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1998-04-28-0900AM-Regular
oF� • i f • BRAZOS COUNTY EFAZC; G1; + -'.0-,!!!0IJ$E � Ya+i.iLN, HRYAN. TEXAB 9Y ' LN'Ty AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, APRIL 28, 1998 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 record is made of the meeting; therefore, please give your name and address for the record.) Consider and take action on agenda items 4 - 25: 4. Approval and presentation of Resolution regarding William E. Lewis' retirement. S. Budget Amendment 97/98 -26. 6. Personnel Action Forms. 7. Payment of Claims. 8. Request by Agricultural Extension office for out -of -state travel authorization for Eric Zimmerman and Katie Harris to participate in "Citizenship Washington Focus" in Chevy Chase, Maryland and Washington, D.C., June 7 -13, 1998. 9. Approval of architectural renovation contract for area in the courthouse previously occupied by Juvenile Services. 10. Resolution declaring intention to reimburse certain expenditures with borrowing proceeds. 11. Acceptance of Warranty Deed from Mary Emma Schmidt on the expansion and improvements to Timberline Drive located in Precinct 1. 12. Request by Road & Bridge to enter Gerald Woodyard's property located off Steep Hollow Road for the purpose of stock piling road material for Elmo Weedon Road and Grassbur Road reconstruction projects in exchange for repair work to tank spillway on said property. Site is located in Precinct 3. t / A k.. w; 1 f l� i Commissioners Court Meeting Agenda April 28, 1998 Page Two U 13. Request by Road & Bridge to enter Perry W. Shirley's property located off Shirley Road for the purpose of clearing brush from right -of -way at 0.5 mile north of Grassbur Road to create better sight distance. Site is located in Precinct 3. 14. Request from GTE to construct a buried cable installation in the right -of -way of Elmo Weedon Road beginning approximately 630 feet west of Grassbur Road and extending west for a distance of 265 feet. Site is located in Precinct 3. 15. Request by Road & Bridge to enter Walt Magnussen's property located off Country Meadow Drive for the purpose of installing a driveway culvert to drain water away from cul-de -sac at end of roadway. Site is located in Precinct 1. 16. Request by Road & Bridge to enter Chris Neumann's property located off Timberline Drive for the purpose of installing a culvert pipe to drain water away from Timberline Drive to a safe outlet. Site is located in Precinct 1. 17. Blanket Purchase Orders. 18. Requisitions from Capital Projects: a. HP Jet Direct Ex Plus for District Clerk b. Van for Juvenile Justice Center 19. Requisition from General Fund: a. Chair for County Attorney 20. Approval to advertise for the following: a. Annual Contract for Office Furniture b. Paving of Health Department and Courthouse Annex parking lots 21. Renew Annual Contract for Elevator Maintenance, Bid No. 97 -034. 22. Acceptance of Final Audit Report from MakeSense, Inc. for utility audit findings and expenses. 23. Award Bid No. 98 -036 rebid for refinishing the floors in Assembly Rooms 1 and 2 of the Brazos Center. 24. Requisition let on competitive bidding for Material Hauling Contract, Bid No. 98 -024. 25. Transfer of funds from "Computer Replacement" to Agricultural Extension's "Minor Furniture" account to support the cost - sharing program with the State. 26. Acknowledge receipt of the Treasurer's Quarter Ending 3 -31 -98 Investment Report. 27. Call for citizen input. 28. Announcement of interest items and possible furue agenda topics. 29. 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. 1! ----- 4n ■ • • • r { 1 i i t r X- • ti COMMISSIONERS' COURT REGULAR MEETING APRIL 28, 1998 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, April 28, 1998, 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. On motion by Commissioner Sims, seconded by Commissioners Jones, Thornton and Cauley, the Court voted unanimously to adopt a resolution honoring Mr. William C. "Bill" Lewis, R.S. and to thank him for his forty two (42) years of exemplary service to Brazos County. The proclamation was then presented to Mr. Lewis. The Court next considered Budget Amendment #97/98 -26.1 through 26.5, which would transfer funds to Community Support, Non Departmental, and Environmental Protection from Contingency, and reallocated funds for the County Attorney and Jail Administration. 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. - ---- IN .,o a _. ... ... _- .,..-- - •..._,.._.., .. �- •• 1. Commissioners Court meeting April 28, 1998 The Court proceeded to consider the change of status of the following employees. NAME DEPARTMENT REASON Frenzel, Marilyn S Ag Ext Service New Employee Wisnieski, Carolyn District Attorney Resignation Holzfaster, Bessie Juvenile Serv. Retirement Hernandez, Michael Road & Bridge New Emp Temp Orta, Salvador Road & Bridge New Emp Temp White, Lonnie Road & Bridge New Emp Temp Cyrus, Malcom Road & Bridge New Emp Temp Smith, Earl Road & Bridge New Emp Temp Latham, Doyle R Road & Bridge Comp Training Losack, Jerome SO Administration Comp Training Cornelius, David SO Administration Comp Training McCarroll, Sean SO Administration Comp Training Hicks, Michael D SO Jail Resignation Licon, V.M., Jr. SO Jail New Employee Mitchell, Elmer L SO Jail New Employee Taylor, William D SO Jail New Employee Rogers, Edna F. SO Jail New Employee On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 98- 005442 through 98- 005659 On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the Claims as submitted. The next matter for consideration by the Court was a request submitted by the Agricultural Extension Agent seeking approval for out of state travel for Eric Zimmerman and Katie Harris. Mr. Zimmerman and Ms. Harris would be traveling to Washington D. C. to participate in the Citizenship Washington Focus during the week of June 7 through the 13, 1998. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to grant the request from the County Extension Agent and approved payment of out of state travel expense for Eric Zimmerman and Katie Harris. The next matter before the Court was approval of the architectural renovation contract submitted by Ravey Patterson and Associates for the area in the Courthouse previously occupied by Juvenile Services. On motion by / a PAU�o �U 0 • • • Commissioners Court meeting April 28, 1998 Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to table consideration of the f j architectural renovation contract submitted by Ravey Patterson and Associates. On motion by Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to adopt a Resolution declaring its intention to reimburse certain expenditures with borrowing proceeds. Brazos County desires to pay capital expenditures in connection with the design, planning, acquisition, construction, equipping and /or the renovating of certain projects or facilities totaling up to at least S $10,000,000 collectively. A copy of the Resolution is attached hereto. The Court next considered acceptance of a Warranty Deed for right -of -way on Timberline Drive in Precinct 1. On motion i by Commissioner Jones, seconded by Commissioner Thornton, the a Court voted unanimously to authorize the County Judge to i accept on behalf of Brazos County a Warranty Deed from Mary Emma Schmidt for the expansion and improvements to Timberline Drive. 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 Gerald Woodyard on Steep Hollow Road in Precinct 3 to stock pile road material for the Elmo Weedon Road and Grassbur Road reconstruction projects in exchange for repair work to tank spillway on said property. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to authorize the work. The Court next considered authorizing work outside of county rights -of -way for the health, safety and welfare of the j general public. The Road and Bridge Department requested fpermission to enter the private property of Perry W. Shirley on Shirley Road in Precinct 3 to clear brush from right -of -way Commissioners Court meeting April 28, 1998 at 0.5 mile north of Grassbur Road to create better sight distance. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to authorize the work. The Court next considered the request from GTE to construct a buried cable installation in the right -of -way of Elmo Weed Road beginning approximately 630 feet west of Grassbur Road and extending west for a distance of 265 feet. The site is located in Precinct 3. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Sims, 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 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 Walt Magnussen on County Meadow Drive to install a driveway culvert to drain water away from the cul -du -sac at the end of the roadway. The site is located in Precinct 1. On motion by Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to authorize the work. 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 Chris Neumann on Timberline Drive in Precinct 1 to install a culvert pipe to drain water away from Timberline Drive to a safe outlet. On motion by Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to authorize the work. vc� i 1 • w r � Commissioners Court meeting April 28,- 1998 The Court proceeded to consider the following blanket Purchase Orders: Lowe's Brazos Center $ 500 Brazos Parts Road & Bridge $3,000 Briggs Health Jail $1,000 Cain's Coffee Jail $ 500 Lilly Dairy Jail $2,300 Butterkrust Jail $1,300 Ben E. Keith Jail $3,000 US Foodservice Jail $1,750 LaBatt Food Ser Jail $1,250 Performance Food Jail $1,200 Alliant Food Ser. Jail $5,000 Sysco Food Ser. Jail $7,000 Scarmardo Prod. Jail $1,500 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 from Capital Expenditures for the following purchases: a) • HP Jet Direct Ex Plus for District Clerk $220.00 b) van for Juvenile Justice Center $17,915.00 On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the requisitions to be paid from Capital Expenditures. The Court next considered approval of requisitions from General Fund for the following purchase: a) Chair for County Attorney $241.00 On motion by Commissioner Cauley, seconded by Commissioner Thornton, the Court voted unanimously to approve the requisitions to be paid from Capital Expenditures. The next matter for consideration was approval for the Purchasing Agent to advertise for bids for the following items: a) Annual Contract for Office Furniture b) Paving of health Department and Courthouse Annex parking lots On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to authorize the Purchasing Agent to advertise for bids for the previously noted items. ®1 Commissioners Court meeting April 28, 1998 The Court next considered the renewal of the annual elevator maintenance contact. In a letter to the Purchasing Department, Frank Spillman, Service Sales Manager, offered to extend the current Montgomery KONE, Inc. contract. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to renew the contract with Montgomery KONE, Inc.. A copy of the contract is attached hereto. The next matter for consideration the Final Audit Report from MakeSense, Inc. for utility audit findings and expenses. On motion by Commissioner Thornton, seconded by Commissioner Jones, the Court voted unanimously to accept the Final Audit Report from MakeSense, Inc.. A copy is attached hereto. The Court next considered awarding the following bid: Bid No. 98 -036R Refinish Floors in Assembly 1 &2 for the Brazos Center Cheryl Turney, Purchasing Agent, recommended acceptance of the bid submitted by Beautiful Traditions Hardwood Floors in the amount of $29,500. She reported this to be the low bid. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to accept the recommendation of the Purchasing Agent and award the contract to Beautiful Traditions Hardwood Floors. A copy of the bid tabulation is attached hereto. The Court next considered the following requisitions for purchases through sealed competitive bids for the Road and Bridge Department: Bid Amount 1) No. 98 -024 - Material Hauling $not to exceed $100,000 On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the above listed requisition for the Road and Bridge Department. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to transfer funds from "Computer Replacement" to Agricultural Extension's "Minor Furniture" account to support the cost sharing program with the State. -- 4 i 1 r i i I i� i • • • i I t t t' i t I Commissioners Court meeting April 28, 1998 The Court received, approved and ordered filed as submitted the Treasurer's Quarter Ending 3 -31 -98 Investment Report. A copy of which is attached to and made a part of these minutes. Under citizen input and /or concerns, Demetrios Basdekas asked questions about community development and the possibility of implementing a different type of county government. The County Judge made the following comments: 1) He circulated a memo concerning the lease with MHMR for office space in which the County has been paying the utilities on the facility since 1994. Should the County request rent to defray the cost of utilities? 2) Brazos County is 25th in size out of the 254 counties in the state. Commissioner Sims made the following comment: 1) The County should be mounting a campaign with the Federal Representatives to get rail traffic service straightened out. 2) In the Audit Committee meeting, a suggestion about changing pay day from Thursday to Friday was considered. Commissioner Jones made the following comment: 1) A member of the Tax Appraisal Board is resigning. He would like to have a County representative nominated for the position. There being no further business to come before the Court, the meeting was adjourned. 11 U L. ......�. rf'14 U.. -TW ,, =am ■M The foregoing minutes of the Commissioners Court meeting held April 28, 1998 have been examined and are approved in open Court this the h' day of 191, in Bryan, Brazos County, Texas. r, -, (- X'-- - - Alvin ones County Judge Wm. S. Thornton Commissioner, Precinct No. 2 — n --An �- Al� j arey C y, Jr. commiss'oner, Precinc No. 4 W ony es Commissioner, Precinct No. 1 Commiss ner, Precinct No. 3 Mary Anfi Ward County Clerk t 1 i i i • 01 BRAZOS COUNTY COMMISSIONERS MEETING ON 1` 2'� i AT . -/ 3 A.M. 2U& dnz&,4 im r C �• '� r f _..:L. -vu ..- ..�I_2L,]r• __ . .ilY�,s�••.l4L.Yu�+Y.lcdri..18 -•"`.tWtvf i.�Y:...1Yli� ` '- ��_'�• -�- L. za •.a�.r► a '' .. � � / I / _..:L. -vu ..- ..�I_2L,]r• __ . .ilY�,s�••.l4L.Yu�+Y.lcdri..18 -•"`.tWtvf i.�Y:...1Yli� ` '- ��_'�• -�- L. ' BRAZOS COUNTY COMMISSIONERS' MEETING ON �4p el �° Z �i �99� AT - ` ' A.M. Al i i 'J A • • BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1997 -1998 BUDGET YEAR NO. 97/98 -26.1 through 26.5 t On this the 28th day of April 1998 at a regular meeting of the i 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; I; Mary Ann Ward, County Clerk. ' The following proceedings were held: THAT WHEREAS, on April 28, 1998 the Court heard and approved a budget amendment for the 1997 -1998 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 priginal budget adopted September 23, 1997 the following amendment(s) to the original are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 28th day of April 1998. THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. By: Alvin W. Jones, County Judge Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer Commissioners' Court Minutes Budget Amendment File t, � . Y BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -26.1 4/28/98 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 110020 712060 DR Makesense 1,650.00 01 110015 611300 CR Contingency 1,650.00 Community Support - To provide additional funds for the fees for Makensense The agreement with Makesense stipulates that their fees are 100% of the future savings for one year. This expenditure was not previously budget due to the uncertainty of the amount. Fn ° }'�' K ; v u� / �►u 470 • *I • r� 4OW361 -4350 OFFICE 1091775.7400 COURTHOUSE 109!,!81-4369 FAX 0�' n L C r COUNTY AUDITOR 30o EAST 26m STREET SWlT2 311 BRAZOS COUNTY, TOCAS BRYAN. TEW 77603 MEMORANDUM DATE: April 22, 1998 TO: Honorable Alvin W. Jones, Brazos County Judge FROM: Katie Conner, Assistant County Auditor RE: Budget_ Amendment Please find attached budget amendment 26.1. This amendment provides additional funds to pay Make Sense, Inc. for assistance re- negotiating the County's contract with Lufkin- Conroe Communications for long - distance service. Thanks to their services, the per minute rate for long distance was reduced from .11 to .10, a considerable saving. The contract with Make Sense, Inc. stipulates that their fee is 50% of any refunds or credits received due to audits of past bills. Additionally, 100% of the future savings for one year are due Make Sense, Inc. The invoice from Make Sense, Inc. dated April 3, 1998, for these services is also attached. Due to the contract terms, the amount to be billed could not be determined before the contract was signed. One hundred percent of the fees should be recovered as savings. If you have any questions, please call me at extension 4359. Thank You. 0 . 0 •T 1847 1(1'1 -199(3 11 t XX'1 . 'e.• P.81 MAKESENSE, INC. 395 Rolling Hits Drive, Conroe, Texas 77304 phone: 409.8562405 • fax 409.856.5199 internet http•JAvww.makesense -imcom F= To: Katie Connor. Asst. Auditor From: Kedc Clanahan Re- Brazos County Long - Distance Audit Date: 04/10/98 Fauc 409 - 361 -4368 Pages 2 (including cover) O Urgent X For Review O Please Comment 0 Please Reply O Please Recycle Katie: We finally got the data and LD rate change we needed from LCC. The rate has been lowered from $.11 /minute to $.10/minuyte for all domestic calls (rntralata, intrastate, interstate). t have prepared a table to show how we calculated our fees from data on Brazos County LD minutes for the months of December 1997 thru March 1998. Average Annual Savings on Domestic Long-Distance Rate Drop from $.11 to 5.101minute Domestic Minutes for December 1997 14249.4 Domestic Minutes for January 1998 11070.8 Domestic Minutes for February 1998 16616.9 Domestic Minutes for March 1998 15311.9 Total Domestic LD Minutes (4 Month Period) 57249 Average Total Domestic LD Minutes per Month 14312.25 Average Monthly Savings due to Rate Change ($.11/Minute to $.10/Minute) 3143.12 Average Annual Savings due to Rate Change $1,717.47 This should mark the end of the audit. I'll be sure to update the Final Report and send you a bound copy. I'm faxing an invoice with this cover, but I'll also send a copy by mail. Thanks again for all your help. If you have any questions, feel free to call me at 409- 856 -2405. Thanks. Keric Ctanahan V0 L s ;L �. *I *I 61 U� 395 Rolling HUls MAKE ENS C°"'�.'X M304 RECEIVED (409) 656.2405 APR 13 1998 BRAZOS COUNTY N V O I C E AUDITORS OFFICE G Client Name: Brazos County Date: X03/98 Address: 300 East 26th Street Bryan, Texas 77803 LONG -DISTANCE SAVINGS 1 month 12 months Reduced the per minute rate of all Brazos County Long - Distance from $.11 /minute to $.10 /minute $143.12 $1,717.44 TOTAL MONTHLY SAVINGS $143.12 € TOTAL ANNUAL SAVINGS $1,717.44 f TOTAL SAVINGS, THIS INVOICE - including all taxes, surcharges. etc. $1,717,44 s r TOTAL FEE DUE MAKESENSE, INC. (12 MONTHS' SAVINGS) $1,717.44 PAYMENT IS DUE 30 DAYS FROM DATE OF INVOICE c Y X ' E1 3 1998 O . COUlYry J ORS OFFICE I - Voi . 1 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -26.2 4/28/98 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 180001 803420 DR Furniture 241.00 01 180001 606000 CR Office Supplies 241.00 Countv Attornev - To reallocate budeet to allow the purchase of an office chair. • • 0 r K i e, i s i1 1 i i i TELEPHONE (409) 361-4700 FAX (4M 991-4367 MEMO TO: Margie Wedel, Assistant County Auditor BRAZOS COUNTY COURTHOUSE 300 E. 26TH ST. STE. 326 BRYAN. TEXAS 779016]27 1 FROM: Jim Kuboviak, County Attorney,- •,� DATE: April 22, 1998 RE: Budget Amendment Please transfer $241.00 from 180001 - 606000 (office supplies) to 180001- 803420 (furniture). We need to replace an old chair with only a four wheel base. I m� 'r J A...PAra • 1 2 0 EXIT 3 4 5 6 7 8 9 A -B C D F G H I J K L R DISPLAY EXPENDITURE STATUS ------------------------------------------------------------------------------ BRAZOS COUNTY, TEXAS PEI FUND ACCOUNTANT 04/22/98 PERIOD 7/98 --------------------------------------------------- --------------------------- DIV/FUND 180001 COUNTY ATTORNEY - ADMIN. ACCOUNT BUDGET PERIOD EXP YTD EXPENSE ENCUMBRANCES BALANCE 601700 1200.00 0.00 381.35 0.00 818.65 606000 6739.00 37.90 4248.23 1402.82 1087.95 608500 1400.00 0.00 60.00 0.00 1340.00 610600 1500.00 71.00 982.00 0.00 518.00 611100 8500.00 981.58 2059.08 1975.50 4465.42 612100 11000.00 1687.39 7659.17 2645.12 695.71 612800 1500.00 0.00 1195.00 0.00 305.00 614500 1000.00 34.44 427.14 243.28 329.58 614600 660.00 0.00 619.09 7.77 33.14 615000 10000.00 668.45 5074.76 154.00 4771.24 TOTAL 1034386.00 42557.84 507274.50 8055.95 519055.55 PRESS ESC OR CONTROL-P TO EXIT/CONTROL-I FOR DETAIL/CONTROL-T FOR TITLE m� 'r J A...PAra ,5 1 t i 1 i • 0 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -26.3 4/28/98 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 110005 725900 DR Professional Fees - Other 38,000.00 01 110015 611300 CR Contingency 38,000.00 Non Departmental - To provide funding to pay for the contracts with Akin, Gump, Strauss, Hauer, and Feld, L.L.P. and Public Financial Management for the costs associated with issuance of Certificates of Obligation. This amount is an estimate. Bond Counsel: Flat Fee for 10,000,000.00 12,500.00 Attorney General Examination 1,000.00 Estimated Actual Expenses 700.00 Financial Advisor: Fee - Any Issue 9,750.00 Estimated Bond Rating Expenses 6,000.00 Estimated Printing and Distributi 3,300.00 Estimated Publishing Costs 1,500.00 15% for estimating 3,090.00 Totals 37,840.00 Added 15% to Financial Advisor costs due to uncertainty of estimates re e y� t prose at'�� t X4122/ ate - V Q L 1c� PAGL.122� PROPOSAL AND AGREEMENT For FINANCIAL ADVISORY SERVICES 8y and Between BRAZOS COUNTY, TEXAS And PUBLIC FINANCIAL MANAGEMENT, INC. It is understood Brazos County, Texas. (the "Issuer "). will have under consideration from time to time the authorization and issuance of indebtedness in amounts and forms which cannot be determined and that in connection with the authorization, sale, issuance and delivery of such indebtedness of the Issuer. we have been requested to submit a proposal to provide professional services to the Issuer in the capacity of Financial Advisor. We are pleased to comply with this request and submit the following proposal for consideration. This proposal, if accepted by the Issuer, shall become the agreement (the "Agreement ") between the Issuer and Public Financial Management, Inc. effective at the date of its acceptance as provided for herein below. 1. This agreement shall apply to any and all evidences of indebtedness or debt obligations that may be authorized and issued or otherwise created or assumed by the Issuer to include any non- profit corporations created by the Issuer to act in its behalf and including indebtedness incurred for the acquisition of new facilities and systems and the disposition of existing facilities and systems (hereinafter referred to collectively as the "Debt Instruments ") from time to time during the period in which this Agreement shall be effective. 2. We agree to provide our professional services and our facilities as Financial Advisor and agree to direct and coordinate all programs of financing as may be considered and authorized during the period in which this Agreement shall be effective and to assume and pay those expenses set out herein, provided, however, that our obligations to pay expenses shall not include any costs incident to litigation, mandamus action, test case or other similar legal actions. 3. We agree to perform the following duties normally performed by such financial advisors and all other duties as, in our judgment, may be necessary or advisable: a. We will conduct a survey of the financial resources of the Issuer to determine the extent of its capacity to authorize, issue and service debt. This survey will include an analysis of the 1 VOL C: • existing debt structure as compared with the existing and projected sources of revenues which may be pledged to secure payment of debt service and, where appropriate, will include a study of the trend of the assessed valuation, taxing power and present and future taxing requirements of the Issuer. In the event revenues of existing or projected facilities operated by the Issuer are to be pledged to repayment of the Debt Instruments then under consideration, the survey will take into account any outstanding indebtedness payable from the revenues thereof, additional revenues to be available from any proposed rate increases and additional revenues, as projected by consulting engineers employed by the Issuer, resulting from improvements to be financed by the Debt Instruments under consideration. We will also take into account future financing needs and operations as projected by the Issuer's staff and consulting engineers or other experts, if any, employed by the Issuer. b. On the basis of the information developed by the survey described above, and other information and experience available to us, we will submit to the Issuer our recommendations on the Debt Instruments under consideration including such elements as the date of issue, interest payment dates, schedule of principal maturities, options of prior payment. security provisions, and ' any other additional provisions designed to make the issue attractive to investors. All recommendations will be based upon our professional judgment with the goal of designing Debt Instruments which can be sold under terms most advantageous to the Issuer and at the lowest interest cost consistent with all other considerations. c. We will advise the Issuer of current bond market conditions. forthcoming bond issues and other general information and economic data which might normally be expected to influence interest rates or bidding conditions so that the date of sale of the Debt Instruments may be set at a time which, in our opinion, will be favorable. d. We understand the Issuer has retained, or will retain, firms of municipal bond attorneys (the "Bond Counsel ") whose fees will be paid by the Issuer. In the event it is necessary to hold an election to authorize the Debt Instruments then under consideration, we will assist in coordinating the assembly and transmittal to Bond Counsel of such data as may be required for the preparation of necessary petitions, orders, resolutions, ordinances, notices and certificates in connection with the election. e. We will recommend the method of sale of the Debt Instruments that, in our opinion, is in the best interest of the Issuer and will proceed, as directed by the Issuer. with one of the following methods: I. Advertised Sale: We will supervise the sale of the Debt Instruments at a public sale in accordance with procedures set out herein. We will require and obtain from the bidding account a listing of all of the members of the bidding account. 2. Negotiated Sale: We will recommend one or more investment banking firms as managers of an underwriting syndicate for the purpose of negotiating the purchase of the Debt Instruments. We will collaborate with any managing underwriter selected and Counsel to the V0 � -. 1 �+/� QFM1 `��,,,t, underwriters in the preparation of the Official Statement or Offering Memorandum. We will cooperate with the underwriters in obtaining any Blue Sky Memorandum and Legal Investment Survey, preparing Bond Purchase Contract, Underwriters Agreement and any other related documents. The costs hereof, including the printing of the documents, will be paid by the Issuer. 3. Private Placement: Upon authorization by the Issuer and acting in its behalf, we will place privately the Debt Instruments directly with institutional investors for a placement fee as set out in Appendix A. We will prepare and provide to the prospective purchasers a Limited Offering Memorandum and other related documents. f. When appropriate. we will advise financial publications of the forthcoming sale of the Debt Instruments and provide them with all pertinent information. g. We will coordinate the preparation of the Notice of Sale and Bidding Instructions, Official Statement, Official Bid Form and such other documents as may be required. We will submit to the Issuer all such documents for examination, approval and certification. After such examination, approval and certification, we will provide the Issuer with a supply of all such documents sufficient to its needs and will distribute by mail sets of the same to prospective bidders and to banks, !ife, fire and casualty insurance companies, investment counselors and other prospective purchasers of the Debt Instruments. We will also provide sufficient copies of the Official Statement to the purchaser of the Debt Instruments in accordance with the Notice of Sale and Bidding Instructions and in accordance with pertinent Securities and Exchange Commission Rules. The cost of preparing, printing and distributing these documents will be paid by the Issuer. h. We will, after consulting with the Issuer, arrange for such reports and opinions of recognized independent consultants we deem necessary and required in the successful marketing of the Debt instruments. The fees and charges for such services will be paid by the Issuer. i. Subject to the approval of the Issuer, we will organize and make arrangements for such information meetings as, in our judgment, may be necessary at the Issuer's expense. j. We will make recommendations to the Issuer as to the advisability of obtaining a credit rating, or ratings, for the Debt Instruments and, when directed by the Issuer, we will coordinate the preparation of such information as, in our opinion, is required for submission to the rating agency, or agencies. In those cases where the advisability of personal presentation of information to the rating agency, or agencies, may be indicated, we will arrange for such personal presentations, which will include representatives from the Issuer. Any fees, including travel expenses for such presentation, incurred in obtaining a rating or ratings will be paid by the Issuer. k. We will assist the staff of the Issuer at any advertised sale of Debt Instruments in coordinating the receipt and tabulation and comparison of bids and we will advise the Issuer as to the best bid. We will provide the Issuer with our recommendation as to acceptance or rejection of such bid. 1 • • 0 I. As soon as a bid for the Debt Instruments is accepted by the Issuer, we will proceed to coordinate the efforts of all concerned to the end that the Debt Instruments may be delivered and paid for as expeditiously as possible. We will assist the Issuer in the preparation or verification of final closing figures incident tq the delivery of the Debt Instruments. m. We will maintain liaison with Bond Counsel in the preparation of all legal documents pertaining to the authorizatiorwsale and issuance of the Debt Instruments. Bond Counsel is responsible for providing an unqualified legal opinion as to the legality of the issuance of the Debt Instruments at the time of delivery. n. If requested, we will counsel with the Issuer in the selection of a Paying Agent/Registrar for the Debt Instruments, and we will assist in the preparation of agreements pertinent to these services and the fees incident thereto. o. In the event formal verification by an independent auditor of any calculations incident to the Debt Instruments is required, we will make arrangements for such services for which the fee will be paid by the Issuer. p. We agree to do. or cause to be done, all work incident to printing of the Debt Instruments, obtaining approval, as may be required by the Attorney General, registration by the Comptroller of Public Accounts and delivery to the purchaser, the cost of which will be paid by the Issuer. q. After the closing of the sale and delivery of the Debt Instruments, we will deliver to the Issuer a schedule of annual debt service requirements on the Debt Instruments. In coordination with Bond Counsel, we will assure that the Paying Agent/Registrar has been provided with a copy of the authorizing ordinance, order or resolution. r. We will attend any and all meetings of the governing body of the Issuer, its staff. representatives or committees as requested at all times when we may be of assistance or service. s. We will advise the Issuer and its staff of changes, proposed or enacted, in Federal and State laws and regulations which would effect the municipal bond market. 4. In addition to the services set out above. we agree to provide the following services when so requested: requested. a. We will provide our advice as to the investment of certain funds of the Issuer as voL All a■ b. We will provide our advice and assistance with regard to exercising any call and/or refunding of any outstanding Debt Instruments. c. We will provide our advice and assistance in the development of, and financing for. any capital improvements programs of the Issuer. d. On behalf of the Issuest and only at the Issuer's request, approval and direction. we will file with the appropriate parties (MSRB, NIRMSIR's and SID), under Rule 15(c)(2)(12) the materials prepared by the Issuer and its counsel, and furnish to the Municipal Securities Rulemaking Board, or any other designated Official Statement and/or Document Repository, any material as may be required by such Repository. e. We will make recommendations to the Issuer on matters of credit enhancement for the proposed issue and when directed by you shall coordinate the preparation of such information as in our opinion is required to credit enhancers or providers. Any fees incurred in obtaining credit enhancement will be paid by the Issuer. 5. The fee due to Public Financial Management, Inc. as set out in Appendix A attached hereto. any other fees as may be mutually agreed and all expenses for which Public Financial Management, Inc. is entitled to reimbursement, shall be billed quarterly or become due and payable concurrently with the delivery of the Debt Instruments to the purchaser. 6. A simultaneous sale of similarly - secured bonds or certificates may be billed as one issue, rather than several issues. An advance refunding issue may entail an additional lump sum charge for analytical services to be negotiated between the issuer and Public Financial Management. In the event that we are asked to provide assistance in matters not related to the issuance of debt by the Issuer or provide assistance in areas which may or may not be included herein, such services shall be provided at a fee to be negotiated. Such assistance will not commence without prior written authorization by the Issuer and prior determination by us that such services are within our ability to render. 7. This Agreement shall become effective on and remain in effect thereafter for a period of four years. In the event of termination, it is understood and agreed that the amount due to Public Financial Management, Inc. for services provided and expenses incurred to date of termination will be due and payable. VIDL f • • f F Y` This Agreement, including Appendix A. is submitted in duplicate originals. When accepted by the , Issuer, it, together with Appendix A attached hereto, will constitute the entire Agreement between f the Issuer and Public Financial Management, Inc. for the purposes and the considerations herein G specified. Acceptance will be indicated by the signature of authorized officials of the Issuer together with the date of acceptance on both copies and the return of one executed copy to Public Financial i Management, Inc.. Respectfully submitted, PUBLIC FINANCIAL MANAGEMENT, INC. By Don W. Grimes r Authorized Representative E ACCEPTANCE • ACCEPTED pursuant to Resolution adopted by Brazos County, Texas, on this _ of .1998. R By Authorized Representative ATTEST: VO 1 ' . y. fu.. rl ..rr...Y.r`.uu✓. +.:L.�_ =�_a�. - YY =._ —�._ ._.,wy..._. y,��_�_..._�.__ � yyy .riraP:iC_._ - _ -'b1._ _ __..uuu.r _ _ b' it APPENDIX A FEE SCHEDULE Fee - Any Issue $9,750 Fee - Each Additional Issue (Issued Simultaneously) $2,750 EXPENSES The following expenses pertaining to any debt issue will be paid by the Issuer. On a competitive sale, Public Financial Management, Inc. will initially pay all related expenses except bond counsel and election costs and bill the Issuer for such expenses along with the financial advisory fee after successful delivery of the bond proceeds. On a negotiated sale, expenses will be deducted from the proceeds at the time of delivery. Expenses shall include: Bond counsel fees and charges.Ak/J Election expenses -N /A Bond rating fees and any related travel to rating meetings Any out of state travel in connection with a debt issue (,&000. Printing and distribution costs of offering documents and securities - 33Da- Publishing cost of any legally required notices / -5oo Escrow and paying agent fees. and other costs necessary to close a negotiated issue JA 7 JRA•iN� �I r� 1 {r ' ' ' I s _ 1 1 I /---\ INIM • • • f i 1 i Hon. Alvin Jones County Judge, Brazos County Brazos County Courthouse 300 East 26th, Suite 114 Bryan, TX 77803 Dear Judge Jones: This letter sets forth our proposal to act as "Bond Counsel" for Brazos County, Texas (the "County"). Bond Counsel Services. We propose to perform all usual and necessary legal services as Bond Counsel. Specifically, we will prepare and perform legal proceedings and perform other necessary legal services with reference to the authorization, sale, and delivery of bonds (including tax or revenue supported), certificates of bbligation, contractual obligations, or other forms evidencing indebtedness, including the following: 1. Prepare documents calling any election, giving notice thereof, and canvassing the results. 2. Prepare all resolutions, orders, and other instruments pursuant to which certificates of obligation will be authorized, sold, and delivered in consultation with the governing body and other representatives of the County, the Financial Advisor, and any other person as directed by the County. 3. Prepare any agreements authorizing or securing the certificates of obligation, including any trust indentures if necessary. 4. Attend meetings of the governing body of the County to the extent required or requested with reference to the issuance of the certificates of obligation. S. Attend meetings with prospective purchasers and meetings with rating agencies to the extent required or requested. 6. Assist in obtaining loans, credit enhancement, or other related services from federal or state agencies or private institutions. AKIN, Gump. STRAUSS. HAUER & FELD, L.L.P. ATTORNEYS AT LAW A RCGISTERED UNITCO UA61UTY PARTNCRSHIP INCLUDING PROFrASIONAL CORPORATIONS 1500 NATIONSBANK PLAZA AUSTIN Da USSCLS 300 CONVENT STREET DALLAS SAN ANTONIO, TEXAS 78208 HOUSTON LONDON (210) 2704800 LOS AHGCLCS rwx (2101 224.2035 ' MOSCOW NCW YORK 0"a D4L• 1t (al 781.708� PH ILAO CLP H IA WASHINGTON. D.C. April 15, 1998 Hon. Alvin Jones County Judge, Brazos County Brazos County Courthouse 300 East 26th, Suite 114 Bryan, TX 77803 Dear Judge Jones: This letter sets forth our proposal to act as "Bond Counsel" for Brazos County, Texas (the "County"). Bond Counsel Services. We propose to perform all usual and necessary legal services as Bond Counsel. Specifically, we will prepare and perform legal proceedings and perform other necessary legal services with reference to the authorization, sale, and delivery of bonds (including tax or revenue supported), certificates of bbligation, contractual obligations, or other forms evidencing indebtedness, including the following: 1. Prepare documents calling any election, giving notice thereof, and canvassing the results. 2. Prepare all resolutions, orders, and other instruments pursuant to which certificates of obligation will be authorized, sold, and delivered in consultation with the governing body and other representatives of the County, the Financial Advisor, and any other person as directed by the County. 3. Prepare any agreements authorizing or securing the certificates of obligation, including any trust indentures if necessary. 4. Attend meetings of the governing body of the County to the extent required or requested with reference to the issuance of the certificates of obligation. S. Attend meetings with prospective purchasers and meetings with rating agencies to the extent required or requested. 6. Assist in obtaining loans, credit enhancement, or other related services from federal or state agencies or private institutions. �i it �t t E i I AKIN, Gump. STRAUSS, HAUER & FELD. L.L.P. Hon. Alvin Jones April 15, 1998 Page 2 7. Cooperate with the County and its consultants in the preparation of official statements or other securities laws disclosure documents, includigg review of the information therein describing the certificates of obligation, the security therefor. and the federal income tax status thereof. 8. Obtain approval of the certificates of obligation and the project to be financed from the Attorney General of the State of Texas and registration of the certificates of obligation by the Comptroller of Public Accounts of the State of Texas. to the extent required by law. 9. Supervise the execution of the certificates of obligation and delivery thereof to the original purchasers. 10. When so delivered, render our opinion covering the validity of the certificates of obligation and the tax exempt status of the interest thereon under federal income tax laws. 11. Follow -up advice concerning various subjects such as the application of bond proceeds, new developments in the law concerning bond issues, and changes in industry practices. Compensation. Specifically, our fee in connection with the issuance of the certificates of obligation in the approximate amount of $10,000,000 would be $12,500. The Attorney General examination fee would be 51.000. The above fee does not include any special services or significant projects outside the scope of traditional legal services performed by Bond Counsel, such as litigation. If specifically requested in writing by a duly authorized representative of the County, and approved by the Commissioners Court to so act, we are willing to act as special counsel to the County within our fields of experience and to provide legal services not normally included in the legal services performed by Bond Counsel. Our fees for such services would be on a time charge basis. The fee for additional series of certificates of obligation. bonds, "advance refunding bonds ", unusually large issues, or issues containing unusual security provisions will be negotiated between representatives of the County and the undersigned at the inception of the issue. Our fees as Bond Counsel will be payable at the time of the delivery of, and payment for, certificates of obligation. We will ask for reimbursement of our actual expenses and disbursements reasonably and necessarily incurred in connection with the performance of our duties hereunder, estimated to be $700 for the above described certificates of obligation. We will not bill for any significant or unusual expense unless an authorized representative of the County has previously authorized such expense. Our compensation or reimbursement under this agreement shall be due and payable only out of the proceeds of the sale of certificates of obligation or other funds of the County available for such payment; there shall not be individual liability on any member of the Commissioners Court, or other official of the County, for the payment of any amounts due hereunder. Our agreement may be terminated VoL.- 1L.- @--%Nam IV,, . . I . 1 ti a, BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -26.4 4/28/98 FD DIV ACCT PROD DR/CR I ACCOUNT NAME Increase I Decrease 01 1 560050 710150 Dr Citizens Collection Sites I 10,000.00 01 110015 611300 Cr Contingency 1 10,000.00 Environmental Protection - To increase the Citizens Collection Sites budget I I I allow for - '- srr.+rn -f t+.rt�•ror'.+..r -� .r�±+r.���'^'+1/rr��•�a.. ^'K rep:ared By:., r►tk. pprorc �ii�` y: ' '�. atc: / 2 I ate r - n:...Z�tiCGila.v.413 `. �±.."'d�.,:�h,t. .... i, �w..uita:rL.a::ic�62L)eY��..�'' ` ��.��.�'�.5+„L' "..R+oie.:.�s,n• ,y�.�_ ,Lr -•�' •-i r•'�-.�1 =wit - a-�+���',. c • TONY JONES Precinct 1 361 -4106 WM. S. THORNTON Precinct 2 361.4115 w RANDY SIMS Brazos County Commissioners' Court 36.;;05 ALVIN W. JONES County Judas CAREY CAUL" JR. 361 -4102 Preunct 4 361 -4111 j M E M O ! TO: John Reynolds County Auditor FROM: Ruth McLeod DATE: April 21, 1998 sUHJECT: Budget Amendment - Environmental Protection f ## Please increase account 710150 Environmental Protection 560050 in the amount of $10,000. Funds for this increase are to be taken from 110015 account 611300. Thank you. { oil i i i l Brazos County Courthouse 300 East 26th St Su4e 116 Bryan• Texas 77 7 Fax• (409) 823.6993 VOL ...i4.oaW�'�• �.fa1W yy._.._ - .,_,.aiwwzf�� -' •- '.,y-'a' ' , e t, r, I L" I F. ■ '. 1 2 3 4 5 6 7 8 9 A B C D F 0 H I J K L R 0 EXIT DISPLAY EXPENDITURE STATUS +----------------------------------------------------------------------------- BRAZOS COUNTY, TEXAS PEI FUND ACCOUNTANT 04/22/98 PERIOD 7/98 +----------------------------------------------------------------------- - - - - -+ DIV /FUND 560050 ENVIRONMENTAL PROTECTION ACCOUNT BUDGET PERIOD EXP YTD EXPENSE ENCUMBRANCES BALANCE 521000 20000.00 870.91 7714.35 8904.85 3380.80 607000 3000.00 0.00 50.00 0.00 2950.00 614500 400.00 106.82 1489.44 0.00 - 1089.44 617400 3000.00 0.00 1299.89 0.00 1700.11 618010 1000.00 60.04 411.16 0.00 588.84 618800 3200.00 252.37 2092.55 0.00 1107.45 710150 85000.00 7667.68 47566.82 37495.00 -61.82 715000 7500.00 308.00 3243.24 2300.76 1956.00 715030 2400.00 0.00 0.00 0.00 2400.00 717010 3550.00 0.00 600.00 0.00 2950.00 TOTAL 160700.00 11315.82 78267.45 48700.61 33731.94 PRESS ESC OR CONTROL -P TO EXIT /CONTROL -I FOR DETAIL /CONTROL -T FOR TITLE I , I • • • i t BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -26.5 4/28/98 FD DIV ACCT PROJ DR /CR ACCOUNT NAME Increase Decrease 01 280020 516150 DR Hourly - Law Enforcement 13,586.00 01 280020 516400 CR Hourly - Temporary 13,586.00 Jail Administration- To transfer funds from Temporary to Hourl - Law Enforcement. This transfer is to reverse half of budget amendment #15.1 a roved in February 1998 Prepared By. kdc APProved By: Date: 4/23%98 Date: P, BM Ie� BRAZOS COUNTY OFFICE OF THE SHERIFF CHRISTOPHER C. KIRK CLYDE COLLINS, CHIEF DEPUTY 300 E. 26TH ST. SUITE 105 WAYNE DICKY, JAIL ADMINISTRATOR BRYAN, TEXAS 77803-5359 To: Lorraine Nichols, Brazos County Personnel From: Wayne Dicky, Jail Administrator a Date: April 22, 1998 Subject: Detention Officer/Nurse Position 4028 -3 The Brazos County Sheriff's Office recently created two Medical Officer positions within the department. These positions were funded by moving budgeted dollars from class 4028 positions 3 and 6. The Medical Officer positions were created because we were unable to find qualified nurses to work in the jail. We have received a application from a prior employee that is a licensed LVN. This employee left the Sheriff's Office in March of 1997. A decision has been made to rehire this employee and a personnel action form has been submitted for Commissioner's Court approval on April 28, 1998. If this personnel action form is approved by the Court, I am requesting that Si3;,'3 -abbe moved from 4060 -2 to 4028 -3 in order to fund this position. I have talked with John Reynolds in the Auditor's Office and determined that this is the correct procedure for moving these funds. Please contact me if you have any questions. V G ,. �°AQ OFFICE (409) 361 -4100 it ADMINISTRATION (409) 361 -4148 it FAX (409) 361 -4119 I. r a • • 40 r i i RESOLUTION DECLARING INTENTION TO REIMBURSE CERTAIN EXPENDITURES WITH BORROWING PROCEEDS WHEREAS, Brazos County, Texas (the "Issuer ") desires to pay capital expenditures in connection with the design, planning, acquisition, construction, equipping, and/or renovatingcertain projects or facilities, more particularly the projects listed on Exhibit "A" hereto, totaling up to at least $10,000,000 (collectively, the "Project "); WHEREAS, Article 717k -6, Vernon's Texas Civil Statutes, as amended ( "Article 717k -6 "), permits the Issuer to use the proceeds of bonds to reimburse the Issuer for costs attributable to the Project paid or incurred before the date of issuance of the bonds; and WHEREAS, the Issuer finds, considers, and declares that the reimbursement of the Issuer for the payment of such capital expenditures will be appropriate and consistent with the objectives of the Issuer's programs and, as such, chooses to declare its intention, in accordance with the provisions of Section 1.103 -18 of the Treasury Regulations, to reimburse itself for such payments at such time as it issues obligations to finance the Project. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS THAT: Section 1. This Resolution declares the intention of the Issuer to reimburse the expenditures for the Project with the proceeds of a borrowing. The Issuer presently intends to reimburse the expenditure by incurring debt the interest on which is excludable from gross income under section 103 of the Internal Revenue Code of 1986, as amended. Section 2. The Issuer reasonably expects to incur debt, in one or more series of obligations, with an aggregate maximum principal amount now estimated to not exceed S 10,000,000 for the purpose of paying the costs of the Project. A portion of the proceeds received by the Issuer from a borrowing in an amount estimated not to exceed $5,000,000, are reasonably expected to be used to reimburse the General Fund from which such capital expenditures are expected to be made for the Project. Section 3. The Issuer intends that this Resolution satisfy the official intent requirement set forth in Section 1.103 -18 of the Treasury Regulations and evidences its intentions under Article 717k -6. The Issuer has no funds or sources of funds, other than the proceeds of the debt to be incurred, which the Issuer has, or reasonably expects to be, reserved, allocated on a long -term basis, or otherwise set aside in the Issuer's budget or other financial policies with respect to the expenditures to be reimbursed. Section 4. All costs to be reimbursed pursuant hereto will be capital expenditures within the meaning of Section 1.103- 18(cx2xiii) of the Treasury Regulations. None of the expenditures to be reimbursed pursuant to this Resolution have been allocated to expenditures entered on the books and records of the Issuer earlier than the date on which such expenditures are paid. Moreover, no debt obligations will be issued by the Issuer in furtherance of this Resolution after a date which is later than one year after the later of (1) the date the expenditures are paid or (2) the date on which the property, with respect to which such expenditures were made, is placed in service. Section 5. The Issuer declares that this Resolution will be maintained as a public record available for inspection by all persons in accordancewith the provisions of Chapter 552, Texas Government Code and that no later than 30 days after this date, this Resolution will be made available for inspection by all members of the general public at the offices of the Issuer. Section 6. This Resolution shall be liberally construed to evidence the intent of the Issuer to comply with state and federal income tax law in the issuance of tax exempt obligations for the Project. �FrAdb 6fcd 4 13 t EXHIBIT A 1. Jail Expansion 2. Courthouse Remodeling 3. Right-of-Way Acquisition 4. Exposition Center L • • , , �i r 3'98 T[iU 10: 23 FAX ,c y,,: =••j X001 ' AKIN, Gump, STRAUSS, HAUER & FELD, L.L.P. ATTORNEYS AT LAW 1333 NEW HAMPSHIRE AVENUE X W. A REOISTERED LIMITED LIABILITY PARTNERSHIP 4100 FIRST CITY CENTER Sa1ts 400 INCLUDING PROFESSIONAL CORPORATIONS 1700 PACIPIC AVENUE WASHINGTON , D C. 2003{ 1300 PLAZA DALLAS. TEXAS 73201)618 (202) 887.4000 ]00 CONVENT STREET CONVENT ST (214) %9 -2500 K AVBNUB LOU138. P.S. NO. 7 SAN ANTONIO, TEXAS 78205 1900 FROST BANK TOWER 1050 BRUSSSLS. 3E1.01UM (210) 251 -7000 816 CONGRESS AVENUE (011) 32.3.373 2911 FAX: (210) 224 -2033 AUSTIN, TEXAS 79701 (513)499.6200 65 EAST 53TR STREET 33RD FLOOR 1300 PO4MLOIL PLAMSOUTH TOW111L flaw YOM NEW YORK 10023 WriteWs Direct Dial Numbet (210) 281.7004 711 LOUISIANA STREET (313) en -looe HOUSTON. TIIXAS 71001 (713) 320.5800 FAX COVER SHEET DATE: April 23, 1998 TO: Ruth McLeod COMPANY: Brazos County MATTER: Reimbursement Resolution CLIENT/MATTER NO.: 063997.001 FAX N: 409- 823.6993 PHONE: 409 - 361 -4103 NUMBER OF PAGES (INCLUDING THIS COVER SHEET): 3 FROM: Doris Alderman IF ALL PAGES ARE NOT RECEIVED CALL AS SOON AS POSSIBLE: (210) 281 -7004 FAX OPERATOR: Doris Alderman FAX 1!: (210) 224 -2035 SSAG E Ruth, here is the reimbursement resolution, marked to show the changes Paul made. We will need a list of the projects for Exhibit A. If this form is satisfactory to you, I will put it in final form and send it to you. THE INFORMATION CONTAINED IN THIS FACS04LE MESSAGE IS AT•TORNEYCUENT PRIVILEGED AND OD`IMDENTIA4 INTE2dDED ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR THE EMPLOYEE OR AGENT RESPONSIBLE TO DELIVER IT TO THE TNI -ENDED RECIPIENT, YOU ARE HEREBY NOTIFIED THAT ANY DISSEMINATION. DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROMBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION M ERROR. PLEASE NOTIFY US IMMMIATMY BY TELEPHONE. AND RETURN TIM ORIGINAL MESSAGE TO US AT THE ADDRESS ABOVE VIA THE U.S. POSTAL SERVICE. E 1 e � �qs i. F � I iM BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 4/28/98 ITEM: Request permission to enter Gerald Woodyard's propedy located off Steen Hollow Road for the purpose of stock piling road material for Elmo Weedon Road and Grassbur Road reconstruction projects in exchange for repair work to tank spillway on said propedy . Signed permission form is attached. Site is located in Precinct 3. SOURCE OF FUNDS: NIA_ I. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: SVPMITTTED BY: APP ED Richard F. Vance, P.E. Commissi er Randy Sims County Engineer Precinct CC98 -030 ApprovedeADenied❑ by Commissioners' Court Date: 4-- z 8 —R a Alvin W. Jones, County Judge - . v�• � � -_rwc� � f I ---\ 1 f I ---\ • • • BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM Atwn W Jones County Judge Tony Jones OF B9 Commissioner Pd t Ja 9 WAsim S. Thornton , Commissioner Pd 2 Randy Suns x'04 sn,ott•°�s Commissioner Pd 3 i Carey Cautey 1 Commissioner Pd 4 I. LAND OWNER AND ADDRESS II. Ill. DESCRIPTION OF WORK TO BE DONE ,(f o .. '/-/ v IV. MAINTENANCE YES _ NO ✓ IF YES, ESTIMATE FREQUENCY OF MAINTENANCE (Owner will a notified prior to maintenance) I //Y z iichard F. Vance, P.E. Engineer i oreman County Engineer OWNER'S SIGNATURE DATE . i E'. o+ BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT ;... and Bridge NUMBER 560001 DATE OF • 4128198 Request permission • enter Peay W. •t•l =ly located • 1 Shirley R• -• for purpose of • • l•11 - right of 1 5 -nile north of 1: • ;•. • •l • • •.• to •- • • • maintained as 1 -•-• Signed permission form is attached, Site is located in Precinct SOURCE OF \ 1. PRESENTATION: ACTION REQUESTED OR ALTERNATIVES 'Richard SUMITTE BY: APP E F. Vance, P.E. Commiss . • County • •: 1 ApproveddDenledO by Commissioners' Court Date: - ZS— 9 S Alvin . Jones, tounty Judge I �. J is AMn W. Jones County Judge BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM Tony Jones OF B Commissioner Pct I Wdlaim S Thornton Commissioner Pet 2 Randy Sims ��0 s saiocl e�' Commissioner Pct 3 Carey Cauley Commissioner Pcl s Date I. LAND OWNER AND ADDRESS II. LOCATION OF WORK rJ III. DESCRIPTION OF WORK TO BE DONE,%��� e i�r .�9ra GLtG�� IV. MAINTENANCE • YES V NO _ IF YES, ESTIMATE FREQUENCY OF MAINTENANCE lee Al-- (Owner will be notified prior to maintenance) A�� Richard F. Vance, P.E. Engineer Aide /Foreman County Engineer OWNER'S SIGNATURE �� DATE 0 11 r •2 ti BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF • 4128L•: Request L•11 GTE to construct a buried • t •I In the ribht of of 1• Weedon Road •-• LI • .••L•. Il- - • 1 • t: R•.•. -1• extending wgst for distance of • 5 feet, Site i$ located In Precinct 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 One 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 tine 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 fumished to the office of the Bravos 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. SUBMITTED BY: Richard F. Vance, P.E. County Engineer CC98 -032 APP Approved[E DeniedO by Commissioners' Court Date: 4 - ZS -!q S 046, L_ Alvin W. Jones, unty Judge *I •I ® GTE Telephone Operations Access Design 301 Industrial Blvd. Bryan, TX April 17, 1998 Richard Vance Brazos County Engineering Office County Engineer 2617 W. Hwy. 21 Bryan, TX 77803 Dear Mr. Vance: Subject AGRMNTS 24 BURIED CABLE - 5414 - 9P8060B #003 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 Bryan, Texas. This work is to be completed on Work Order 5413- 9P8060B #003 which is scheduled for May 1, 1998, If your have any questions concerning this work, please contact w Charles Allen at our office in Bryan, 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, Charlie Clanton c/�s Senior Designer - Access Design CFC:egc Attachment AeT S Z7- 98 r Vti A part of GTE Corporation ra I GENERAL TELEPHONE NOTICE OF COMMUNICATION COMPANY LINE INSTALLATION April 17, 1998 TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: Formal notice is hereby given that GTE will construct a communication line within the right -of -way of a County Road in Brazos County, Texas as follows: On Elmo Weedon Road approximately 630 feet west of Grassburr Road a buried cable will be placed 3 ft. in the north R.O.W. extending west for a distance of 265 feet at a depth of 30 ". The location 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. 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, franchise, easement, license, authority, permission, privilege or right, now granted by law or may be granted in the future and any provision or provisions so construed shall be null and void. Construction of this line will begin on or after May 1, 1998. GENERAL TELEPHONE COMPANY 5413 - 9P806OB #003 d"I v4, Charlie Clanton Senior Designer - Access Design f 301 Industrial Blvd. Bryan, Texas 77803 -a I i A likF, ,} THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL -• - .�._•" - +- •.�����... .- �++�+•..�.• _ r•. rye. r..+r....r�..4.wsuwrv4�MMtiA•V.. w.�w•�...�I�M1Yti�.w w✓.r r ..y a.-...w.v a.wr r.+.� -to 1 i sm "1_01; 5 Xx W A RNING ZYN o TTAI"M T.t "" OP tEAITEE a GMA081TOKACTInII P+r.7.T+4 SAS IAYTV.SI01 tovn+.VaILD K LPQKO TO I.c T.T..TCry 41 IPCOIr 19X OIIK TAwebq%S171 Y /.VU 1214•uS•460 N Iuws PER at ••• 1 an PE% AEC KIOR SIART14C a" Wow..ASt TOJStLT IA914 OUCSTIp16 L 0to 1 Kllty KCOKII PPw=D_ft ST & K I IMWPFit3 VOTICES -0 T,,tA• OaACT) t• L ATAK IE&CO • .Kw Or" ACTATITT AtA71T) 0 0�. 4. 00 IT+IE A KOT(SS :OT TEST PLA10 16 I-IK IIt LRAWS Kt-1 IG1M1tO O T1! 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' ®.arms >~'rvs `> �w 24214 sc 00 0 - / m ♦� . -�+� *��10 • ♦' co 242109 OLD t)•It.1.I.1'J� ROW 1 i sm "1_01; 5 Xx W A RNING ZYN o TTAI"M T.t "" OP tEAITEE a GMA081TOKACTInII P+r.7.T+4 SAS IAYTV.SI01 tovn+.VaILD K LPQKO TO I.c T.T..TCry 41 IPCOIr 19X OIIK TAwebq%S171 Y /.VU 1214•uS•460 N Iuws PER at ••• 1 an PE% AEC KIOR SIART14C a" Wow..ASt TOJStLT IA914 OUCSTIp16 L 0to 1 Kllty KCOKII PPw=D_ft ST & K I IMWPFit3 VOTICES -0 T,,tA• OaACT) t• L ATAK IE&CO • .Kw Or" ACTATITT AtA71T) 0 0�. 4. 00 IT+IE A KOT(SS :OT TEST PLA10 16 I-IK IIt LRAWS Kt-1 IG1M1tO O T1! COdWAY ES OAK 1 CKp40 To SIC IT ,.t v7k WOAD K x 00 1 PAVE A KTlao a ..00tart/ << 11 d 1. 00 1 "w we to CAIA T\ CKt Or Aw oil Ar,EI 4L 04 1COWIM191 IC^% T ;ArC/w t.t WOft COWCh4 r0 WWI IT IOU AMCvSKo Be To am O bgsg OUE14I71L0A It" 1I 1 TQI ..e1 colon ut A wcor 18 00 401 &ITE101 TIC AM CALL taw S1aa:SOI PORD 1ELT (M)TEXAS/.NEW MEXICO STATEI T: DIVISION: SOUTH EAST JEXCH.3 54I7 REM. CO.: sae M.C.17760 MO N0.19P00609 JCONIROL NUMBER: 007 TITLE& RELOC COL ELMO MEEOON RO TAx DST.: 4500 Iot[ �� TMP& RNG.1 SEC.I SAL: ] -xC * I DATE: 04i14ig8 IREV. DATE: SCALE: 1•:100- • : DAWN FW, APRYO PRINT I FILE& V�1 CYA [wA 1 OF 1 x1XlIi1•ITA , LINE _ © aq%n his` 3 �� 2a04A03 M _ � ` 177 �� • - - - � ;_ � t��oo�t�s1 -s>+ 180 -x4 F q6 X01 -150 +G3p.51'1�0 ' _ - - ® ' XD \ •15�'�0g23.20 M 2 ��. _ - - 806 e> � 2s2 80 51 N a�5\N5, 298' 24211e ASP 10e -24 � �F 50031\ -8 c3m.1101-158 <p C3089.551-575 > 04' - �9 • �� r, + 1 i sm "1_01; 5 Xx W A RNING ZYN o TTAI"M T.t "" OP tEAITEE a GMA081TOKACTInII P+r.7.T+4 SAS IAYTV.SI01 tovn+.VaILD K LPQKO TO I.c T.T..TCry 41 IPCOIr 19X OIIK TAwebq%S171 Y /.VU 1214•uS•460 N Iuws PER at ••• 1 an PE% AEC KIOR SIART14C a" Wow..ASt TOJStLT IA914 OUCSTIp16 L 0to 1 Kllty KCOKII PPw=D_ft ST & K I IMWPFit3 VOTICES -0 T,,tA• OaACT) t• L ATAK IE&CO • .Kw Or" ACTATITT AtA71T) 0 0�. 4. 00 IT+IE A KOT(SS :OT TEST PLA10 16 I-IK IIt LRAWS Kt-1 IG1M1tO O T1! COdWAY ES OAK 1 CKp40 To SIC IT ,.t v7k WOAD K x 00 1 PAVE A KTlao a ..00tart/ << 11 d 1. 00 1 "w we to CAIA T\ CKt Or Aw oil Ar,EI 4L 04 1COWIM191 IC^% T ;ArC/w t.t WOft COWCh4 r0 WWI IT IOU AMCvSKo Be To am O bgsg OUE14I71L0A It" 1I 1 TQI ..e1 colon ut A wcor 18 00 401 &ITE101 TIC AM CALL taw S1aa:SOI PORD 1ELT (M)TEXAS/.NEW MEXICO STATEI T: DIVISION: SOUTH EAST JEXCH.3 54I7 REM. CO.: sae M.C.17760 MO N0.19P00609 JCONIROL NUMBER: 007 TITLE& RELOC COL ELMO MEEOON RO TAx DST.: 4500 Iot[ �� TMP& RNG.1 SEC.I SAL: ] -xC * I DATE: 04i14ig8 IREV. DATE: SCALE: 1•:100- • : DAWN FW, APRYO PRINT I FILE& V�1 CYA [wA 1 OF 1 K 1f G: 1 I I�. 13M AM ST ffEPl+6LL G tJ S 41 3 L)o 0, cl P ao io 4) ,8 oD 3 cn . tiSAUA /O510AK 11A11 .411 ��r ♦ RELIANCE — ROURISKA11TATIOM 11}15 ' �• M MEPMOLLOW `�1 ,1��i Fvw :♦ y' ST4CITVCOMMUMITT losoll Ed 8 4' TEKASAAM O U IVERSrtT R11 TIrr4t0 TEXAS AAM TEXAS WORLD SPEEDWAY - 1-12 UNVERSITY sonTRULLPARK 411 ! v A4 YAAt AIRFIELD P11f) 51.0 WELLBORN 417 WISONVALLEY a� BRAZOS COUNTY `r, RURAL SUBOMSIONS /t;: N1~ 0 ADAMS ACRES N 0 ADAMS ESTATE 14 4 AGUE ACRES f -11 57 ALLISON ACRES 1W 53 AJINOLO SM ► -11 1 BAUD PRAIRIE _ 411 54 BENCNLYOAKi C•1 S BRIARw000 RETREAT,_ 0,11 21 lRUNN _�_�_ Ill 17 BULLOCKiz6i10N IN 0 CANTON CREEK ESTATES 9-10 i► S, CAR rEA LAKE _ N•15 7 30 CEDAR CPEEK ESTATES `4S lA COLLEGE STATION INOM &L, PARK 6-11 p COUNTRY MEADOW 411 a covN RYPROPERnci_ -._4u • 15 DEERFIELD ESTATES NI is DEERHLLESTATES - _____0.1 WO� 11 DEER ►ARK ___ 1.12 0 [ASTpRA10f INDUSTRIAL PARK 01.4.7 L 0C. IiADi�/ 4 [NIRvtEW DOAKS___.___L9 N iA,R�IEw___.._ O5 R 77 TORE ST CREEK ESTATES —G4 t5 f0AESTLAKE _- ___._.__N 1 iRAIWLINESTAT[i E -11 1 KARVEYESTATES 11 NA4,fEY1uLLS"&.,_._._141 b s Af HERITAGE "LLS _ __ C•7 CtOONIA �a 72 HOLLOW HEIGHTS _ G-S Q 37 MOLT HILLS .—_ f•11 . L ♦� to&lrSSa AS 71 w3PESCREEK • YEADOM _.�___...� 0.417 Y' pASSIU 51 Wp ►N LAKES U LAKEW000ESTATES -- C-1 t If 13 LEASURELAKEf H It ?5�4 P tp1LIA 0 LINDA LAKE _�._— PIO 30 W WR:NOESEE F•1 10 YArIIISCREEK 77 M YEA;,Ow LAKE _._.__—__QE4 M rUStati %; FKIf _ 4 t1 40 MELEYYNVEROAKi_____F.17 N OAKHUAST _._ f.tl S 7S OAKLAA'DLAKES _. 14 H OAK FOREST SUS _ a • 'A� ` A OAK HILL SUB __...�.._ t•It of 71 OAK HOLLOW ACRES —__ 044 • U OAX TRAILS _ �_..._._ NJ4 >! 17 OLD SPAM-K TAA LS ___ 0-T LAO 73 PARKWOOOESTATES F4 , 10 PECAN VALL[T __ 144 11 7 PETTRSSUB — - - -_ -_ 0.11 p 0 PLANTAnONMEADOW—G 17 a PLANTAnoN wooO _ --G 12 A Q C J PORTERFIELD __. _ —.. 410 Q 71 44 OVAIL RUM ESTATES _.___411 HARVEY S1 OUARiER/kKISERANCH _ Gl COAIYtINNTY W OWF,50W ACRES _ _. _ _ 14: 2, ROYAL OAKS SUB - 1 b 5 RUNAAAYACRES --._ _ -[ 11 • IJ , 17 RUSTY OAKS 14 44 SA,S*)E.I:ONACRES -___ G1• ¢t u ► NCIW PARK _._ N17 + B S Z 71 SKA01 �.AOVE 17 S1 P� ;4 SrEFGA Ni ul • i BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 4/28/98 ITEM: Request permission to enter Walt Magnussen's pro edy located off Country Meadow Drive for the purpose of installing a driveway culvert to drain water away from cul-de -sac at end of roadway, Signed permission form is attached. Site is located in Precinct 1. SOURCE OF FUNDS: N/A I. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: SUBMITTED BY: APPRO Richard F. Vance, P.E. Cbmks s' ony Jones County Engineer Precinct 1 CC98 -033 ` ApprovedCg Denied❑ by Commissioners' Court Date: Alvin W. Jones, C my Judge 100.600 tam • r BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM MNn W. Jones County Judge Tony Jones F B Commissioner Pd t J 0 Willaim S. Thornton Commissioner Pet 2 Randy Sims �� 1wioGEdt Commission► Pet 0 Carey Cauley Commissioner Pet 4 Date - 2.2 - 9 �? I. LANDOWNER AND ADDRESS uLa It Mag n << +Inv ce...'fV M.,JO -./ L} ee SSA_ 77s4- s II. LOCATION OF WORK III. DESCRIPTION OF WORK TO BE DONE ass )Cot �. _e -'14- r t7 tom ��iJ e..OeSG Qf idded /h,.L9 -.e a s e j of r�n�„� -�.. IV. MAINTENANCE YES _ NO IF YES, ESTIMATE FREQUENCY OF MAINTENANCE (Owner will be notified prior to maintenance) 11169rd F. Vance, P.E. Engineer Aide/Foreman County Engineer CQ OWNER'S SIGNATURE 0 10V DATE r '�'' - — -,:L< �c_.:,ya3,yz„�;. _ r, :�a_._ _ ''r_L'!t.irxa' - ' c •'�- •s.�s,W.•�rL. P�r:a'' 'y F "r' - - - - • �.1 • • • BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 4/28/98 ITEM: Request a rmission o enter Chris Neumann'. grQpedy located off Timberline Drive for the puLpose of installing a culvert 12ipe to drain water away Timberline Drive to a safe outlet Signed nermission form is attached Site is located in Precinct t SOURCE OF FUNDS: N/A I. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: SUBMITTED BY: APPR Richard F. Vance, P.E. C miss a ony Jones County Engineer Precinct 1 CC98 -034 ` Approved&fbeniedO by Commissioners' Court Date: A= - -j . ;a Alvin W. Jones, C my udge VOL I {3i ` _M1111 BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM MM W. Jones Count' Judge OF Tony Joss e Commissioner Pet t J WQWm S Thomson Commissioner Pd Z ' Rudy Sims *o'ef RRIOG"�� Commissioner Pd 3 Grey Cauley Commissioner Pet 4 Date I. LANDOWNER AND ADDRESS Al e u . n 4-9 SS Qt-, Sia. 7 7 6 4-S II. LOCATION OF WORK F-i s f s : d e 4- s ,,,.a.. 2-.j d ,-e sr III. DESCRIPTION OF WORK TO BE DONE orbs ,tV +o� Th.t ..c.���sC n� fnSTd��:tfl d lw.I✓�rr Of��` a T� i 2 r r ] LV a..l"c /' •F Y1� Af / J .h � tr �l wt. D I! �. To } S J� O � /t T t IV. MAINTENANCE YES _ NO IF YES, ESTIMATE FREQUENCY OF MAINTENANCE (Owner will be notified prior to maintenance) Richard F. Vance, P.E. Engineer Aide /Foreman County Engineer 1. OWNER'S SIGNATURE DATE vuL 1 �'q • • • c' F h a L s , i - Montgomery KONE Amm June 22, 1998 Brazos County Purchasing 300 E. 2& St. #214 Bryan, TX 77803 SUBJECT: BRAZOS COUNTY MONTGOMERY 51 I-0098 ATTENTION: KAYE WETTEMAN Dear Kaye, Please find enclosed the letter of confirmation of the extension on your maintenance contract for your elevator equipment. This copy is for your files. Thank you for choosing Montgomery KONE Inc. to perform the above work on your elevator equipment. If you should have any questions, please do not hesitate to contact us. Best regards, Montgomery KONE Inc. Eileen Whitaker Branch Secretary Enclosure MattBarrwry KONE Inc -. Telephone 512- 443-0021 Elevators Esulatars %' 3709A Prarnoruary Pt Dr. 0101 Telefix 512443-0975 Power Walks Pawn Rams Auxin. Texas 78744 -1139 �O�"11Oe serviaa 5 4, I ontgomery KONE LTO April 15, 1998 Brazos County Purchasing 300 E. 26th St. N 214 Bryan, TX 77803 Am: KAYE WEPrEMANN Dear Kaye. This is to confirm our conversation of April 15, 1998, that Montgomery KONE Inc, will offer to extend the contract. If you concur with this, please sign where indicated and return to us, and we will have the documents fully executed by our corporate office. Should you require additional information or clarification, please do not hesitate to contact me at your convenience. Sincerely, Montgomery KONE Inc- Frank Spill Service Sales Manager BY: MONTGOMERY KONE INC. BY: BAdZOb Co. Compan Company , Authorized Signature kren Authorized Sig re JUN 17 96 Vice President 4_29.98 Date Date Maggomery KONE Inc. Tek h" 512 - 143-0021 ElcvxtO° man 3709A Pronartory Pt Dr. 0101 Te1dax 512.443-0975 Power Walks Power PA n e Auxin. Texas 78744 -1139 Alodaniration Service U.S.A. ' 1 r `�+-'..�..yb..� - _�.�,_r.- c4yi 1'' _� Ufa I 4N.•... •ii.S�i`J'ay�'I -.:,'• •J,1 � I t� ■• a - . • C7 • 393 Rolling Hills Drive Conroe, Texas 77304 Phone: 409.856.2405 Fax: 409.856.5199 www.makescnse-inc.oDm iTb*meAAion g Pro jeFinal Report Prepared for: Brazos Comty Commissioners Court Brazos County Cmadx= 300 FA-dZhStreet Bryan, Tom 77803 13 Apil, 1998 I, I L N—J-' 35,0 11 c7 rr Br&o6 Coun We ity, y -':� `.. T ommuni n, and Inmate 393 Rolling Hills Drive Conroe, Texas 77304 Phone: 409.856.2405 Fax: 409.856.5199 www.makescnse-inc.oDm iTb*meAAion g Pro jeFinal Report Prepared for: Brazos Comty Commissioners Court Brazos County Cmadx= 300 FA-dZhStreet Bryan, Tom 77803 13 Apil, 1998 I, I l�. MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit Bros s County U *9 Telecommunications and InmaW Te1cphone Auditing P;;qed ' 13 April, 1998 EXECUTIVE SUMMARY The report has been prepared for Brazos County Commissioners Court, and marks the completion the utility / telecommunications / inmate telephone auditing project performed by MAKESENSE, INC. Considering the number of Brazos County locations receiving service, there were relatively few errors found on bills for basic utility and telephone service. In addition, we found that Brazos County had been receiving inmate telephone revenue as was dictated by the terms of their contract with Peoples Telephone Company (PTC). And, finally, we have identified potential ways of reducing long- distance costs and are exploring this at this time. On the whole, we have to say that Brazos County employees have been outstanding in their ability to manage the County's utility, telephone, and inmate telephone services. Brazos County, undeniably, was one of the best - managed clients for whom we have ever performed auditing services. Particular praise should be given to the following individuals, who we would personally like to thank for their assistance throughout the project. Cheryl Turney Katie Connor Wayne Dicky M.J. Dean Ruth McLeod The following pages describe billing and usage errors, the corrective action implemented by MAKESENSE, INC., and the resulting credits and cost reductions. We also discuss the work that was performed in the evaluation / selection of a new inmate telephone service provider. 2 V0 1-3 i ; �I i i I • r� MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit TABLE OF CONTENTS EXECUTIVE SUMMARY ......................................................... .........................N....2 TABLE OF CONTENTS ......................................................... ..............................3 SECTION I. AUDIT OF COUNTY UTILITY SERVICES ............... NMN....NN.N..NNN4 SECTION 11. AUDIT OF COUNTY ADMINISTRATIVE TELECOMMUNICATIONS SERVICES ........................................... NN..N.......N..N.4 SECTION Ill. AUDIT OF EXISTING INMATE TELEPHONE SERVICES & EVALUATION / SELECTION OF NEW INMATE TELEPHONE PROVIDER ...... N ...... N ..... N. N.... ..... N ..... « .......... NN..N....N...NNN.N.N...5 SECTION IV. REDUCTION OF LONG -DISTANCE COSTS ....... . .... ...N.NN.......8 SECTION V. CONCLUSION .. NN..... N. N.. N. N..... N... NN .•....NN.NNN.N..NNN.N..N...NNN 8 t =4 S MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit • SECTION 1. AUDIT OF COUNTY UTILITY SERVICES MAKESENSE, INC. conducted an audit of all Brazos County utility servi6es, including water, sewer, garbage, gas, and electricity. As previously mentioned, the County has done a remarkable job of managing its utility services. As such, we can honestly report that we only found one account that had obvious billing or usage errors. The City of Bryan was billing Brazos County for a residential water and sewage account that was metered at Newton Street, near the former Boot Camp. According to Wayne Dickey, Boot Camp closed down before billing started, but the bills show no usage during the period of the Boot Camp. Now, while we were confused, the City of Bryan was even more confused. They have no idea how the account was set up as a residential account without a sewer tap, nor why the account was established on 07/14/93 but not billed until 09/26/96. Essentially, the billing for this site was a problem that never got effectively answered by the City of Bryan. However, because of obvious lack of use, and because they were not able to explain the account, the City of Bryan acted very cooperatively and agreed to refund the County the amount of $690.92. SECTION II. AUDIT OF COUNTY ADMINISTRATIVE TELECOMMUNICATIONS SERVICES l �,�� _x�i � wll_�•F�l l MAKESENSE, INC. conducted an audit of all Brazos County telecommunications services, including basic long distance, special circuits, and long- distance rates. As with its utility services, the County has done a noteworthy job of managing its administrative telephone services. For this reason, only a few billing errors or cost reduction opportunities were identified during the course of our audit. The corrective actions are enumerated below: 1. The numbers 409 - 775 -1505 and 409 -775 -3412 were disconnected for a total yearly savings of $369.60 and $$673.20, respectively. These were old emergency numbers for rural residents who couldn't access 9 -1 -1 when it was first implemented. Currently, all Brazos County residents have 9 -1 -1 service, and the two numbers are no longer being used (unless misdialed). After talking with Clyde Collins in the Sheriff's Department, it was decided that these numbers were obsolete. 2. We removed the Inside Wire Maintenance Feature that was being billed to 10 Brazos County Lines. The feature is an "insurance" for the breakage of telephone wire owned by Brazos County that really is unnecessary because, as Brazos 4 W151 5 W is • MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit County GTE Representative Mike Armstead told us, inside wire just doesn't break. The corrective action was performed on lines 846 -9778, 589 -2585, 589- 2073, 690 -1111, 690 -0232, 690 -0136, 822 -7095, 778 -7278, 778 -1506, 775 -3768. Total annual savings equaled $210.00. 3. We disconnected the non - operational number 409 - 731 -6100. This was supposed to be the number 776 -6100. On 08/03/97, Brazos County instructed GTE to move 776-6100 to the billing group 776 -8338. In the process, 731 -6100 was created and started appearing. This problem was corrected by MAKESENSE, INC. on January IS. A credit of $194.05 was issued to the billing account 409- 776 -8338 (the Brazos Center); 12 months savings equals $465.72. 4. We corrected the billing for the number 409 -690 -1111 (Constable Precinct 2) by removing a bogus $1.65 non listed charge. The number was published in the November 1997 GTE Phase Book and is available to callers from Directory Assistance. A credit of $79.20 was issued on the February bill; 12 months savings equals $19.80. S. We removed the Non - Published Number charge from the number 409 - 778 -6718 (Mumford Road Collection Site). Various collection site attendants stated that the public liked calling each station directly for information (e.g., hours of operation, physical location, types of waste allowed, etc.). 12 months savings equals $19.80. 6. We corrected the billing for the number 409 - 778 -7278 (Rodeo Arena Hall Weight Shack) by removing a legacy $3.25 /month Rotary Phone Rental charge. To properly correct the account, a Touchtone charge of $2.00 /month was added in place of the rental charge. 12 months savings equals $15.00. Mike Armstead of GTE agreed to credit the County for 24 months rental payments, and remove all of the rotary charges despite the fact that the County no longer has the phone to return to GTE. The credit amount of $78.00 does not include any interest GTE will pay in addition to this base amount. SECTION III. AUDIT OF EXISTING INMATE TELEPHONE SERVICES & EVALUATION / SELECTION OF NEW INMATE TELEPHONE PROVIDER When Brazos County decided to bid out inmate telephone services at the end of contract, it was also decided that the existing service provider and contract should be audited for the purpose of discovering possible underpayments in revenue. Toward this end, MAKESENSE, INC. was contracted to perform the audit, and assist in the selection of a new inmate telephone service provider or development of a new self - owned inmate telephone system. s .yR��ls . - , , ... ,. . MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit As previously mentioned, Brazos County had contracted with Peoples Telephone Company (PTC) to provide inmate telephone service. According to contract, Brazos County was to receive 42.5% of gross billable calls. After reviewing approximately one year of call data, we concluded that PTC had been accurately paying the correct revenue as dictated by the terms of the contract. ' While we were performing the audit of PTC, we also assisted Brazos County with the evaluation and selection of a new inmate telephone service provider. Our work in this area of the project consisted of 1) evaluating the first round of RFP responses, 2) writing and evaluating a follow -up questionnaire exploring the feasibility of a self - owned system, and 3) evaluating technical demos of selected 2nd round vendor systems. Initial Evaluation MAKESENSE, INC. quickly drafted an evaluation of the initial responses and submitted this document to the inmate telephone committee on November 5, 1997 (see Cheryl Turney or Katie Connor for original document). In this document, we evaluated the prospective vendors according to both the qualifications mandated by Brazos County and by qualifications we look for because of our experience with the inmate telephone industry. The original qualifications included Commission Rates; System Design, Performance, & Features; References; Response to RFP- Clarity; and Output Reports. Additional categories included Vendor History of Cooperation with MAKESENSE, INC.; Vendor Location; and Technical Support Resources. Responses were received from Alliance Telecom, Peoples Telephone Company (PTC), Inmate Communications Corporation (ICC), Gateway Technologies, Security Telecom Corporation (STC), and International Communications Solutions (ICS). In the original evaluation, we stated that we believed Brazos County should select the providers that they feel would best meet their needs, but (at that time) it was our contention that STC, Gateway, and PTC were the most promising candidates. This conclusion was amended, however, by our recommendation that ICS of Bryan, Texas should also be considered a candidate because of their willingness to explore the possibility of a self -owned system. Follow -up Questionnaire Evaluation After the initial evaluation, it was decided to send out a follow -up questionnaire to the vendors to explore the possibility of a self -owned system. MAKESENSE, INC. drafted this questionnaire and sent it to Cheryl Turney for approval. The questionnaire was then sent to all vendors who made the initial cut. Copies of the questionnaire can be obtained from Cheryl Turney or Katie Connor. Responses were received from ICS, ICC, Gateway, and PTC /STC (the companies were now joined because of a recent merger). It was apparent that those who ri t i • • is MAKESENSE, INC. Brazos County Utility, Telecom, 3 Inmate Telephone Audit responded either priced themselves out of the market or explained why it was not a cost- effective alternative. The only quantifiable responses for evaluating the feasibility of the self -owned system were those submitted by ICS and PTC/STC. Gateway and ICC would not agree to such an option. In any case, MAKESENSE, INC. performed cost benefit analysis to determine the feasibility of the ICS and PTC/STC plans for self -owned systems. At that time, neither system produced additional revenue sufficient to justify the additional burden of self - management. Two reasons such a system was not cost effective was because of 1) the low number of long- distance calls placed from Brazos County jails and 2) the cost of the equipment necessary in 3 separate facilities. Therefore, it was decided that all 4 candidates were to be invited to give technical demonstrations before the final cuts were made. Technical Demos and Final Recommendations Because the self -owned system proved to not be feasible for Brazos County, and because of our contingency fee method of payment, all MAKESENSE, INC. consulting services regarding Inmate Telephones were provided free of charge. Our last bit of work in this area included attendance at the technical demos and making recommendations to the inmate telephone committee. After two non - consecutive days of demos, MAKESENSE, INC. ranked the vendors as follows, stressing the respective strengths and weaknesses. 1) PTC /STC — this combination offered the highest percentage of any firm with acceptable telephone workstation technology. And, their CAM technology surpassed all other candidates' systems. Although based in Grand Prairie, Texas, PTC/STC will retain a technical support office in Bryan. 2) Gateway — this firm's technology was strong and their proposed commission was high. However, neither their technology nor their offer matched that of PTC /STC. In addition, while they were a Texas firm, they did not have technicians stationed locally. 3) ICS — the firm's strength consisted of local technical support and an obvious desire to win and maintain Brazos County as a satisfied client. However, the entire committee felt that their proposed commission and technology could not compete with PTC/STC. 4) ICC — a California -based firm whose high proposed commission was suspect because of the lack of any real -time call monitoring systems for auditinglcontrol purposes. After the demo, they were no longer a contender. MAKESENSE, INC. completed its inmate telephone consulting services upon recommendation that Brazos County accept the revised rate with PTC/STC for the installation of the CAM systems at all three jail sites. As a final recommendation, we would like to advise Brazos County that it should insist that PTC/STC provide it with 1 VOL s. �s �a MAKESENSE, INC. Brazos County Utility, Telecom, & Inmate Telephone Audit an electronic copy of the gross billable calls. in conjunction with revenue reports and checks. SECTION IV. REDUCTION OF LONG - DISTANCE COSTS MAKESENSE, INC. explored possible ways of reducing Brazos County long - distance costs while maintaining or improving quality of service. The options that we explored were limited somewhat because of the phone system system changes that Brazos County will undergo over the next few months. As such, it was decided that renegotiation of rates with the existing carrier, Lufkin Conroe Communications (LCC), was the best course of action to follow. After a few weeks of negotiating with LCC, MAKESENSE, INC. was able to lower Brazos County's long - distance rate $.11 /minute to $.10 /minute for all domestic calls (intralata, intrastate, interstate). Based on previous months' averages, the rate change will reduce County LD expenses by $143.12 per month. SECTION V. CONCLUSION Brazos County should be commended for the job its personnel are performing in the management of its utility and telecommunication costs. As reported, there was little need for corrective action. However, corrective actions that were taken by MAKESENSE, INC. during the audit produced refunds/credits totaling $1,042.17 and annual cost reductions totaling $1,898.64 (excluding long-distance savings). Long - distance savings obtained through negotiations with Lufkin Conroe Communications (LCC) amounted to approximately $1,717.47 annually. And, while self -owned inmate telephone systems proved impractical for Brazos County, we were able to help Brazos County find a service provider that we believe will 1) offer a higher quality of service, 2) significantly increase County revenue, and 3) provide Wayne Dicky and the other jail administrators with state of the art technology for managing, monitoring, and recording inmate calls. . a Q ` ~ r `. +t�,y:�wu,ri;,itjy.,ij��7ai.LL,` `�'•.�' ��' -, q'n:r � .t ry . } c G. i } J" . a Q ` ~ r `. +t�,y:�wu,ri;,itjy.,ij��7ai.LL,` `�'•.�' ��' -, q'n:r � .t ry . } c G. i } • 1 v F l: Y t BID TABULTION 98 -036R REFINISH FLOORS IN ASSEMBLY 1 & 2 FOR BRAZOS CENTER -REBID DESCRIPTION OLD TEXAS WOOD FLOORS ARTISTIC WOOD FLOORS BEAUTIFUL TRADITIONS Cost for completion of floor refinishing and repair. $ 33,750.00 $ 32,550.00 $ 29,500.00 Warranty period: 1 year 1 year 360 days Number of days to complete : 13 daysi days 13 da s 12 RECOMMENDATION: BEAUTIFUL TRADITIONS HARDWOOD FLOORS Pending budget amendment i AWARD DATE: J 4- ZS -!5:8 cam.:. -4 • r 4 E • •t�t t ..__........1, �....- :el.�.i.„�r•,._�— _�r.a.v:'.` —=- •'uJ.•: dean r - - —_ - -•'., -«.s• ..�. ..i..a+a:taa:L;i,_d:Rti•� _r.2r'��.1. _ _ Ir f BRAZOSCOUNTY of 0'' Auditor's Office 300 E. 26th St., Suite 314 Bryan, TX 77803 I I R E Q U 1 8 I T I 0 N —I BUYER WETTEMANN REQUESTED 04/21/98 REQUIRED REGE0 DIV /FUND 630005 AWARDED VENDOR QUANTITY VEND PROD NO UNIT MEASURE TAX ITEM COMMODITY NO UNIT PRICE EXTEND PRICE FREIGHT TOTAL PRICE 1 801868 BEAUTIFUL TR 1.00 29,500.00 .00 299500.00 EA .00 365— — — 29, 500.00 REPAIR OF FLOORS IN ASSEMBLY 1 3 20 BRAZOS CENTER PER TERMS AND CONDITIONS OF BID N 98 -036R REQUISITION TOTAL •29,500.00 ORGANIZATION ACCOUNT PROJECT ACCOUNT AMOUNT 630005 801000 365098 801000 29,500.00 TOTAL REQUISITION 29,500.00 Department BRAZOS COUNTY IS EXEMPT FROM SALES TAX Purchasing Agent/County ditor • COUNTERSIGNATURE REQUIRED ON PURCHASES B GREATER THAN $10,000 Co uhty Judg ommisR Wrs Court/District Judge WHITE - VENDOR; BLUE - RECEIVING; �PINK - DEPT; GREEN - FINANCE; YELLOW - PURCHASING Iq a• is • • KAY HAMILTON County Treasurer Brazos County Courthouse 300 E. 26th, Suite 313 Bryan, Texas 77803 (409) 161 -4140 DATE: April 28, 1998 TO: Hon. Alvin Jones, County Judge Hon. Tony Jones, Commissioner Hon. William Thornton, Commissioner Hon. Randy Sims, Commissioner Hon. Carey Couley, Commissioner Ruth McLeod, Administrative Assistant FROM: Kay Hamilton, County Treasurer RE: Quarter Ending 03 -31 -98 Investment Report This report is made in accordance with provisions of Gov.Code 2256, The Public Funds Investment Act, which requires quarterly reporting of investment transactions to the Commissioners' Court. The Brazos County investment portfolio earned a quarterly average interest yield rate of 5.587% for the past quarter ending on March 31, 1998. The portfolio performed above the 90 -day Treasury bill rate of 5.16% as stated by the Federal Reserve statistical release for the secondary market on April 06,1998. The total amount of funds invested as of 03 -31 -98 was $28,824,693.69, and $406,227.49 of interest dollars were deposited for the quarter. The total amount of interest deposited for the first half of the fiscal year was $726,645.12. On March 11, 1998, the Investment Officers of Brazos County purchased a Commercial Paper investment that exceeded the 90-day maturity allowed per the Public Funds Investment Act. This error was realized after the purchase and was brought to the attention of the Investment Advisory Committee the next day during the quarterly meeting. It was commented that an occasional discrepancy may happen and the proper response would be to record the occurrence and in some cases the investment may need to be sold and re- invested in the correct manor. The Committee felt that the Commercial Paper purchased was rated high enough and was safe enough that it did not warrant selling and re- investing. The non - compliance was noted and recorded in the minutes of the March 12, 1998, Investment Committee Meeting. Other subjects addressed in the meeting included a number of suggestions regarding the advantages of investing funds for longer periods of time (up to 1$ months) and pooling the funds in order to create an internal investment pool that might produce higher yields. Items approved in the meeting were as follows: revisions to the Investment Policy, renewal of the current Broker /Dealer list, and a list of domestic Commercial Paper Issuers to be used pending a current rating check. The Committee also requested a name change from the Brazos County Investment Committee to the Brazos County Investment Advis Committee +, •4, r .� 11. , • 1 PORTFOLIO /NFORMAAON.• Listed below is the amount of funds invested per security type as of 03.31 -98. TexPool $17,796,511.99 61.74% Federal National Mortgage Assoc. Disc. Notes $ 7,526,738.90 26.11% Commercial Paper $ 2,000,872.80 6.94% Federal Home Loan Bank Coupon Notes $ 1.500.570.00 5.21% $28,824,693.69 100.00% The book value and market value for the beginning and end of the reporting period are as follows: "Book value "Market value 'N.A.V. December 31, 1997 $23,885,207.33 $23,908,956.50 100.23% March 31, 1998 $28,824,693.69 $28,867,879.01 99.97, •N.A.V. = Net Asset Value "Book value and market value above include interest earned but not received until investment matures. Interest rates (monthly average yields): Investment interest incoming: January $ 96,811.14 February $101,581.81 March $207.834.54 Total YTD $406,227.49 TexPool 5.545% 5.583% 5.588% 5.606% There are three attachments to this report. Attachment -A is a summary of investments by fund and type of investment for the month of March 1998. Attachment -B is a monthly status report as of 03- 31 -98. Attachment -C is an activity report indicating the changes made quarterly to the portfolio. To the best of our knowledge the investment portfolio in this report conforms in all respects to the Investment Policy of Brazos County and is being managed under the investment strategy of said policy as approved by the Commissioner's Court of Brazos County. ay Hamilton, County Treasurer T rri White, Deputy Treasurer o41CI.2 2,98 Date ..... .a ..E,._d Spy NM III I" 1 Securities Purchased January 5.635% February 5.586% March 5.540% AVERAGE 5.5879 Investment interest incoming: January $ 96,811.14 February $101,581.81 March $207.834.54 Total YTD $406,227.49 TexPool 5.545% 5.583% 5.588% 5.606% There are three attachments to this report. Attachment -A is a summary of investments by fund and type of investment for the month of March 1998. Attachment -B is a monthly status report as of 03- 31 -98. Attachment -C is an activity report indicating the changes made quarterly to the portfolio. To the best of our knowledge the investment portfolio in this report conforms in all respects to the Investment Policy of Brazos County and is being managed under the investment strategy of said policy as approved by the Commissioner's Court of Brazos County. ay Hamilton, County Treasurer T rri White, Deputy Treasurer o41CI.2 2,98 Date ..... .a ..E,._d Spy NM III I" 1 • Attachment A L-faw 1W.W � . r SUMMARY OF INVESTMENTS 8Y FUND General Fund Vehicle Inventory Tax Interest TexPool $ 13,307,864.89 TexPool $ 26,287.42 FNMA DIN (05/06/98) $ 1,000,986.83 FNMA DIN (06/12/98) $ 2,484,971.42 SC M/L C.PAPER 07/15/98 ( ) $ 2,000,872.80 General Obligation Debt Svc, FNMA DIN (09/24/98) $ 1,999,017.23 TexPool $ 273,038.59 FHLB CPN /NOTES(03 /25/99) $ 1,500,570.00 FNMA DIN (05/06/98) $ 1,031,512.17 $ 22,294,283.17 $ 1,304,550.76 Voter Registration General Permament Improvement TexPool $ 36,264.47 �► TexPool $ 3,430,583.13 C FNMA DIN (06/12/98) $ 1,010,251.25 Health & Life Insurance $ " 4,440,834.38 TexPool $ 1,449.04 Road and Bridge Projects TexPool $ 707,629.36 State Lateral Road TexPool $ 13,395.09 Total of all funds invested for the month of March 1998 $ 28,824,693.69 L-faw 1W.W � . r I b . T, ATTACHMENT 8 nI f A ntrn, v • ;date as of 03/31/98 for market values • This amount reflects gain/loss of Investment 1E ft hod been sold on 03 -31 -98 rather than holding to maturity. N V. Net Asset Value W. Weighted Average Maturity 10 s Y Y, f INVEST CUSIP PAR YLD.TO MATURE DAYS COST/ -INTEREST BOOK • MARKET ••GAIN/ %TTL WTGAVG. DATE NUMBER AMOUNT DESC. DISC. MTY. DATE LEFT AMT.IN ACCT EARNED VALUE VALUE (LOSS) NA.V. INVMT W.A.M. YTM S-8 02/05198 313589WL3 $2,060,000.00 FNMA DIN 5.34 5.487 05106198 38 6 2,032,499.00 1 18,500.60 1 2,048,999.60 $ 2,048,649.40 $ (350.20) 99.983% 7.05% 2.53845 0.38890187 S-8 02/18/98 313589XZI $3,555,000.00 FNMA DM 5.31 5.476 06112/98 73 6 3,495,222.68 1 21,488.86 $ 3,516,721.54 $ 3.515,568.14 / (1,153.40) 99.987% 12.13% 8.85183 0.68400842 M/L 03/11/98 59018KGF2 $2,040,000.00 MIL COM.PPR. 5.48 5.685 07/15198 108 $ 2,000,872.80 t 6,210.67 1 2,007,083.47 $ 2,006,362.87 1 1720.80► 99.964% 6.94% 7.35801 0.39323729 M/L 03/24/88 313589GSO 02,055,000.00 FNMA O/N 5.33 5.554 09/24/98 177 t 1,999,017.23 $ 2,129.78 $ 2,001,147.01 1 2,000,138.64 I (1,010.37) 99.950% 6.94% 12.2751 0.38517466 S-6 03/25/98 3133M3R7 $1,500,000.00 FHL8 C/N 5.58 5.52 03/25199 359 1 1,500,570.00 1 1,390.00 $ 1,501,960.00 0 1,500,490.00 1 (1,470.00) 99.902% 5.21% 18.689 0.28736286 C C AVG. 5 404 55404 AVERAGE 11502 $ 11,028 181.71 t 47 729.91 141 11 075,911.62 $11,071,206 85 141 14,704.771 99 953%1 38.26%1 49.7124 1 2.1166949 TEXPOOL 55880 TEXPOOL 1 t 17 712,438 41 $ 84,073 58 $ 17 796,511.99 $17,796,872.18 1 $ 1150.171 100.001%1 61.74%1 47 1 3.45005952 PORTFOLIO AVG. 5.5642 AVERAGE 75.6 t 28.740,620 12 $ 131,80349 t 28,872,423 61 $28.867,879 Ol 1 $ (4,544.60)l 99.977%1100 00%1 96.7124 1 5.56674443 • ;date as of 03/31/98 for market values • This amount reflects gain/loss of Investment 1E ft hod been sold on 03 -31 -98 rather than holding to maturity. N V. Net Asset Value W. Weighted Average Maturity 10 s Y Y, • • • i DESC. G QUARTER ENDING 03 -31 -98 INVESTED FUNDS ACTIVITY REPORT V.I.T. INT. R R &B PROJ. G G.P.I. J JUV.CNTR. G Attachment C i i VTR. RFG. H HLTH &LF S ST.LAT.RD. T TOTAL DEC. B BALANCE $ $15,420,77828 5 525,918.87 $ $1,670,307.25 $ $ 4,430,583.13 $ $ 611,066.14 $ $ 1,620,478 63 $ $ 35,756.04 S S 1,428.72 $ $ 13,207.29 2 23,829,524.35 01 /O6 /98 P Purchase FNMA D/N 3 3,499,340.15 3 3,499,340.15 01/16/98 T TexPool Transition Interest 4 4,075.11 8 848 2 228.15 1 1,121.80 1 199.82 5 529.90 1 11.69 0 047 4 4.32 6 6,179.74 01/31/98 T TexPool January Interest 5 59,764 30 1 124.30 3 3,346.14 1 16,452.73 2 2,93061 7 7,771.65 1 171.48 6 6 85 6 63.34 9 90,631.40 01/31/98 T Transfer of TexPool Interest 1 17,574 53 - - 1 117,574 53) - - ,j i i DATE D DESC. G GEN.FUND V V.I.T. INT. R R &B PROJ. G G.P.I. J JUV.CNTR. G G.O.OEBT V VTR. RFG. H HLTH &LF S ST.LAT.RD. T TOTAL DEC. B BALANCE $ $15,420,77828 5 525,918.87 $ $1,670,307.25 $ $ 4,430,583.13 $ $ 611,066.14 $ $ 1,620,478 63 $ $ 35,756.04 S S 1,428.72 $ $ 13,207.29 2 23,829,524.35 01 /O6 /98 P Purchase FNMA D/N 3 3,499,340.15 3 3,499,340.15 01/16/98 T TexPool Transition Interest 4 4,075.11 8 848 2 228.15 1 1,121.80 1 199.82 5 529.90 1 11.69 0 047 4 4.32 6 6,179.74 01/31/98 T TexPool January Interest 5 59,764 30 1 124.30 3 3,346.14 1 16,452.73 2 2,93061 7 7,771.65 1 171.48 6 6 85 6 63.34 9 90,631.40 01/31/98 T Transfer of TexPool Interest 1 17,574 53 - - 1 117,574 53) - - JAN. B BALANCE 1 19,001,532 37 2 26,051.65 1 1,673,881.54 4 4,430,583.13 6 614,196.57 1 1,628,780.18 3 35,939.21 1 1.436.04 1 13,274.95 2 27,425,675.64 02/05/98 P Purchased FNMA DIN 1 1,000,986 83 1 1,031,512.17 2 2,032,499 00 02118/98 F FNMA D/N Matured ( (1,014,350.40) 1 11,000,000.00) ( (2,014,350.40) 02/18/98 P Purchased FNMA D/N 2 2,484,971.43 1 1,010,251.25 3 3,495,222.68 02/26/98 R Rel. of TexPool Prin -Bond P mnt. - - - - ( (1,363,580 00) - - - - ( (1,363,580 00) 02/28/98 T TexPool February Interest 5 53,726 73 1 111.58 3 3,003.75 1 14,693.93 2 2,630.74 6 6,548.53 1 153.94 6 6.15 5 56.86 8 80,932.21 02/28198 T Transfer of TexPool Interest 1 14,693.93 ( (14,693 93) - - FEB. B BALANCE 2 21,541,560.89 2 26,163.23 1 1,676,885.29 4 4,440,834.38 6 616,827.31 1 1,303,260.88 3 36,093.15 1 1,442.19 1 13,331.81 2 29,656,399.13 03/11198 M M/L Comm Paper Matured ( (1,944,300 00) - - - - - - ( (1,944,300.00) 03/11/98 P Purchased M/L Comm.Paper 2 2,000,872.80 2 2,000,872 80 03/13/98 F FHLB D/N Matured ( (972,598.89) ( (972,59849) 03/24/98 F FNMA DIN Matured ( (3,499,340.15) ( (3,499,340.15) 03/24198 P Purchased FNMA D/N 1 1,999,017.23 1 1,999,017.23 03125/98 T TexPool Bu out 6 616,827.31 ( (616,827 31) - - 03/25/98 P Purchased FHLB Coupon Notes 1 1,500,570.00 - - 1 1,500,570.00 i ,II VOL t -i Lt ,1tJi. .1 tf' 412, •'1_ .i- iit�,_ t