funds:
Fixed Cost of Issuance: 1,397,881.64
Accrued: 111,635.34
Total Uses: $ 42.824.848.24
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` Brazos County Commissioner's Court
Brazos County Courthouse
300 East 26th Street. Room 115
Bryan, TX 77803
County Judge and Commissioner:
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Re: Franciscan Services Corporation Obligated Group
Revenue Bonds. Series 1997 A
Pursuant to Section 221.062 of the Health Facilities Development Act, Texas Health &
Safety Code (formerly Section 4.03, Article 1528j, V.A.T.C.S.) (the "Act "), the Act under which
the Brazos County Commissioner's Court created the Brazos County Health Facilities
Development Corporation, notice is hereby given that the Brazos County Health Facilities
Development Corporation intends to issue its above - captioned bonds (the "Series 1997 A Bonds)
for the purpose of providing financing or refinancing for all or part of the cost of a health facility
(as such term is defined in the Act) (the "Project ") for St. Joseph Regional Health Center, a Texas
non - profit corporation (the "Hospital "). The anticipated size of the proposed issue of the Series
1997 A Bonds is not to exceed $ 45,000,000.00. The Project shall be located at 2801 Franciscan
Drive, Bryan, 'Texas, except as noted on Attachment A hereto. A full and complete description
of the Project, including an explanation of projected costs of such Project, is attached hereto as
Attachment A. The description of the Project has been prepared by the Hospital: The explanation
of the costs of the Project has been prepared by the Underwriter, Merrill Lynch and Co. The
dollar amount of the respective costs of the Project and the principal amount of the Series 1997
A Bonds may vary from those indicated on the enclosed because of changes in the assumed rate
of interest used to prepare the explanation of the costs. The necessity for such Project is to assist
the maintenance of public health and to provide health facilities for the promotion and
development of health care, all for the public purpose of promoting the health and welfare of the
citizens of Brazos County, Texas, and the citizens of the State of Texas, and the Project is needed
for the purpose of improving the adequacy, cost, and accessibility of the health care, research,
and education within this State.
The proposed Series 1997 A Bonds will be issued not less than fourteen (14) days from
the date of filing of this letter.
Sincerely,
BRAZOS COUNTY HEALTH FACILITIES
DEVELOPMENT CORPO ION
By: _
(SEAL)
Date of Filing:
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THE PROJECT
The Project consists of the costs of financing or refinancing the costs of constructing or
renovating certain hospital facilities and the cost of acquiring equipment to be owned by St.
Joseph Regional Health Center (St. Joseph).
A portion of the proceeds from the sale of these bonds will finance the construction and
furnishings for an Inpatient Rehabilitation, Skilled Nursing and Outpatient Rehabilitation Facility
located on a 21 -acre parcel owned by St. Joseph at the corner of Villa Maria and East 29th Street,
Bryan, Texas. The 112,000 square foot rehabilitation facility will have approximately 60 beds.
When this facility is finished, St. Joseph will treat a larger number of skilled nursing patients and
will, for the first time, render comprehensive inpatient and outpatient rehabilitation care. Patients
served will include those requiring treatment for cranio- cerebral trauma, cerebral vascular
accidents, general physical rehabilitation, cardiac rehabilitation, and speech therapy rehabilitation.
St. Joseph will also use the proceeds from this bond sale to finance capital asset
acquisitions for its ongoing acute health care programs at St. Joseph Regional Health Center,
located at 2801 Franciscan Drive, Bryan, Texas. Proceeds will be spent to acquire new radiology,
laboratory, surgical, cardiopulmonary, and other assets needed for patient care.
SOURCES AND USES OF FUNDS
SOURCES:
Principal Amount of Bonds: $ 43,425,000.00
Original Issue Discount: (1,257,715.10)
Net Bond Proceeds: $ 42,167,284.90
Existing Reserve Fund:
Equity: 545,928.00
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Accrued: 111,635.34
Total Sources: $ 42- 824. 848.24
USES:
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Costs of Projects:
Reserve Fund Requirements:
Additional Funds:
Fixed Cost of Issuance:
Accrued:
Total Uses:
$ 36,994,553.14
4,320,778.12
-1,397,881.64
111,635.34
$ 42- 824 - 848.24
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RESOLUTION OF BRAZOS COUNTY COMMISSIONER'S COURT
RELATING TO APPROVAL OF THE
FRANCISCAN SERVICES CORPORATION OBLIGATED GROUP
REVENUE BONDS, SERIES 1997 A
1
WHEREAS, the creation of the Brazos County Health Facilities Development Corporation
(the "Issuer ") was authorized by a resolution of the Brazos Commissioner's Court ( "Brazos
County ") on January 11, 1982, in accordance with the provisions of the Health Facilities
Development Act, Chapter 221, Texas Health & Safety Code (formerly Article 1528j,
V.A.T.C.S.), as amended. and
WHEREAS, Section 1.3(c) of the Bylaws of the Issuer provides that as a condition
precedent to the issuance of obligations, the Issuer must obtain the approval of the issuance of
such obligations by written resolution of Brazos County; and
WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the
"Code "), requires that the Commissioner's Court of Brazos County approve the Bonds described
below to be issued by the Issuer on behalf of Brazos County, Texas for the purposes set forth in
the resolution of the Issuer hereinafter described; and
WHEREAS, the Issuer intends to issue its $ 45,000,000.00 Brazos County Health
Facilities Development Corporation Franciscan Services Corporation Obligated Group Revenue
Bonds, Series 1997 A (the "Bonds "), pursuant to the resolution of the Issuer attached hereto as
Attachm nt A and made a part hereof; and
WHEREAS, the Bonds are being issued for the purpose of (i) financing or refinancing the
cost of certain health facilities, (ii) making a deposit to the reserve fund established under the
Bond Indenture to secure the Bonds, (iii) paying capitalized interest on the Bonds, and (iv) paying
certain issuance costs in connection with the Bonds; and
WHEREAS, a public hearing has been held by the Issuer with respect to the issuance of
the Bonds, and notice of such public hearing was published in a newspaper of general circulation
in Brazos County at least 14 days prior to the date of such public hearing; and
WHEREAS, Brazos County finds and determines it is necessary and advisable that this
Resolution be adopted.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONER'S COURT OF
BRAZOS COUNTY, TEXAS:
1. That the issuance of the Bonds by the Issuer is hereby approved in accordance with
the Bylaws of the Issuer; and
2. That the issuance of the Bonds is hereby approved for the purposes of Section
147(f) of the Code. •y
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge
NUMBER 560001
DATE OF COURT MEETING:
9/16/97
ITEM: Request permission to enter Victor Dittfurth's property located off Harris Lane
for the purpose of obtaining water from stock pond and (possibly) stock piling material
for road improvements. Signed permission form on file. Site is located in Precinct 2.
SOURCE OF FUNDS: N/A
I. NOTES /EXCEPTIONS:
II. ACTION REQUESTED OR ALTERNATIVES:
SUBMITTED BY:
APPROVED BY:
`Richard
William S. Thornton
F. Vance, P.E.
Commissioner
County Engineer
Precinct 2
CC97 -136
Approved in Commissioners' Court
Date:
Alvi W. Jones, ounty Judge
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BRAZOS COUNTY
PRIVATE PROPERTY ACCESS PERMISSION FORM
Alvin W Jones
County Judge
Tony Jones OF B�
Commissioner Pd 1 J y
Wdlaim 5 Thomton 0
Commissioner Pet 2 0)
Randy Sams +o
Commissioner Pet 3 laiot:�
Carey Cauley
Commissioner Pd 4
Date_
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I. LANDOWNER AND ADDRESS ? Z_
II. LOCATION OF WORK t$77 ,r)
III. DESCRIPTION OF WORK TO BE DONE �-�• • ,..ter / �,.�
IV. MAINTENANCE • YES NO
IF YES, ESTIMATE FREQUENCY OF M NTENANCE
(Owner will be notified prior to maintenance)
Richard F. Vance, P.E. Engine Aide /Foreman 4 2
County Engineer ,
OWNER'S SIGNATU � DATE 3�9 3-;P�
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 9/16/97
ITEM: Request from Ferguson - Burleson County Gas Gathering System to place road
bore in the right -of -way of Long Trussel Road approximately 1.2 miles south of its
intersection with Cobb Road. Draft No. 8761 in the amount of $500.00 accompanies
his request (deposit to R&B Acct #01 - 460650). Site is located in Precinct 3.
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) Tho lino shall bo Installod 1) within 3.5' of and parallol to tho right -of -way
line and/or 2) in the case of a road bore, perpendicular to the right -of -way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County nght -of -way.
D) Ditch line shall be compacted to 90% standard density ASTM -Test
Method No. D -698; test shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer
E) Construction shall be in strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highways, published by the
Texas Department of Transportation, and all other State and Federal laws
governing utility construction.
II. ACTION REQUESTED OR ALTERNATIVES:
SUBMI ED BY: A ED
ichard F. Vance, P.E. Commissi er Randy Sims
County Engineer . Precinct
CC97 -137
Approved in Commissioners' Court
Dat
Alvin W. Jones ounty Judge
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SPECIFICATIONS OF PIPE FOR ROAD CROSSING
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LONG TRUSSEL ROAD
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Brazos County, Texas
CARRIER PIPE
Diameter 4.5 O.D.
'
Wall Thickness .156
Halerial Specifications API 5 LX Gr. X -42
Yeild Strength 42 kpsi.
Design Pressure 1200 PSI
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Working Pressure 800 PSI
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Test Pressure 1800 PSI
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 9/16/97
ITEM: Request from Wickson Creek Supply Utility District to place two road bores in
the right -of -way of Hicks Lane beginning approximately 2,650' from its intersection with
FM 158. Site is located in Precinct 3.
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) The line shall be installed 1) within 3 -5' of and parallel to the right -of -way
line and/or 2) in the case of a road bore, perpendicular to the right -of -way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County right -of -way.
D) Ditch line shall be compacted to 90% standard density ASTM -Test
Method No. D -698; test shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer.
E) Construction shall be in strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highway s, published by the
Texas Department of Transportation, and all other State and Federal laws
governing utility construction.
II. ACTION REQUESTED OR ALTERNATIVES:
SUBMITTED BY: APPR ED
zj/� ��,Xl
ichard F. Vance, P.E. Commis ' ner Randy Sims
County Engineer Precin 3
CC97 -138
Approved in Commissioners' Court
Date -
Alvin W. Jones unty Judge
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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)Nickson Creek, SUO proposes to
place a (type) waterlinew thin the right -of -Way of (road) Hicks Lane
In Brazos County, Texas eloifF%ti$ss
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 by notified 72 hours prior to the beginning of
construction in order that he or his designated Inspector may inspect the
actual installation.
2. That all damage to the roadways and rights -of -way 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 will in no way be responsible for any damage which
might occur to any existing utility lines in the right -of -way.
S. That the line will be constructed and maintained on the County right -of -way in
accordance with the Utility Accommodation Policy which was adopted by the
Texas Department of Transportation on May 29, 1989.
6. That the line or lines will be constructed no less than twenty -four inches (241
lower than the lowest part of the drainage or bar ditch and the drainage is to
be considered at least two feet (2') below the center of the roadway.
7. That all sites will be barricaded during the construction period.
Construction of this line will begin on or after thel5tbay of September 18 97
Firm: Wlc on Creek S.U.D.
By: Kent Watson
Title: General Manager
Address: P. O. Box 4756
' Aryan. Texas 77805
Phone: 409 -589 -3030
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APPROVED BY COMMISSIONERS'
COURT ON:
Date 3
Alvin W. Jones, County Judge 69-05-197
1 Rovkod E/:!3/07 E/
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 9/16/97
ITEM: Reguest from GTE to place ,a buried cable installation in the right -of -way of
Stagecoach Road beginning at its intersection with Smuggler's Road extending to
Hunter's Creek Road. Recommend denial of request (see explanation below). Site
is located in Precinct 1.
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) The line shall be installed 1) within 3 -5' of and parallel to the right-of-way
line and/or 2) In the case of a road bore, perpendicular to the rightof -way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County right -of -way.
D) Ditch lino shall be compacted to 90% standard density ASTM -Test
Method No. D -698; lost shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer.
E) Construction shall be in strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highways, published by the
Texas Department of Transportation, and all other State and Federal laws �x
governing utility construction. /
II. ACTION REQUESTED OR ALTERNATIVES: Recommend denial of
request per GTE's note on sheet 1 of 2 that cable will be placed just In
the edge of the road. This is not acceptable.
SUBMITTED BY:
�v
ichard F. Vance, P.E.
County Engineer
CC97 -139
APPROVED BY:
Commissioner Tony Jones
Precinct 1
Approved in Commissioners' Court
Date:
1 l
Alvin W. Jones, County Judge
- G -�?
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September 3, 1997
®
GTE Telephone
Operations
301 Industrial Blvd.
Bryan, TX 77803
Reply To:
Bryan, TX
I
Richard Vance
Rrazos County Engineering Office
County Engineer
2617 W. Hwy. 21
Bryan, TX 77803
Dear Mr. Vance:
SUBJECT: AGRMNTS 24 BURIED CABLE
Enclosed are Form ED-135 and work location sketch showing the
location of our proposed buried cable line on County Roads in
Brazos County at Wellborn, Texas.
This work is to be completed on Work Order 5416 - 9P706GR #063
which is scheduled for November 1, 1.997. If you have any
questions concerning this work, please contact Alan Colley at our
office in Bryan, telephone 409 -821 -4715 within 15 days so thAt we
may explain or modify our proposal, otherwise, it is understood
that this proposal is approved.
Sincerely
M
L�� G
Alan Colley
Senior Designer - Access Design
AHC:egc
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GENERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY LINE INSTALLATION
-----------------------------------------------------------------
September 3, 1997
TO THE COMMISSIONERS COURT OF BRA70S COUNTY
ATTENTION COUNTY JUDGE:
Formal notice is hereby given that GTE will construct a
communication line withing the right -of -way of a County Road in
Brazos County, Texas as follows:
Starting at the intersection of Stagecoach Road and
Smuggler Road, we propose to bury a telephone cable,
along Stagecoach Rd_ To Hunter Creek Rd_
The location and description of this line and associated
appurtenances is more hilly shown by two (2) 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 the GTE
Southwest Incorporated does not constitute a waiver, surrender,
abandonment of impairment of any property rights, fanc:hi (-,
easement, license, authority, permission, privilege or right, now
granted by law or mAy I)c� granted in the fiitiire and any G >rovisic,n
or provr•:ions so construed ;hall he null acid void
ConsLruc.t. ion of thi . line will begin un or after November t,
1997_
GENERAL TELEPHONE COMPANY 5416 - 9P706GR ttcr63
ZA5X /mzy_ Alan Colley
Senior Designer - Acne•:;: Design
301 Indtr,%tr ial Blvd.
Rryan, Texas 77803
VOL 7,7Y
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 9/16/97
ITEM: Request from GTE for a road bore/buried cable installation in the right -of -way
of Hones Creek Road at its intersection with Dowling Road. Site is located in Precinct
1
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) The line shall be installed 1) within 3 -5' of and parallel to the right-of-way
line and/or 2) in the case of a road bore, perpendicular to the right -of -way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County right -of -way.
D) Ditch line shall be compacted to 90% standard density ASTM -Test
Method No. D -698; test shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer.
E) Construction shall be in strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highways, published by the
Texas Department of Transportation, and all other State and Federal laws
governing utility construction.
I1. ACTION REQUESTED OR ALTERNATIVES:
SU ED BY: APPROV
ichard F. Vance, P.E. Co ission Tony Jones
County Engineer Precinct 1
CC97 -140
Approved in Commissioners' Court
Dat
Alvin W. Jones tourity Judge
I
® GTE Telephone
Operations
301 Industrial Blvd.
Bryan, TX 77803
September 5, 1997 Reply To:
Bryan, TX
Richard Vance
Brazos County Engineering Office
County Engineer
2617 W. Hwy. 21
Bryan, TX 77803
Dear Mr. Vance:
SUBJECT: AGRMNTS 24 BURIED CABLE
Enclosed are Form ED -135 and work location sketch showing the
location of our proposed buried cable line on County Roads in
Brazos County at College Station, Texas.
This work is to be completed on Work Order 5416 - 3p001VV which
is scheduled for September 8, 1997. If you have any questions
concerning this work, please contact Charles Allen at our office
in Rryan, telephone 409- 821 -4761 within 15 days so that we may
explain or modify our proposal, otherwise, it is understood that
this proposal is approved_
Sincerely.
Alan Colley
Senior Designer - Access Design
AHC:egc
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GEMERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY LINE INSTALLATION
----------------------------------------------------------------
September 5, 1.997
TO TI1F= COMMISSIONERS COURT OF BRAZOS COUNTY
ATTENTION COUNTY •JtJf)RF: Al Jones
Formal notice is hereby given that GTE will constrerct a
communication line withing the right -cif -way of a County Road in
Brazos County, Texas as follows:
At the intersection of Hopes Creek Road and Dowling
Road, a hore with buried drop render Hopes Creek Road.
The location and description of this line and associated
appurtenances is more fully shown by two (2) 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_
NotwithrtNnding any other provision contained herein, it is
expressly understood that tender of this notice by the GTE
Southwest Incorporated does not constitute a waiver, srerrender,
abandonment: of impairment of any property rights, fanchise.
easenrent, license, authority, permission, privilege or right, now
granted by law or may be granted in the future and any pr•ovi: ;ion
or provisions so construed shall be-null and void.
Con t.r ric:ti on of this line will 'begin on or after September
5, 1997_
GENE RAF_ EI_FPHONNE COMPANY 5416 - 3P001VV
.l
Alan Colley
Senior rtesigner - Vcceses Resign
,501 Indust•rin] Blvd.
Bryan, Texas 77RO3
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BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
DATE OF COURT MEETING: 9/16/97
ITEM: Request from GTE for a road bore/buried cable installation in the right -of -way
of Gandy Road beginning 1,824' from its intersection with Old Wellborn Road
continuing northeast for a distance of 150'. Site is located in Precinct 1.
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) The line shall be installed 1) within 3 -5' of and parallel to the dghtof -way
line and/or 2) in the case of a road bore, perpendicular to the right-of-way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County right-of-way.
D) Ditch line shall be compacted to 90% standard density ASTM -Test
Method No. D -698; test shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer.
E) Construction shall be in strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highways, published by the
Texas Department of Transportation, and all other State and Federal laws
governing utility construction.
11. ACTION REQUESTED OR ALTERNATIVES:
SUBNJKTED BY: APPROV BY:
ichard F. Vance, P.E. Co missi r Tony Jones
County Engineer Precinct 1
CC97 -141
Approved in Commissioners' Court
Date*
Alvin t. Jones, tounty Judge
VOL
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September 3. 1997
® GTE Telephone
Operations
301 industrial Blvd.
Bryan, TX 77803
Reply To:
Bryan, TX
A pan of GTE Corporaiion y OL—J —/
K.'
1
i
Richard Vance
Brazos County Engineering Office
County Engineer
2617 W. Hwy. 21
Bryan, TX 77803
Dear Mr. Vance: '
SUBJECT: AGRMNTS 24 BURIED CABLE
•
Enclosed are Form ED -135 and work location sketch showing the
location of our proposed buried cable line on County Roads in
Brazos County at College Station, Texas.
This work is to be completed on Work Order 5416 - 9P706D6 which
is scheduled for September 3, 3.997. If you have any questions
concerning this work, please contact Richard Wallace at our
office in Bryan, telephone 409- 821 -4752 within 15 days so that we
may explain or modify our proposal, otherwise, it is understood
that this proposal in approved.
Sincerely;
Alan Colley
Senior Designer - Access Design
AHC:egc
Attachment
A pan of GTE Corporaiion y OL—J —/
K.'
1
i
GEMERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY LINE INSTALLATION
----------------------------------------------------------- - - - - --
September 3, 1997
TO THE COMMISSIONERS COURT OF BRA7_OS COUNTY
ATTENTION COUNTY JUDGE:
Formal notice is hereby given that GTE will construct a
communication line wit:hing the right -of -way of a County Road in
Brazos County, Texas an follows:
i
Beginning at a point approximately 1824 ft southwest
of the jrrnctiorr of Gandy Road and Old Welborn Road, an
80' road bore will be made northwest across Gandy Road,
and buried drop will be placed through the bore arid then
will continue northeast for 150 ft. at 5 ft_ within the
northerly R.0-W. of Gandy Road_
The location and de,.cription of this line. anti a•;sociated
appurtenances is more frilly shown by two (2) copier. of drawing,;
attached to this notice- The line will be constrric:ted arid
maintained on the County Road right -of -way in accordanre with
governing laws.
Notwithstanding any other provision contained her'e'in, it. i-:
expressly undc�rstoort that tender of this notice by the GTE
Southwest Incorporate -d doe- not constitute a waiver •,ur render-,
abandonment: of impairment of any property right's, farrr.hi :e,
easement, license, :authority, permission, privilege or right, now
i granted by law or may hey grarite!O in the fert.urr. and any provi -;ion
r
or provi-doll., r.o he mill .4end void.
i
Construction of this line will begin on or after September
3, 1997.
GENFRAL TE: L FPI tONF COMPANY S416 91 "1706DB
Alan Colley
Senior Designer - Access Design
301. Irrdiistrial Blvd.
E Rryan, Texas 77803
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, 4
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TEXAS/N MEX
STATE: Ix
DIVISION: SOUTHEAST 1EXCH..-5116 IREM.
CD.,8M
W.C.:646A Iwo N0.:9P7061MI
CONTROL NUMBER:
TITLE: PL W MA VISTA
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DATE: e9/62/97 REV. DATE:
ISCALE: I'■I90'
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FILE: wps
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`. BRAZOS COUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge NUMBER 560001
4
i DATE OF COURT MEETING: 9/16/97
ITEM: Reauest from GTE for a road bore/buried cable installation in the right -of -way
of Fickey Road beginning 1000' from its intersection with SH 21. Site is located in
Precinct 2.
SOURCE OF FUNDS: N/A
I. PRESENTATION:
A) No work will be permitted between front slope and/or back slope.
B) The line shall be installed 1) within 3 -5' of and parallel to the right -of -way
line and/or 2) in the case of a road bore, perpendiculi r to the right -of -way
line.
C) If clearing of brush, trees and other obstruction is necessary, it shall be
the Applicant's responsibility to do so and to remove all cleared brush, trees
etc. from County right -of -way.
D) Ditch line shall be compacted to 90% standard density ASTM -Test
Method No. D -698; test shall be conducted by an independent Geotechnical
testing firm; copies of all test results shall be furnished to the office of the
Brazos County Engineer.
E) Construction shall be In strict conformance to the latest Texas Manual of
Uniform Traffic Control Devices for Streets and Highways, published by the
Texas Department of Transportation, and all other State and Federal laws
governing utility construction.
II. ACTION REQUESTED OR ALTERNATIVES:
SUB TIED BY: APPROVED BY:
Richard F. Vance, P.E. Com issioner William �SThomton
County Engineer Precinct 2
CC97 -142
Approved in Commissioners' Court
Date:
a
Alvin W. Jonesftounty Judge
l:.
V 0 L- -.�..� ,,PEA G ��
7
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September 5, 1997
Richard Vance
Brazos County Engineering Office
County Engineer
2617 W. Hwy. 21
Bryan, TX 77803
Dear Mr. Vance:
SUBJECT: AGRMNTS 24 BURIED CABLE
® O Telephone
Operations
301 Industrial Blvd.
Bryan, TX 77803
Reply To:
Bryan, TX
Enclosed are Form ED -135 and work location sketch showing the
location of our proposed buried cable line on County Roads in
Brazos County at Kurten, Texas.
This work is to be completed on Work Order 5435 - 9P706RC which
is scheduled for September 12, 1997. If you have any questions
concerning this work, please contact Jon Eernisse at our office
in Bryan, telephone 409 - 821 -4783 within 15 days so that we may
explain or modify our proposal, otherwise, it is understood that
this proposal is approved.
Sincerely,
Alan Colley
S Senior Designer - Access Design
AHC:egc
Attachment
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GEMERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY I.INE= INSTALLATION
----------------------------------------------------------------
September 5, 1997
TO THE C:OMM I SS I ONFRS COURT OF BRA7_OS COUNTY
ATTEN F I ON COUNTY JUDGE: : Al .]ones
Formal notice i -, herehy given that CTf: will construct a
communication line wit:hing the right-of-way of a County Road in
Brazos County, Texas as follows:
Beginning 1000 ft northwest of the intersection of Hwy.
71 K Fickey Rd. at GTE recew.-Ficle 1 -703 Ped 5 within the
north R.O.W . line of Fickey Rd., berry a line from GTF..
Sta 0 +00 anrcri:.s Fickey Rd. to bar ditch GrE Sta 0+07,
bore ae,r-o� , Fickey Rd. From GTE Sta 0+07 to bar ditch
GTF Sta 0 +48, bury a line from GTE Sta 0 +48 to G1E Sta
0 +57; thence 1•rury a line southeast. 3 ft. off sout.17
R.O.W. line to GTF Stn 4 +00.
The location and description of this line and associated
appLrrtvnanc :es is more fully shown by two (2) copiers of drawings
attached to this notice. The line wi l 1 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 the GTE.
Sotithwest. Incorporated does not con:.titote a waiver, stirrender,
abandonment of impairment of any property rights, fanc-hise,
easement, license, authority, permission, pr•ivilege.or right, now
granted by law or may be granted in the frjtrrre and any provision
or provisions so construed shall be null and void.
Constrrrc tiorr of this line will begin on or after September
12, 1997.
GFNFRAL TF1- 1-PHONNFF COMPANY 5435 - 9P706RC
��C! -1
Atari Colley
Senior rtes i finer •- Acc•:e ^^ Design
301 lrrdoist:rial Blvd..
Bryan, Texas 77803
VOL —.Roxiasfax,
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GEMERAL TELEPHONE NOTICE OF COMMUNICATION
COMPANY I.INE= INSTALLATION
----------------------------------------------------------------
September 5, 1997
TO THE C:OMM I SS I ONFRS COURT OF BRA7_OS COUNTY
ATTEN F I ON COUNTY JUDGE: : Al .]ones
Formal notice i -, herehy given that CTf: will construct a
communication line wit:hing the right-of-way of a County Road in
Brazos County, Texas as follows:
Beginning 1000 ft northwest of the intersection of Hwy.
71 K Fickey Rd. at GTE recew.-Ficle 1 -703 Ped 5 within the
north R.O.W . line of Fickey Rd., berry a line from GTF..
Sta 0 +00 anrcri:.s Fickey Rd. to bar ditch GrE Sta 0+07,
bore ae,r-o� , Fickey Rd. From GTE Sta 0+07 to bar ditch
GTF Sta 0 +48, bury a line from GTE Sta 0 +48 to G1E Sta
0 +57; thence 1•rury a line southeast. 3 ft. off sout.17
R.O.W. line to GTF Stn 4 +00.
The location and description of this line and associated
appLrrtvnanc :es is more fully shown by two (2) copiers of drawings
attached to this notice. The line wi l 1 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 the GTE.
Sotithwest. Incorporated does not con:.titote a waiver, stirrender,
abandonment of impairment of any property rights, fanc-hise,
easement, license, authority, permission, pr•ivilege.or right, now
granted by law or may be granted in the frjtrrre and any provision
or provisions so construed shall be null and void.
Constrrrc tiorr of this line will begin on or after September
12, 1997.
GFNFRAL TF1- 1-PHONNFF COMPANY 5435 - 9P706RC
��C! -1
Atari Colley
Senior rtes i finer •- Acc•:e ^^ Design
301 lrrdoist:rial Blvd..
Bryan, Texas 77803
VOL —.Roxiasfax,
THE FOLLOWING
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BRAZOS COUNTY, TEXAS
CONTRACT FOR SERVICES
THE STATE OF TEXAS
COUNTY OF BRAZOS
This agreement made and entered into by and between Brazos County, a local subdivision
of the State of Texas, Party of the First Part, and for brevity herein referred to as
"County ", and Daniel & Son Funeral Home, Party of the Second Part, and herein referred
to as Contractor.
AGREEMENT
1.
That for the consideration agreed to be paid by Brazos County, the above noted
Contractor undertakes, covenants, and agrees to perform the work herein contracted to be
done, in every detail conforming to the advertisement, proposal, specifications, including
special provisions, plans or working drawings, and special agreements, on a certain
public work described as follows:
A 1 -hour response time when called to remove a body from place of death.
Transportation from place of death morgue or funeral home to Bexar County Medical
Examiner's Office in San Antonio A 24 -36 hour turnaround time to retrieve body from
Bexar County when called by Medical Examiner's Office:.
In consideration for the services so described, it is agreed that the County will pay
$125.00 for staff & professional services plus $1.25 per loaded mile to Medical
Examiner's Office in San Antonio. For round trip to Medical Examiner's Office in Bexar
County a total amount of $520.00 will be paid. In the event a disaster pouch is needed,
Brazos County agrees to pay $100.00 for cost of pouch.
2.
It is agreed that in consideration of the Contractor fully and faithfully complying with all
the terms, provisions, and stipulations contained herein or attached and made part of this
contract, the County undertakes, covenants and agrees to pay to the contractor for the
furnishing of all material and labor, and the performance of the work herein contracted
for the following sum which is evidenced by the attached proposal or bid of the
Contractor. The said sum- shall be the full compensation to be received by the said
Contractor under the terms of this contract, which is performable and enforceable in
Brazos County, Texas. "
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3.
It is agreed by both parties that the Contractor is not an employee of the County for the
purposes of this contract, nor is the Contractor to be construed to be an employee of the
County. The Contractor is independent and therefore responsible for all federal taxes that
may accrue as a result of this contract, responsible for payroll related costs that may
accrue as a result of this contract, is responsible for carrying all workman's compensation
insurance, and is responsible for carrying a minimum of 100/300/100 auto liability
insurance. It is agreed that the Contractor is responsible for all work related to this
contract until it has been accepted by the County.
4.
WITNESSETH: In testimony thereof, Brazos County has caused this instrument to be
signed in its corporate name, and on its behalf, by the County Judge of Brazos County
acting at the direction of the Commissioners Court of Brazos County, and herein stated
Contractor, therein binding themselves, their heirs, successors, assigns, and
representatives for the faithful and full performance of the terms and provisions of this
contract, individually, jointly, and severally. Executed this the /L day of
19? % , at Bryan, Texas.
Brazos County, Texas Contractor: Daniel & Son Funeral
Home
Party of the First Part Party of the Second art
Subscribed and sworn to before me this day of 19j--2-
NO RY SE
Brazos County, Texas
N �/ �� 10-2w O
otary Public Commission Expires On:
g\pubfi les \purchase \word\foffnAcontract
� KAY K. WETTEMANN
.�} Notary Vublc. State of Te'a
COMMMSIon Expues
•.• )VEMBER 25, 2000
i
VOL-// ...-PAGE,14L
DFIIEL AND SON Fax :409 -779 -0821 Aug 5 '97 14:52 P.02
0 Daniel & Son Funeral Home
Funeral Directors and EmbalMers
Kenneth L. Robinson
President -Owner
II 401 West 18th Street
Bryan, Texas 77803
(409) 822 -2841
fax (409) 779-0821
Char es Fo (�. �jRa2o�
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Serving Others As We Would Be Served
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DICK MUNDAY
Aubb4Jh•H6aldMoM* and Business
PO BOX 4084 2714 MALONEY
BRYAN, TX 77805 PHONE (400)822.3725
FAX (400)622 -3727
FAX TRANSMITTAL FORM
Date: A -` - 97 Time
To:
Company: '&dj'jn) tip
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