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HomeMy WebLinkAbout1998-05-12-0900AM-Regular•I • 2 3 r 1 3 s k c E r op r LA 0 i °��r ��" ag T•py -� PAS 3 50 Y b I i.:fil, ' BRAZOS COUNTY t••. • USE BRYAN. TEXAS ey F AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, MAY 12, 1998 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. I I. Invocation - Commissioner Sims. 2. Pledge of Allegiance - Commissioner Sims. 3. Citizens input and /or concerns. At-this time, the Judge will open the floor to citizens wishing to address the Court on county- related issues not scheduled on the agenda. Please limit subject matter to five minutes. The Commissioners will receive the information, conduct research into the matter, and/or place the matter on a future agenda for discussion. (A record is made of the meeting; therefore, please give your name and address for the record.) Consider and take action on agenda items 4 - 22: 4. Budget Amendment 97/98.28. 5. Personnel Action Forms. 6. Payment of Claims. 7. Adoption of an order authorizing notice of intent to issue Certificates of Obligation and matters related thereto. 8. Resolution authorizing the submission of a grant request to the Criminal Justice Division of the Governors Office for funding to Brazos County for the "Brazos Valley Narcotics Task Force Training Project." 9. Contract between Brazos County and the Family Practice Residency of the Brazos Valley for indigent medical care. 10. Payment authorization to Croslin & Associates, Inc. for costs incurred during the construction of the Juvenile Justice Center. 11. Application by Juvenile Services for renewal of the National School Lunch Program /School Breakfast Program for 1998 -1999. 12. Request for authorization for County Judge to execute Warranty Deed for the sale of 0.325 of one acre land out of the T.J. Wooten League, A -59, Brazos County, to Erwin M. Thomas III and Dorothy M. Thomas. Site is located in Precinct 44. • !t �k s. i i E Ili MIM Commissioners Court Meeting Agenda May 12, 1998 Page Two 13. Request by Road & Bridge for permission to enter Mrs. Joe Prieve's property located off Stousland Road for the purpose of cleaning out existing channel across pasture to drain water from Stousland Road right -of -way. Site is located in Precinct 1. 14. Request by Road & Bridge for permission to enter Milton Turner's property located off Silver Hill Road for the purpose of stock piling grade 4 rock for seal coat projects. Site is located in Precinct 4. 15. Request from OSR Water Supply to install approximately 5,016 feet of water line in the right -of -way of Rye School Road. Site is located in Precinct 4. 16. Request from OSR Water Supply to install approximately 300 feet of water line in the right -of -way of Britten Road. Site is located in Precinct 4. 17. Award of the following bids: a. Bid No. 98 -037 for the purchase of an Asphalt Patching Machine. b. Bid No. 98 -039 for microfilming for Sheriffs Office. 18. Requisitions from Capital Projects: a. Durapatcher Asphalt Patching Machine for Road & Bridge Department. b. Compaq Proliant Server for the courts. c. Okidata 560 Printer for Purchasing Department. 19. Requisition from General Fund for a Tomar light bar for Constable, Precinct 2. 20. Exemption from competitive bidding for Juvenile Justice Center for AccuSign Drug Screen from Rimstar International. 21. Approval of amended contract between Goverment Records and Brazos County for a cashiering and receipting system in County Clerk's office. . 22. Approval of minutes of Commissioners Court meetings conducted March 3, 1998, March 10, 1998, March 24, 1998 and March 31, 1998 and a workshop conducted on March 31, 1998. 23. Discussion of procedures for appointment of County representatives to various boards and committees. 24. Call for citizen input. 25. Announcement of interest items and possible future agenda topics. 26. Adjourn. The Courthouse is wheelchair accessible. Handicap parking spaces are available. Any regl. -st for sign interpretive services must be made 48 hours before the meeting. To make arrangements, call (409) 361 -4102. B r i qA7 T i 3 9 t t S 'a 1 b 4 1 COMMISSIONERS' COURT 4 REGULAR MEETING MAY 12, 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, May 12, 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 Sims gave the invocation and led the pledge of allegiance. Under citizen input and /or concerns, Demetrios Basdekas once again spoke on Carver Policy Governance. Commissioner Cauley stated that he believed in the Constitution and felt that the fore fathers believed the citizens wanted direct contact with elected officials. The Court next considered Budget Amendment #97/98 -28.1 through 28.4, which would increase funds budgeted for the Sheriff's Department and reallocated funds for Constable Precinct 2, and Agricultural Extension. 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. VOL .IIIIIII 14M F, Commissioners Court meeting May 12, 1998 The Court proceeded to consider the change of status of the following employees. NAME DEPARTMENT REASON Beachy, John Brazos Center New Emp Temp Sheppard, Alice Juvenile Serv. Resignation Hernandez, Carlos Juvenile Serv. Resignation Johnson, Brenda Juvenile Serv. New Emp Temp Benford, Aletha Juvenile Serv. New Emp Temp Lawson, Reginal Juvenile Serv. New Emp P/T Johnson, Claudia S/O Jail Resignation Davis, Kevin R. S/O Jail Resignation Vaughn, Jimmy B. S/O Jail Resignation White, Krisha D. Tax Office Termination On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the changes as submitted. The Court next considered the following Claims as submitted by the County Treasurer for payment: 98- 005848 through 98- 006077 On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to approve the Claims as submitted. The next matter before the Court was to consider adoption of an Order Authorizing Publication of Notice Of Intent To Iissue Certificates of Obligation and matters related thereto. On motion by Commissioner Cauley, seconded by Commissioner Jones, the Court voted unanimously to adopt the Order Authorizing Publication Of Notice Of Intent To Issue Certificates of Obligation. A copy of the Order is attached hereto. On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to adopt a resolution authorizing the County Judge to make application to the Criminal Justice Division, Office of the Governor, for grant funds for the Brazos Valley Narcotics Task Force Training Project and to authorize the County Judge to accept such grant funds should they be tendered. This is a fully funded grant for the creation of regional training through the Texas Narcotic Control Program. �.��y� V� I i I I I i i t r t z r t t Commissioners Court meeting May 12, 1998 The next matter before the Court was approval of a Contractual Agreement between Brazos County and the Family Practice Residency of the Brazos Valley. The Family Practice Residency will offer physical exams, educational information, information on sources of prescription medication and /or access to "sample" or subsidized medications, coordination of physician care during hospitalization of the County's poor and indigent. The cost to Brazos County will be $50,000.00 payable in one lump sum on June 1, 1998. Term of the contract will be for twelve (12) months commencing on the 1st day of October, 1997 and terminating on the 30th day of September, 1998. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to enter into contractual agreement with the Family Practice Residency of the Brazos Valley. A copy of the contractual agreement is attached hereto. The Court next considered payment authorization to Croslin & Associates, Inc. for costs incurred during the construction of the Juvenile Justice Center. This was for Engineering and Surveying services relevant to the Brazos County Juvenile Detention Center. On motion by Commissioner Jones, seconded by Commissioner Sims, the Court voted unanimously to authorize the payment of $2,512.75 to Croslin & Associates, Inc.. The next matter for consideration was an application from the Juvenile Services Department for renewal of the National School Lunch Program /School Breakfast Program for 1998 -1999. On motion by Commissioner Cauley, seconded by Commissioner Thornton, the Court voted unanimously to process the application for renewal of the National School Lunch Program. A copy of the application is attached hereto. The Court next considered a request for authorization for the County Judge to execute a Warranty Deed for the sale of 0.325 of one acre of land on Jones Road in Precinct 4. On motion by Commissioner Cauley, seconded by Commissioner Sims, f- - _t 1� .n Commissioners Court meeting May 12, 1998 the Court voted unanimously to authorize the County Judge to execute on behalf of Brazos County a Warranty Deed to Erwin M. Thomas III and wife Dorothy M. Thomas. 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 Mrs. Joe Prieve on Stousland Road in Precinct 1 to clean out an existing channel across the pasture to drain water from the road. 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 Milton Turner on Silver Hill Road in Precinct 4 to stock pile grade 4 rock for use on seal coat projects. On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to authorize the work. The Court next considered the request from OSR Water Supply to install approximately 5,016 feet of water line in the right -of -way of Rye School Road. The site is located in Precinct 4. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to approve the request from OSR Water Supply and authorized the installation. A copy of the request is attached hereto. The Court next considered the request from OSR Water Supply to install approximately 300 feet of water line in the right -of -way of Britten Road. The site is located in Precinct 4. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Cauley, seconded by Commissioner Sims, the Court voted unanimously to approve the request from OSR Water Supply and VOL 3 , f. Commissioners Court meeting May 12, 1998 authorized the installation. attached hereto. A copy of the request is The Court next considered awarding the following bids: Bid No. 98 -037 Asphalt Patching Machine Kay Wettemann, Buyer, informed the Court that the Purchasing Department had done a reevaluation of the bids received for the Asphalt Patching Machine. She then gave the Court two options, one reject the bid and rebid it or, award the bid to Waste Systems Equipment, the lowest, respon- sible bidder meeting specifications. Commissioners Sims asked who had drawn up the specifications. He was informed that they had come from the General Services Commission. On motion by Commissioner Jones, seconded by Commissioner Sims, the Court voted unanimously to award the contract to Waste Systems Equipment in the amount of $48,700.00. Mr. Dooley Gilchrist, representing Duraco spoke to the Court. A copy of the bid tabulation is attached hereto. Bid No. 98 -039 Microfilming for the Sheriff's Office Kay Wettemann, Buyer, recommended acceptance of the bid submitted by Lange • Micrographics. 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 Lange Micrographics. A copy of the bid tabulation is attached hereto. f �J The Court next considered approval of requisitions from Capital Expenditures for the following purchases: a) Waste Systems Equipment Asphalt Patching Machine for Road & Bridge Department $48,700.00 b) Compaq Proliant for Purchasing Department $5,907.16 c) Okidata 560 Printer for Purchasing Department $437.64 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 a request from Constable Precinct 2, James Marrow, for approval of a requisition from the General Fund for the purchase of a Tomar light bar. The County Judge stated that he did not feel the Constable should be involved in traffic regulation on the highway. Commis- v .o 1, 'Ii ■ S .� Wa Commissioners Court meeting May 12, 1998 sioner Sims moved to approve the request. Commissioner Cauley seconded the motion. Commissioners Jones, Thornton, Sims and Cauley voted "Aye ". The County Judge voted "No ". The motion carried. The Court next considered an Exemption from Competitive -Bidding Requirements of Local Government Code, Section 262.024(a)(7)(A). This is for the purchase of AccuSign Drug Screen. The Commissioners' Court determined that this was a single source supplier. On motion by Commissioner Jones, seconded by Commissioner Sims, the Court voted unanimously to approve the Exemption of Competitive Bidding Requirements and authorized the payment to Rimstar International for said costs. The next matter before the Court was the approval of the amended contract between Government Records and Brazos County for a cashiering and receipting system in the County Clerk's office. The County originally entered into contract with Government Records on January 27, 1998 to supply the County with a computer system for an integrated cashiering / receipting system. Due to the volume of paperwork, it was determined that the County Clerk's office needed an additional work station to meet its needs. This amendment merely adds a second unit to the contract and keeps the contract amount below the $15,000.00 ceiling. On motion by Commissioner Thornton, seconded by Commissioner Jones, the Court voted unanimously to approve the amended contract between Government Records and Brazos County. A copy of the amendment is attached hereto. The Court next considered approval of the minutes of the Commissioners' Court meetings held in March, 1998 on the following dates: 3, 10, 24, and 31 and Workshop held on March 31, 1998. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the minutes as submitted. 1 i d c S • i i 'r f a • 1 Y 4 b Commissioners Court meeting May 12, 1998 The next matter before the Court was consideration of procedures for appointment of County representatives to various boards and committees. Commissioner Jones recommended discussing appointments to boards a week prior to appointment. The County Judge said that would be taken into consideration and made part of the policy. There was no citizen input and /or concerns. The County Judge made the following comments: 1) He announced that Nations Bank has made an offer to purchase the County's Certificates of Obligation. 2) He attended a meeting in Waco on transportation and feels that Phase I funding will include Highway 6 from Houston to Waco. 3) He commented that the County is fortunate to have Mike Parks as the MPO Director. He has done an outstanding job. 4) The County will be hosting a Highway 6 Coalition meeting for all County and City officials between Harris and McLennon County. 5) While at the meeting at Horseshoe Bay, he asked if the County would be precluded from further grants because it had rejected the 1800 EMS Grant. The Purchasing Agent made the following comment: 1) She reminded the Court of the County Auction to be held Saturday, May 16, 1998. Commissioner Sims commended the Purchasing and Road & Bridge departments for putting the auction together. Becky Stephens thanked the Sheriff's office for their help. There being no further business to come before the Court, the meeting was adjourned. 119 a- L" i � a V"' The foregoing minutes of the Commissioners Court meeting held May 12, 1998 have been examined and are approved in open Court this the /171 day of , 19_2L, in Bryan, Brazos County, Texas. Alvin W. one T Jo County Judge Commissi ner, Precinct No.-,,l ,�� Wm. &S.Thornt6d-- Commissioner, Precinct No. 2 Carey Cauley, Jr. Commissioner, Precinct No. 4 ComTwr sioner, Precinct No. 3 4Y71 Ct/ Mary Arin Ward County Clerk y O , I'- L-1 • T I a ri 'BRAZOS COUNTY COMMISSIONERS' MEETING ON PA J A.M. I xzz I'- L-1 • T I a ri 1 .0 tG 'BRA'ZOS COUNTY COMMISSIONERS' MEETING ON d4l 1 /7, P718 IT - 9, A.M. il�.a.r✓•I.+L.�Jw. 59 15" il�.a.r✓•I.+L.�Jw. 59 0 � •1 I y BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1997 -1998 BUDGET YEAR NO. 97/98 -28.1 through 28.4 On this the 12th day of May 1998 at a regular meeting of the Commissioners' Court, the following members were present: Alvin W. Jones, County Judge, Presiding Tony Jones, Commissioner, Precinct 1; Wm. S. Thornton, Commissioner, Precinct 2; Randy Sims, Commissioner, Precinct 3; Carey Cauley, Commissioner, Precinct 4; Mary Ann Ward, County Clerk. The following proceedings were held: THAT WHEREAS, on May 12, 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 original 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 12th day of May 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 s _ t = •� rt t s: i BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -28.1 5/12/98 r:,1 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 302001 802860 Dr Equipment Other 500.00 01 302001 618010 Cr Travel 180.00 01 302001 653500 Cr Gasoline 100.00 01 1 302001 1 659500 1 1 Cr lVehicle Maintenance 220.00 Constable Precinct 2 To amend the budget to allow the purchase of a Tomar Light Bar for the department patrol car. 'nr�•_•i;d By: �.. �. } 1 •7�. �/� ; �'q�. 11l; psi.. Prepare d By: • pprove, �rig3sa� • ✓J} t" 'Date: , �..'. ...,..5/4/98 Date-:,S-4 %i VOA.. U 1 , e pt i • C i i i t • I r r 1 7 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -28.2 5/12/99 FD DIV ACCT PROJ DR /CR ACCOUNT NAME Increase Decrease 01 370001 516300 Dr Hourly - Part Time 10,250.00 01 370001 514000 Cr Sala - Ag Extension 10,250.00 County Agriculture Extension To reclassify the budget as approved May 5, 1998, for the County Extension Agent411 to a Part Time position as Program Assistant - Horticulture /511 Youth at Risk. It was also approved for a Three Quarter osition(account 516350) be moved to a Part Time osition(Account 516300). After reviewing the origin budget, it was found that the budget for this position is correct; however, the pe rsonnel was erroneous) setup. .t Prepared B y: ? '�;•' r: `'.nikW. FApproved By: ' ' •'t � `� :3;� -'� Date: -t • •' 5/6/98 Date:' � ;' "• ' r; r • t BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -28.3 5/12/98 FD DIV ACCT PROJ DR /CR ACCOUNT NAME Increase Decrease 19 713000 5028 Dr Microfilming 13,800.00 County Records Management *Project Budget Only* To set the budget for the Sheriff's Office Microfilming Project which was approve in Commissioners Court May 5, 1998 to be sourced from the County Records Management Fund. This fund is to be managed by the Commissioners Court and funds are to be spent by Purchase Order Only. i N 1 3 f !S l s< t f t BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98 -28.4 5/12/98 FD DIV ACCT PROJ DR /CR ACCOUNT NAME Increase Decrease 45 630005 613250 370098 Dr Furniture Minor 1,275.00 45 630005 802035 Cr Computer Replacement 1,275.00 Capital Improvements Fund Agricultural Extension Division To transfer fund as approved by Commissioners Court 4/28/1998, to support the cost-sharing oronram with the State. S Prepared'By � ' , . u 'misw 5/7/98 VOL }Approved Date: , •., .. ;_ . , , -r .•• •��• � - "�' . r. �m CERTIFICATE FOR ORDER We. the undersigned County Judge and County Clerk of Brazos County, Texas (the "County") hereby certify as follows: 1. The Commissioners Court of the County (the "Court") convened in regular session, open to the public, on May 12. 1998, at the meeting place designated in the notice (the "Meeting'), and the roll was called of the members, to wit: Alvin W. Jones, County Judge, and the following Commissioners: Tony Jones, Bill Thornton, Randy Sims, and Carey Cauley, Jr. All membersofthe Court were present, except . thus constituting a quorum. Whereupon among other business, the following was transacted at the Meeting: a written ORDER AUTHORIZING PUBLICATION OF NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION AND OTHER MATTERS RELATED THERETO (the "Order ") was duly introduced for the consideration of the Court and read in full. It was then duly moved and seconded that the Order be finally passed and adopted; and after due discussion, such motion, carrying with it the adoption of the Order prevailed and carried by the following vote: i YES:_ NOES:_0_ ABSTENTIONS: —Q . 2. A true, full, and correct copy of the Order adopted at the Meeting is attached to and follows this Certificate; the Order has been duly recorded in the Court's minutes of the Meeting; the above and foregoing paragraph is a true, full, and correct excerpt from the Court's minutes of the Meeting pertaining to the adoption of the Order, the persons named in the above and foregoing paragraph are duly chosen, qualified, and acting officers and members of the Court as indicated therein; each of the officers and members of the Court was duly and sufficiently notified officially and personally, in advance, of the time, place, and purpose of the Meeting, and that the Order would be introduced and considered for adoption at the Meeting and each of such officers and members consented, in advance, to the holding of the Meeting for such purpose; and the Meeting was open to the public, and public notice of the time, place, and purpose of the Meeting was given, all as required by Chapter 551, Texas Government Code, as amended. 3. Mary Ann Ward is the duly appointed and acting County Clerk of the County. SIGNED AND SEALED THIS J3. /'99K . County Clkk, Brazos County, Texas County Judge, Braf6s County, Texas (COMMISSIONERS COURT SEAL) VV Ata L-A •f. . r . • • i i a . t f ORDER AUTHORIZING PUBLICATION OF NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION AND OTHER MATTERS RELATED THERETO WHEREAS, the Commissioners Court of Brazos County, Texas (the "County"), finds that the design, planning, acquisition, construction, and equipping of the following public property: courthouse renovations, jail P expansion, exposition center construction, right -of -way acquisition, including State Highway 21, and Greens Prairie Road construction, and the payment of contractual obligations for professional services in connection with such projects (including, but not limited to, financial advisory, legal, architectural and engineering), would be beneficial r to the inhabitants of the County, and such property is needed to perform essential governmental functions, and the ? Commissioners Court has determined that certificates of obligation (the "Certificates ") should be issued pursuant to the provisions of the Certificate of Obligation Act of 1971, Section 271.041 et seq., Texas Local Government Code (the "Act "), for such purposes; WHEREAS, prior to the issuance of the Certificates, the Commissioners Court is required under the Act to publish notice of its intention to issue the Certificates in a newspaper of general circulation in the County, the notice stating (i) the time and place the Commissioners Court tentatively proposes to pass the ordinance authorizing r the issuance of the Certificates, (ii) the maximum amount of Certificates proposed to be issued, (iii) the purposes t for which the Certificates are to be issued, and (iv) the manner in which the Commissioners Court proposes to pay r the Certificates; NOW, THEREFORE, BE IT ORDERED BY THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS, THAT: SECTION 1. The form and substance of the form of notice of intention to issue the Certificates which is attached hereto as "Exhibit A" is hereby adopted and approved. SECTION 2. The County Judge or the County Clerk shall cause the notice to be published, in substantially the form attached hereto, in a newspaper, as defined in Article 2051.044, Texas Government Code, of general circulation in the County for two consecutive weeks, the date of first publication to be at least 14 days prior to the ` date tentatively set for the ordinance authorizing the issuance of the Certificates. i SECTION 3. The County Judge and the County Clerk are hereby authorized and directed to execute the Certificate to which this Order is attached on behalf of the Commissioners Court and to do all things proper and necessary to carry out the intent thereof. . UY- County Judge, Brazos Co nty, Texas ATTEST: County Clerf, Brazos County, Texas (COMMISSIONERS COURT SEAL) t VOL up E r M.� � a M� � s EXHIBIT A NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION NOTICE is hereby given that it is the intention of the Commissioners Court of Brazos County, Texas (the "County ") to issue interest- bearing Certificates of Obligation of the County to be designated and known as the "BRAZOS COUNTY, TEXAS CERTIFICATES OF OBLIGATION, SERIES 1998" (the "Certificates ") for the purpose of providing for the payment of contractual obligations to be incurred for the design, planning. acquisition. construction, and equipping of the following public property: courthouse renovations, jail expansion, exposition center construction, right -of -way acquisition, including State Highway 21, and Greens Prairie Road construction, and the payment of contractual obligations for professional services in connection with the above projects (including, but not limited to, financial advisory, legal, architectural, and engineering). The Commissioners Court tentatively proposes to authorize the issuance of the Certificates at its regular meeting place in the Commissioners Courtroom, Brazos County Courthouse, 300 East 26th, Bryan, Texas, at a Regular Meeting of the Commissioners Court to be commenced at 10:00 a.m., on the 23rd day of June, 1998, in an amount not to exceed $10,000,000. The Commissioners Court presently proposes to provide for payment of the Certificates by the pledge of an annual ad valorem tax levied upon all taxable property within the County, within the limits prescribed by law, and the pledge of the revenue of the Brazos Center. The Certificates are to be issued, and this notice is given, pursuant to Section 271.041, et seq., Texas Local Government Code. I 1 /s/ Alvin Jones County Judge, Brazos County, Texas A a • 01 STATE OF TEXAS § COUNTY OF BRAZOS § A RESOLUTION BY THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS AUTHORIZING THE SUBMISSION OF A GRANT REQUEST TO THE CRIMINAL JUSTICE DMSION OF THE GOVERNOR'S OFFICE FOR FUNDING TO BRAZOS COUNTY, TEXAS FOR A PROGRAM KNOWN AS THE - BRAZOS VALLEY NARCOTICS TASK FORCE TRAINING PROJECT" WHEREAS, the Commissioners' Court of Brazos County, Texas have the moral obligation to the citizens and taxpayers of Brazos County and the state of Texas to ensure that the criminal justice system operates in the most efficient and coordinated manner possible; and WHEREAS, funding is available, through a grant with no matching funds for the creation of regional training through the Texas Narcotics Control Program; and WHEREAS, the opportunity exists to fund vital parts of this program through the Office of the Governor of the State of Texas, Criminal Justice Division; and t WHEREAS, The Brazos County Commissioners' Court has agreed that in the event of a loss or misuse of the Criminal Justice funds, Brazos County Commissioners' Court assures that the funds will be returned to the Criminal Justice Division in full; NOW, THEREFORE BE IT RESOLVED by the Commissioners' Court of Brazos County, Texas at this meeting the le of May 1998: 1. The County Judge of Brazos County, acting on behalf of Brazos County, be authorized to make application to the Criminal Justice Division, Office of the Governor, for grant funds requested for the Brazos Valley Narcotics Task Force Training Project. 2. The County Judge be authorized to accept such grant funds should they be tendered. 3. This resolution becomes effective upon its adoption. Alvin W. nes, County dge r Brazos County, Texas 1 ATTEST: Mary And Ward, County Clerk Brazos County, Texas I J- Ft 4• i -- CONTRACT, THIS CONTRACT IS ENTERED INTO BY AND BETWEEN BRAZOS COUNTY, TEXAS, acting by and through its duly elected County Commissioners (hereinafter "County'), and the FAMILY PRACTICE RESIDENCY OF THE BRAZOS VALLEY (hereinafter "Provider'), located at 1301 Memorial Drive, Suite 200, Bryan, Texas 77802, RECITALS: WHEREAS, the medical care of the County's poor and indigent has become a growing problem; and WHEREAS, the County recognizes that good medical care of individuals and families that emphasizes prevention, care management, and appropriate acute care results in less costly medical expenses for the Community and in a more productive work force; and WHEREAS, the County is interested in promoting such care through the Provider, NOW THEREFORE the parties above stated agree to the following terms and conditions to provide such indigent health care. TERM The contract shall continue in force and effect for a term of twelve (12) months commencing on the 1st day of October, 1997 and terminating 30th day of September, 1998. CANCELLATION This contract may be canceled by any of the parties hereto upon sixty (60) days written notice as provided herein. SERVICES TO BE PERFORMED BY PROVIDER Provider shall provide the following services through trained, salaried staff to qualified county residents pursuant to the guidelines currently implemented for making such determination: physical exams, educational information, information on sources of prescription medication and/or access to "sample" or subsidized medications, coordination of physician care during hospitalization (herein "services "). USE OF COUNTY FUNDS Funds to be furnished to Provider as stated herein below shall be used to pay the partial salary of a faculty physician for supervisory purposes and the partial salary of three (3) resident physicians as described in Enclosure (1) attached hereto and made a part hereof for all purposes. al�L.� j&AUM, O I � ..1_w4 • .", u.'...fut.:1(e. iw "u/i _L�L.i1•✓ �• � ! 3 Y u 1 The County and Provider acknowledge that the County's purpose in providing funds hereunder is to provide medical assistance to qualified applicants and that the funding of salaries for the trained personnel of Provider is designed to accomplish that goal. r The County agrees to reimburse the Provider for actual cost of the parts of the salaries as stated on Enclosure 1 up to a maximum of Fifty Thousand and No /100 Dollars ($50,000.00) for The County and Provider acknowledge that the County's purpose in providing funds hereunder is 9 I to provide medical assistance to qualified applicants and that the funding of salaries for the trained personnel of Provider is designed to accomplish that goal. COUNTY'S LIABILITY FOR PAYMENT The County agrees to reimburse the Provider for actual cost of the parts of the salaries as stated on Enclosure 1 up to a maximum of Fifty Thousand and No /100 Dollars ($50,000.00) for the term of this Contract. y This sum shall be paid upon the following dates and for the full amount: June 1, 1998 $50,000.00 RESPONSIBILITIES OF PROVIDER Provider will be responsible for providing the following Services pursuant to this Contract: 1. All necessary application forms to potentially eligible individuals. 2. Obtaining and compiling information on each applicant for Provider's Services with regard to residency and financial qualifications. • 3. Maintaining this Contract. Providing Provider's Services. 4. of the 5. Maintaining data files on clients/patients and the Services provided thereto. . 6. Respond to all and any inquires by the County regarding the Clinic and its Services. 7. Assist the County with information needed for audit purposes. 8. Provide the County with quarterly financial statements. 9. Provide the County with any and all certified audits of Provider and the management letter prepared in connection therewith. 10. Provide financial statements evidencing how County funds are spent. Such statements to be submitted to County one week prior to the funding dates set form herein above. 11. Provide the County with statistics evidencing the number of Brazos County 9 I C r` f' r i.• f N residents using the Provider's Services and the percentage Brazos County nt resides comprise of the total population using Provider's Services. RESPONSIBILITY OF COUNTY The County shall be responsible for the following duties and requirements. 1. Provide County funds for the payment of the consideration stated herein. 2. Conduct a review of the Provider's performance in providing the Services to be provided hereunder in order to assess County's continued participation in the funding of the Provider. RECORD RETENTION The Provider shall be responsible for record keeping on all Services provided to those individuals using its services and all financial records of the Clinic. The Provider agrees to maintain and make available for inspection by the County upon request consistent with personal privacy and subject to the limitation of state law, any and all records the County determines, in its sole discretion, to be necessary for the County to justify its continued participation in supporting the provider with funding. Such records shall be retained for at least four (4) years from the date the service was provided. These records shall be made available for inspection and audit by the County, if it so desires. DISCRIMINATION The Provider shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Provider shall take affirmative action to ensure that applicants who are employed are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rated of pay oother forms of compensation; and selection for training, including apprenticeship. The Provider agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. INDEMNITY The parties hereto agree to indemnify one another for and hold one another harmless from and against all suits, claims, demands, liabilities or actions resulting or alleged to result from the breach. Violation or non - performance of the Services stated herein and for any damage to any person resulting from any act or omission or negligence on the part of each party hereto. A a .. 4 A R t } a .. 4 A R • • • INSURANCE The parties hereto agree that the Provider shall be an independent contractor and not any employee or agent of the County and that each shall maintain at its own expense, adequate liability insurance to insure against damages and liabilities which may arise due to the duties and obligations contracted for herein. COUNTY INVOLVEMENT The County and Provider state that to the best of their knowledge, no officer, agent or employee of the County who exercises any function or responsibility in connection with the carrying out of this Contract or the Services to which it relates has personal interest, direct or indirect, in this Contract. GOVERNING LAW This Agreement shall be executed in and shall be governed by the laws of the State of Texas. NOTICES All notices required to be given hereunder shall be deemed to be duly given by delivering such notice or by mailing it, registered mail to the other party at the following addresses: FAMILY PRACTICE RESIDENCY OF THE BRAZOS VALLEY 1301 MEMORIAL DRIVE, SUITE 200 BRYAN, TEXAS 77802 BRAZOS COUNTY C/O COMMISSIONERS COURT BRAZOS COUNTY COURTHOUSE 300 3.26TH STREET, SUITE 114 BRYAN, TEXAS 77803 FURTHER ASSURANCES Each party hereto agrees to perform any further acts and to execute and deliver any further documents which may be necessary to carry out the provisions of this Agreement. SEVERABILITY In the event that any of the provisions or portions thereof, of this Agreement, are held to be unenforceable or invalid by any court of competent jurisdiction, the validity and enforceability r �6t Y'+ i t 2. of the remaining provisions or portions thereof shall not be affected thereby. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties hereto concerning the subject matter contained herein. There are no representations, agreements, arrangements, or understandings, oral or written, between or among the parties hereto, relating to the subject matter of the Agreements, which are not fully expressed herein. ASSIGNABILITY Provider shall have the right to assign this Contract and any of its rights hereunder to a wholly owned subsidiary or to a corporation with which it may be merged without prior written consent of the County; otherwise, this Contract is not assignable by the Provider without the prior written consent of the County. DATED this/ day of 1998. Brazos County By: 6 -. , ALVIN . JO S, Jucee ATTEST: Family Practice Resiy of Brazos VaK.J; , � By: rq H. Dav' ope, Jr., M. V, President sy: �/w "I Na6cy . ickey, M.D. ProgrXn Director 1 l r •'i�• ,4' If. Enclosure (1) ' Ti c& W h.` ai.mA Y `o!- '+ti..acca r� 0.''. � L N •f ' t' • 'f SALARY AND RELATED FAMILY PRACTICE RESIDENCY OF THE BRAZOS VALLEY EXPENSES Faculty Supervision Base Salary & Taxes $120,000.00 Benefits Resident Eh sicianc 8,787.00 Base Salary & Taxes 32,664.00 Benefits 3,985.00 r Nurse/Intemretor Base Salary & Taxes 27,982.00 i Benefits 2,648.00 s TOTAL EXPENSES $196,066.00 ` Brazos County Contract $ 50,000.00 , Remaining Expenses $146,066.00 • I I I • j' C e Enclosure (1) ' Ti c& W h.` ai.mA Y `o!- '+ti..acca r� 0.''. � L N •f ' 4 f r r S ATTACHMENT 1 SPECIAL NUTRITION PROGRAMS AREA PROGRAM MANAGERS Orlando Salinas Texas Department of Human Services Special Nutrition Programs, MC 017.3 1601 Rutherford Lane, Bldg. D (78754) P.O. Box 15995 Austin, Texas 78761 -5995 Telephone: (512) 873 -6326 Region 07 ElJoy Kalman Texas Department of Human Services Special Nutrition Programs, MC 182 -2 9460 Harwin (77036) P.O. Box 16017 Houston. Texas 77222 Telephone: (713) 735 -8930 Region 06 Jim Clinton Texas Department of Human Services Special Nutrition Programs, MC 217 -5 2109 Avenue 0 Lubbock, Texas 79405 Telephone: (806) 762 -8664 Regions 01, 02 Adell Dufour Texas Department of Human Services Special Nutrition Programs, MC 885 -1 1503 West Polk Pharr. Texas 78577 Telephone: (210) 787 -3131 Region 11 F1 David J. Claire Texas Department of Human Services Special Nutrition Programs, MC 128 -2 3023 Bledsoe, Suite D Fort Worth, Texas 76107 Telephone: (817) 870.2278 Region 03 Raul A. Jacques Texas Department of Human Services Special Nutrition Programs, MC 111 -2 7100 Gateway East 179915) P.O. Box 981017 El Paso, Texas 79998 -1017 Telephone: (915) 774 -7449 Regions 09, 10 Barbara Zachary Texas Department of Human Services Special Nutrition Programs. MC 279.4 11307 Roszell (78217) P.O. Box 23990 San Antonio, Texas 78223 -0990 Telephone: (210) 655 -6986 Region 08 Dame Halsell Texas Department of Human Services Special Nutrition Programs, MC 220.2 3201 S. Medford, Suite 101 Lufkin, Texas 75901 Telephone: (409) 637 -7544 Regions 04. 05 NATIONAL SCHOOL LUNCH PROGRAM /SCHOOL BREAEFAST PROGRAM E, AGREEMENT STATE OF TEXAS Y w COUNTY OF TRAVIS J The Texas Department of Human Services, hereinafter referred to as TDHS, 1 , t r' L AND t t Brazos County, Texas hereinafter referred to as the contractor, do hereby make and enter into this contract, a: •. required by the National School Lunch Act and the National School Lunch Program and School Breakfast Program, hereafter referred tc t as the NSLP and SBP, Federal Regulations n Code of Federal Regulations [CFRI, Parts 210 and 220, respectively). L MUI*UAL AGREENVEM The Parties mutually agree: A. If the contractor fails to provide services according to the provisions of this contract, TDHS may, upon notifying the contracto: in writing, utmwdi_ately terminate the whole or any past this contract and refuse to pay claims for reimbursement. Such termination and/or refusal to pay claims will not be an exclusive remedy but an addition to any other rights and remedies provided by law o: under this contract. B. If federal and state laws or other requirements are amended or judicially interpreted to that for either party fulfilling of thl- eontr act. would be substantially unreasonable or impossible, or if the parties are unable to agree upon any amendment that woul therefore be needed to enable the substantial continuation of the services contemplated by this contract, then the parties will be discharged from any further obligations under the terms of this contract, except for the equitable settlement of respective accrue( interest or obligations, including audit findings, incurred up to the termination date. ' C. ?his contract may be canceled by n=utual consent. If mutual consent cannot be attained, then either party may consider it canceler without cause by giving thirty (30) days written notice to the other party, thus uanc ,�l�ng,�;ct=niqV,#Mthk 4Arty (30) day Pen« expires. Nothing in this paragraph may be construed to prohibit immediate Ir8ccori�oy a paragraphs A as�dlo, ail in� t B. ' - e II• MAY 12 1998 CONTRACTOR PROGRAM ADMMSTRATION AND FWg%� iAg" ntV ICES A. The its will with the NS`L l/� iFederaQl'R guMons n CFR, Part contractor and participating schools under jurisdiction comply 210 and 220 respectively and 7 CFR parts 245 and 250, as amended), Uniform Federal Assistance Regulation (7 CFR, Part 3015 t; r as amended), and state policies and procedures as issued and amended by TDHS (including but not limited to the TDHS NSLP /SBI t �- handbook). The contractor further agrees to perform as described in its application (including its Policy statement and supportini Y documents and approved amendments to the application) for participation. ' w B. The contractor agrees to price the lunch as a unit.` { C. no contractor agrees to enter into an agreement to receive donated foods as required by Federal Regulations Q CFR, Parts 21( r . r and 250). 4 D. The contractor accepts final administrative and financial responsibility for food service operations at each site under its jurisdiction s A This responsibility includes settling any audit exceptions or payment deficiency in the program, collecting, and repaying an) amoamt paid in excess of the proper claim amount, found through monitoring or auditing by TDHS or the United States Departmen of Agriculture (USDA). This responsibility applies to this contract and all subcontracts hereunder. a t V0 3 ' Jaimmy 19913 i• i i ._ J.w�..u.. .. ��...w,- .w.ww.Yrr .- .fi�....i+ ►a. Lr..�.. _ _ _� _ — _ _�Gai�•+f4�ve.� __...��1 ir.� _. _ .� _ _ _ _ .wi+.w.r� IL CONTRACTOR PROGRAM ADMIZaSMUTTON AND FINANCIAL MANAGEMENT (continued) S The official signing the Claim for Reimbursement will be responsible for reviewing and analyzing matt carats to ensure aconracy and compliance with Federal Regulations (7 CFR Parts, 210 and 220). M. RECORD XEEP1NG A. The eontrector wr71 keep financial and supporting documents. statistical records, and any other records pertaining to the ser viea for which a claim is submitted. The records and documents will be kept for at least three (3) years and ninety (90) days after & date of the final Claim for Reimbursement for the fiscal year to which they pertain. If any litigation, claim, or audit involving then records begins before the end of that time, the contractor will keep the records and documents until all litigation, claims or audi findings are resolved. B. Records and documents will be made available for review or audit according to Federal Regulations and TDHS policies. IV. CIVIL RIGHTS POLICY COMPLIANCE A. The contractor agrees to comply with Title V1 of the Civil Rights Act of 1964 (Public Law 88 -352) (42 U.S.C. 2000d et seq.), T'sdt DC of the Echsoat;on Amendments of 1972 (20 V.S.C. 1681 et seq.). Section 504 of the Rehabilitation Act of 1973 (Public law 93 112) (29 U.S.C. 794), the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.). the Americans with Disabilities Act of 199( (Public Law 101 -336), all provisions required by the implementing regulations of the Department of Agriculture; Department o Justice Enforcement guidelines, 28 CFR 50.3 and 42; FNS directives and guidelines, and all amendments to each, and al requuearats imposed by the regulations issued pursuant to these acts: In addition, the contractor agrees to comply with Title 40 Chapter 73, of the Texas Administrative Code. These provide in part that no persons in the United States shall, on the ground of race, color, national origin. sex, age, disability, political beliefs or religion be excWed from participation in, or denied. an- aid, care, service or other benefits provided by federal and/or state funding; or otherwise be subjected to disc� ion; and hereb: gives assurance that it will immediately take measures necessary to effecutate this agreement. B. The contractor agrees to comply with Texas Health and Safety Code, Section 85.113 (relating to workplace and confidentialir guidelines regarding AIDS and HIV). C. The contractor agrees to compile data, maintain records and submit reports, as required to permit effective enforcement of tb above Acts and permit TDHS and authorized USDA personnel during normal working hours to review such records. books. as accounts as needed to ascertain compliance with the above Acts. If there are any violations of this assurance, the Department c Agriculture. Food and Consumer Service, shall have the right to seek judicial enforcement of this assurance. This assurance i Meiling on the contractor and its successors, transferees, and assignees as long as they receive assistance or retain possesswe c any assistance from the TDHS. The person or persons whose signatures appear below are authorized to sign this assurance o behalf of the contractor. D. The above assurances are given in consideration of and for the purpose of obtaining any and all federal financial assistance. Iran and loans of federal funds, reimbursable expenditures, grant or donation of federal property, and interest in property, the dace of federal personnel, the sale and lease of, and the permission to use, federal property or interest in such property or the famish= of services without consideration or at a nominal consideration, or at a consideration which is reduced for the purposes of assistir the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient. c any improvements made with federal financial assistance extended to the program applicant by the TDHS. This includes ar. federal agreement, arrangement, or other contract which has as one of its purposes the provision of cash assistance extended i reliance of the representation and agreements made in this assurance. Ja z January 1998 0: 0 i 3 w Y S F i t i d V. TDHS CLAIMS PAYMENT Subject to the federal appropriation and availability to TDHS of sufficient funds for the programs, TDHS will reimburse the contractor according to the terms of this contract. No reimbursement will be made for performance under this contract before (a) the beginning effective date of this contract or (b) a later date established by TDHS based on the date it received a fully executed copy of this contract. If Ware to submit accurate claims reflects embezzlement, willful misapplication of funds, theft, or fraudulent activity, the penalties specified in Federal Regulations (7 CFR, Parts 210.26 and 220.6) shall apply. V1. . IM2MGRATION The contractor agrees to comply with the requirements of the Immigration Reform and Control Act of 1986 regarding employment verification and retention of verification forms for any individuals hired after November 6, 1986, who will perform any labor or services under this contract. VII. CERTIFICATION A. Regarding Debarment, Suspension, Ineligibility, or Voluntary Exclusion For Covered Contracts - The contractor certifies, by execution of this agreement, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily exchidod from participating in this contract by an federal department or agency or by the State of Texas. By making this certification the contractor agrees to the following terms: The above certification is a material representation of fact upon which reliance was placed when this contract was entered into. If it is but determined that the contractor knowingly rendered an erroneous certification, in addition to other remedies available to the federal government, the Department of Health and Human Services, United States Department of Agriculture or other federal department or agency, or the Texas Department of Human Services may pursue available remedies, including suspension and/or debarment. The contractor shall provide immediate written notice to the person to which this certification is submitted if at any time the contractor learns that the certification was erroneous when submitted or has become erroneous by reason of changed circumstances. The words covered contract "debarred,* "suspended; `ineligible," "participant,` 'persons 'principal "proposal,' and 'voluntarily exchAed; as used in this certification have meanings based upon materials in the Definitions and Coverage sections of federal rules implementing Executive Order 12549. Usage is as defined in the attachment. The contractor agrees by submitting this certification that, should the proposed covered contract be entered into, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Department of Health and Human Services, United States Department of Agriculture or other federal department or agency, and/or the Texas Department of Human Services, as applicable. The contactor further agrees by submitting this certification that it will include TDHS Form 2046 titled 'Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion for Covered Contracts' without modification, in all covered subcontracts and in solicitations for all covered subcontracts. A contractor may rely upon a certification of a subcontractor that is not debarred, suspended, ineligible, or voluntarily exchided from the covered contract, unless it knows that the certification is erroneous. A contractor must, at a minimum, obtain certifications from its covered subcontractors upon each subcontract's initiation and upon each renewal. Nothing contained in all the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this certification document. The knowledge and information of a contractor is not required to exc a d that which is normally possessed by a prudent person in the ordinary course of business dealings. January loge r 7 +� ,i # i 1 fi u ..i*•+..eMb.il.w..R1c•.�a6a.iuo •— - - - - •. � r ,, t VM E =TWICATION (Continued) EzCept for contracts authorized under paragraph 4 of these terms, if a contractor in a covered contract knowingly eaten into a covered subcontract with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in thi: tSransacfm in addition to other remedies available to the federal government, Department of Health and Human Services, Unita tStates Department of Agriculture, or other federal department or agency, as applicable, and/or the Texas Department of Hume } Services may pursue available remedies, including suspension and/or debarment. l 13. Regarding Federal Lobbying - This certification applies only to this Contract and is a material representation of fact upon whit; reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for mabn- p or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the require certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The contractor certifies, to the best of his or her knowledge and belief, that: _ No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencin or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, c t an employee of a member of Congress in connection with the awarding of any federal contract, the maldog of any federal gran• the malting of any federal loan, the entering into of any cooperative agreement, or the extension, continuation, renews amendment, or modification of any federal contract, grant, loan, or cooperative agreement. If any foods other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting t influence an officer employee of any agency, a member of Congress an officer or employee of Congress, or an employee of member of Congress in connection with this federally funded contract, subcontract, subgrant, or cooperative agreement, th undersigned shall complete and submit Standard Form•LLL, 'Disclosure Form to Report Lobbying,' in aceordaaca with i instructions. Zile contractor shall require that the language of this certification be included in the award documents for all covered subawan at all tiers (rachxling avboaattacts, subgrants, and contracts under k' P&W _ ) grans• � , ��piq�{�$ry'Qa,Agf ' ' eats and that all covert subrocipients shall certify and disclose accordingly. ts' `�';;'' +� �i� :• C. The contractor certifies that if it is a corporation, it is either a no r LWarporation or is other o� subject to payment < franchise taxes to the State of Texas. MAY 1 2 1998 D. The contractor by signature below certifies that these statements and aILL�' l�,,, agreement are to and correct. The contractor understands that makin a false certif��18 � Ty � ; t�q.� 8 m g �c�s�nieEwithholdiag information is material breach is violation of this contract, is grounds for immediate cont rIct plj— i on, and may result in prosecution and applicable state and federal statutes. VIII. EFFECTIVE DATE AND SIGNATURES For the faithful performance of the terms of this contract, the parties hereto, is their capacities stated, affix their signatures and bt themselves. Brazos County, Texas Name of Contracting Organization (Please print or typo) Original Signature of ontractiag Organization's Authorized Representative Alvin W. Jones County Judge Name of Official Signing (Please print or type) Title of Official (Please print or type) Effective -11111 TDHS Representative - Signaturl Date Januvy 1998 1• �• :mil I' r t f .10 S 3 3i3 1 } r=) 4 Y L r Texas Department Forth t of Human Services SPECIAL NUTRITION PROGRAMS September t SINGLE AUDIT IDENTIFICATION DATA (For Contract Year 1 9_9 _ 9 Contractor Name AGREEMENT NOS. Contact Person Brazos County, Texas ❑ B — Charitable Institutions Olivia M. Body Address (Street or P.O. Box. City. State. ZIP) TX- 1904 SH 21 Bryan, Texas 77803 Telephone No. TX- Payee ID No. Contract No. ( 409 )823 - 3544 TX- 17460004330000 ITX 021 -2001 Contractor Fiscal You End (mmft!3 yyyy Type of Contract 09/30/97 For Profit Non-Profit Governmental ' Check the appropriate box(es) to Indicate the type(s) of program(s) In which you currently participate or for which you ara =31vti i MMODITY ASSISTANCE PROGRAMS AGREEMENT NOS. EMA National School Lunch o IB -7A7 TX 021 -2001 ❑ B — Charitable Institutions TX- 021 -2001 D —Area Agency on Aging TX- ❑ G —summer Camps TX- ❑ H — Summer Food Service TX- ❑ J — Jails TX- 1 — TEXCAP TX- CASH REIMBURSEMENT PROGRAMS TX NOS. ❑ AD —Adult Day Care TX- Q BL— National School Lunch/Breakfast TX- 021 -2001 ❑ CC — CACFP Center TX- DH — CACFP Day Home TX- SF— Summer Food TX- ❑ SM — Special Milk TX- ❑TE— TEXCAP TX- Give the source and amount of any federal funds that your agency expends other than from those programs listed above: SOURCE AMOUNT Criminal Justice $300- 400,000.00 Zi MAY 121 98 . ��tK� !'fir• �. �" '1UY�. •�; �t:r:1`ll:t ❑ SINGLE AUDiT EXEMPTiO144 certify that 1 am not required to submit an audit under the Single Audit Act for the following reasons ❑ 1 am a for- profit organization. ❑ 1 expend less than $300,000 annually in total federal funding. ® SINGLE AUDiT ASSURANCE -4 understand that if I meet the requirements of the Single Audit Act. l will- agree to submit an and as a condition of eligibility to participate In the Special Nutrition Programs, and that failure to do so as required could result h adverse action, including the withholding of my claim for reimbursement payments and tremination of my contract. i als, understand that if I am a private non - profit organization subject to the requirements of the Single Audit Act and have a financk, i audit performed annually, I must also obtain a single audit on an annual basis. I � Jl 7- %atime-Auftfized sentativs Date' or pmo Tige Jones County Judge Y ! ' Texas Oepstu"nt , . or Rumen somices INDIVIDUAL SITE INFORMATION Y NATIONAL SCHOOL LUNCH PROGRAM AND SCHOOL BREAKFAST PROGRAM Form 1609 July I M t. Name of SawoMM Feeding Site L Tetephone No. (uwuoe Area Coat) Brazos County Juvenile Detention-Center 1(409) 823-3544 a. Adorers (svest or PA. Box. City. Stan. ZIP) s. Name of Person in Charge of Food Sewtce Program i Nan» of Schoor Food Autha ft Olivia M. Body Brazos County, Texas 6. Type of School ❑ Day School ❑ Combination Day School and Residential Child Care Institution ❑ Boarding School ❑ Special Education School ❑ Combination Day School and Boarding School ❑ Other (explain): ® Residential Child Care Institution 7. Is school/residential child fare institution licensed? (if yes. attach copy of license.) ........................... ❑ Yes ® No 8. Programs) that you are applying for: ❑ Natlonal School Lunch Program ® School Breakfast Program ❑ Severe Need School Breakfast Program Rates' *Available to schoots/residenttal child care instltutlons nwtting the kPowing eligibility criterls: 1.40% or more of total tenches served In second preceding year were free or reduced -price; and L Breakfast costs exceed the regular faimbursen+ant miss aveltable under the school Breakfast Program. 8. Number of months the school will No. 1AOf1ft I Due of opaaEnakng Oate of pperatwn be operating a food service program ....................... 10. A. Number of children enrolled at school/residential child care Institution ... ............................... 25 B. Age range of children enrolled ............. ............................... 10 through 17 C. Grade levels taught (schools only) ........................... . ............. 4 through 12 11. Average daily participation of children in food service program: 12. Times of food service: . BEGINNING ENDINO Breakfast 7:30 am 8:30am . • . - Lunch VO L /I PSOW, AWWI. 1 . Qir i FREE REOUCEO PRICE PAID Breakfast 25 00 00 Lunch 12. Times of food service: . BEGINNING ENDINO Breakfast 7:30 am 8:30am . • . - Lunch VO L /I PSOW, AWWI. 1 . Qir i 0 0 k iy yL i a i r Y r �i Forrn tSC 13. Attendance (for residential child care Institutions only) Paq• A. Are all of the children at the institution all day? ................. ............................... U Yes ❑ No It no. do all or some of the children attend public school? ........ ............................... ❑All ❑Some Itonly some attend public school. how many? ................................................ It some or all attend public school, which meats do these students eat at the Institution? ........ ❑ Breakfast ❑ lunch B. Do the children attend on holidays and/or weekends? ........... ............................... Q Yes ❑ No 1 If yes. indicate whether holidays and/or weekends ......... ............................... © Holidays ys ❑Weekend. I 14. Type of Meal Service A. Meai Prapuawn Central Food Service i ❑On -Site Kitchen ❑Kitchen ❑Mgmt. Company ❑ Other (explain): tt 8 Meal Pt MOV System Nu Assisted [3 h ©4. i Enhanced Food Based Meal Pattern Menus (799957 ❑ Nu Menus ❑ 15. Type of Program Separate Charges No Separate Charge; Cost of Meal Is Combination of Separate Charges ❑Made for Meals ©Included In Required Payment PlarvTee ❑and No Separate Charges 16. Daily price charged for each meal (for programs that charge separately only): 17. A. If applying for the National School Lunch Program, indicate whether Offer versus Serve will be implemented. YES NO High School (mandatory) Junior High (optional) I CHILDREN ADULTS Reduced Price paid Breakfast Preschool (optional) Preschool (optional) Lunch I 17. A. If applying for the National School Lunch Program, indicate whether Offer versus Serve will be implemented. YES NO High School (mandatory) Junior High (optional) I YES ( No Residential Child Care I 1 Institution optional) X S. It applying for the National School Breakfast Program. indicate whether Offer versus Serve will be implemented: YES NO Residential Child Care X Institution (optional) YES NO Elementary (optional) Preschool (optional) Preschool (optional) YES ( No Residential Child Care I 1 Institution optional) X S. It applying for the National School Breakfast Program. indicate whether Offer versus Serve will be implemented: YES NO Residential Child Care X Institution (optional) 18. Will supplemental (a la carte or snack bar) food service be available besides the school lunch? .......... ❑ Yes @ No 1 ce that the Information on this form Is true and correct to the best of my knowledge and that deliberate misrepresentation or wi of ling of Information may result In prosecution under applicable state and federal statutes. � 1 g� Tip• �7 gr Food Service Manager it 4j;Uu oz ti I'M 14 YES NO High School (optional) Preschool (optional) Junior High (optional) 18. Will supplemental (a la carte or snack bar) food service be available besides the school lunch? .......... ❑ Yes @ No 1 ce that the Information on this form Is true and correct to the best of my knowledge and that deliberate misrepresentation or wi of ling of Information may result In prosecution under applicable state and federal statutes. � 1 g� Tip• �7 gr Food Service Manager it 4j;Uu oz ti I'M 14 YES NO Elementary (optional) Preschool (optional) 18. Will supplemental (a la carte or snack bar) food service be available besides the school lunch? .......... ❑ Yes @ No 1 ce that the Information on this form Is true and correct to the best of my knowledge and that deliberate misrepresentation or wi of ling of Information may result In prosecution under applicable state and federal statutes. � 1 g� Tip• �7 gr Food Service Manager it 4j;Uu oz ti I'M 14 Town oeparonem ' fan a "u"M s'^►k" NATIONAL SCHOOL LUNCH PROGRAM AND SCHOOL BREAKFAST PROGRAM Febrwry APPLICATION FOR PARTICIPATION AND POLICY STATEMENT School Program Year: July If. through June 30, 1999 PART I— APPLICATION Name of SehooWae&y Brazos Count Juvenile Detention Center P M 10 No 1�4600b4330000 cone TX `1 -2001 ' AOOras (Street or P.O. Box. City. State. ZIP) Tete0wo No. � a. (409) 823 904 SH 21 Br an Texas 7803 -354, Peron Na" of School Foos Authtority IContact Olivia M. Bod Brazos County, Texas Tree of SchwWadWy Combination Tray School Residential Child Combinatlon lay School and ❑ Day School ❑ Boarding School ❑and Boarding School r0care ❑ Institution Residential Child Can lastilutIon ❑ Special Education School ❑ Other (specito: Sc•'OOt'R= is I1 "Private." Is schooVRCCI nonprofit and tax R "Yes." attach copy Public ❑ Private exempt under the Internal Revenue Code of 1954? ❑Yes ONO of letter from IRS. Total Enrollment for All Schools /RCCIs [® Administered by School Food Authority: # 25 Total Number Y Sch001s/RCCis 1 Ol 2. Breakfast costs exceed the regular reimburs*m*nt rates available under the School Breakfast Program. Administered b School Food Authori M f i i l� 1. Is schooVresidential child care Institution licensed? Of yes. attach copy of license.) ........................... ❑Yes I 2 Program(s) that you are applying tor. op National School Lunch Program ® School Breakfast Program tbl Severe Need School Breakfast Program Rat •Avanabte to schoots/restdential child care institutions meting the fottowing sagi sty criteria: 1.40% or more of total lunch** served in second preceding year were free or rsducid- price; and 2. Breakfast costs exceed the regular reimburs*m*nt rates available under the School Breakfast Program. ; nhvwrq Oat* of operation 3. Number of months the school will No. pntna sul 1L Enc3kV Oats of Operation F be operating a food service program ....................... 1 1998 June 30, 1999 I: 4. A. Number of children enrolled at schooVresidentiat child care institution.....:...... = B. Age range of children enrolled.......... 10 through 17 s C. Grade levels taught (schools only) ........... .......................... 04 ..... through 12 r 3. Fcod Service AVERAGE DAILY PARTICIPATION OF CHILDREN IN PROGRAM TIMES OF F000 SERVICE Free Reduced Price Paid 8 ;nn• Endlr, r Breakfast 25 0 0 7:30am ! 8:30am Lunch 25 0 0 12: 1:OOpm S. Attendance (for residential child care Institutions only) j^ t.' •;� ~. _`� ?�'r A. Are all of the children at the Institution all day? ........ ,� L•...... ..._ '......... QYes ONO & WAY' Y 2 1998 If no. do all or some of the children attend public school? ....... ............................... ❑ Alt ❑ Some TEXAS DEPT. OF HU11M OJERVICES If only some attend public school. how many? ............... AUSTIN F1ELD.OFFICE .............. It some or all attend public school, which meats do these students eat at the institution? ........ ❑ Breakfast ❑ Lunch B. Do the children attend On holidays and/or weekends? ........... ............................... ' U) Yes 0 N t - it yes. Indicate whether holidays and/or weeken s ......... ............................... E] Holidays @ Weekend ,• T f i i l� *I • ti , ' w. ��en7nati� ►.�isw� � i • .. •.._ )I i�..►.H..,.!yr,�a.• �...•�'lJt7� . «t ... 5 _ _ , . - . • 7. Type of Meal Service Elementary (optional) pace Preschool (optional) tlea! Preparation ®0n-Site Central ❑ Food Service Management Company ❑ Kitchen Kitchen (submit copy of contract with this spplicatlon) ❑Other (explain): 8. meal Pwvlkv systam E] Enhanced Food Based ®(19a9495err Nu Assisted ' Menus D Nu Menus ' ❑Other (explain): & Type of Program Separate Charges No Separate Charge; Cost of Meal Is Combinatlon of Separate Charges Made for Meals ® Included In Required Payment Plan/Fee ❑ and No Separate Charges - ' 9. Daily price charged for each meat (for programs that charge separately only): ` • Breakfast Lunch C LOREN ADULTS Elementary (optional) Reduced Price Paid Preschool (optional) Preschool (optional) 10. A. It applying for the National School lunch Program. Indicate whether Offer versus Serve will be Implemented. Y. • YES NO High School (mandatory) ` Junior High (optional) YES I NO Residential Cluld Care X Institution tiona B. It applying for the School Breakctast Program. indicate whether Offer versus Serve will be implemented: YES NO High School (optional) Junior High (optional) YES NO Elementary (optional) Elementary (optional) Preschool (optional) Preschool (optional) YES I NO Residential Cluld Care X Institution tiona B. It applying for the School Breakctast Program. indicate whether Offer versus Serve will be implemented: YES NO High School (optional) Junior High (optional) W4 YES _I NO i I i Residential Child Care I .X Institution o bona 11. How many months per year will the school No. Mwwa je4qmmoate of operation jEn&V Date of operation food authority operate a food service program? .............. 1 12 ,.2. Describe your training in food service program requirements for ersonnel: All kitchen personnel are trained on USDA /TI)H Civil Rights in Special Nutrition Programs, kitchen safety, Food Handler training throught county health department and on the job training. OJT includes training on food preparation, inventory, maintenance , etc. Fmplt also trained on preparing reimbursable meals according to meal components, portion size, meal count procedures. They are also trained in accurately documenting NSLP meal charts t 1 i meal vroduction charts. - 3. Will supplemental (a la carte or snack bar) food service be available besides the school lunch ? .......................... ❑Yes; ® No eertl that the Information on this form la true and correct to the best of my knowledge and that deliberately misrepresenting or rlth In Information may result In prosecution under applicable state and federal statutes. IrFood Service Manager S�OnaNrs•— Orfidar Date t s M F' YES No Elementary (optional) Preschool (optional) W4 YES _I NO i I i Residential Child Care I .X Institution o bona 11. How many months per year will the school No. Mwwa je4qmmoate of operation jEn&V Date of operation food authority operate a food service program? .............. 1 12 ,.2. Describe your training in food service program requirements for ersonnel: All kitchen personnel are trained on USDA /TI)H Civil Rights in Special Nutrition Programs, kitchen safety, Food Handler training throught county health department and on the job training. OJT includes training on food preparation, inventory, maintenance , etc. Fmplt also trained on preparing reimbursable meals according to meal components, portion size, meal count procedures. They are also trained in accurately documenting NSLP meal charts t 1 i meal vroduction charts. - 3. Will supplemental (a la carte or snack bar) food service be available besides the school lunch ? .......................... ❑Yes; ® No eertl that the Information on this form la true and correct to the best of my knowledge and that deliberately misrepresenting or rlth In Information may result In prosecution under applicable state and federal statutes. IrFood Service Manager S�OnaNrs•— Orfidar Date t s M F' 1 i � e v* r��rM. r�- h�:+.• Y !1'.";.'V7rY+'•r.a::t��i!'f%', ,1f�f`ky1 . . , ... , . Inn U. POLICY STATEMENT FOR FREE AND REDUCED -PRICE MEALS It .t` ns he school food authority operates a program that requires separate charges for meals. It must comply with Sectio A and C. Y + •- If e . !n .' ., aT' i"".. .,.•- .t:••�+.,.yR�i�•= •. {r`�: p'!f':- �'rJt�: .. school food authority operates a Program that ¢oes ngt.toq�• � r0es..foi,.rfire? ls.jf ust.00tnP�YL1lt Slstiot>ix& If the school food authority operates programs that require both a separate charge and no separate charge for meals. it must comply. Sections A. B. and C. SECTION A— Programs that Charge Separately ONLY 1. The school food authority accepts responsibility for providing free and reduced -price meals to eligible children. . 2 The school food authority assures DHS that it will uniformly implement the following policy to determine children's eligibMiity, for tree reduced -price moats in the National School Lunch Program and School Breakfast Program. In fulfilling its responsbaities. the W food authority agrees to: a. Serve free meals to children from households whose Income is at or below the free limit on the Standards for Determining Free Reduced -price Eligibility. applicable to the contract period. or to children from food stamp households or AFDC assistance units provide a case number. b. Serve reduced -price meals to children from households whose income exceeds the limit but Is at or below the Standards for Deten ing Free and Roducod -price Eligibility, applicable to the contract period. c. Provide these benerds to children from families submitting completed applications. whose income meets the criteria on Form 4 and to foster children and to children from families whose income meets the criteria on Form 4504 because of strikes. layotf: unemployment. 4 d. Designate tit: to review applications and detem eligibility. This official must use the criteria In this policy to determine which children are eligible for free or reduced -price me: e. Prohibit physical segregation of, or any otherdiscriminatan against, any child because of his eligibiky for tree or reduced - price me The names of these children must not be pubfishod, posted. or announced to any manner. They must not be overtly identified by spe tokens or tickets or by any other means. They must not be required to (1) work for their meals; (2) use a separate lunchroom; (3. through a separate serving line; (4) enter the lunchroom through a separate entrance: (5) eat a meal different from the one sol, children paying the full price; or (6) eat meals at a different time from the other children. fa Establish and use a fair hearing procedure for parents who appeal the school's/RCCI's decisions on applications and for official schools/RCCls who dispute information in an application or the eligibility of children for free or reduced -price meals. Outing the apf and hearing. the child must continue to receive free or reduced-price meals. Records must be kept according to record re:en requirements in the National School Lunch/Breakfast Programs Handbook and agreement. Before beginning the hearing procedure. the parent or local schooVRCCI official may request a conference. 711a. conference she provide an opportunity for the parent and schooVRCCI official to discuss the situation, pro sseqn�t �' tfortnatiOi%'and,obtat + i an ezptans of data submitted in the application and of decisions made. A conference must not pre u'�ic`A'ot'.dimigisli`the'�ight _ �i a"llp ar The hearing procedure must provide: 7 ;' •, �-`'•• �+ y f i �i� (1) A simple. publicly announced method for making an oral or written request for a hearing. MAY 12 1998 (2) An opportunity to be assisted or represented by an attorney or other person. (3) An opportunity to examine. before and during the hearing. the documents and rejcJh6 oKfr��dW OOM" t]�e��n br appealed. AUSTIN FIELD OFFICE (4) Reasonable promptness and convenience in scheduling a hearing and adequate notice of the time and place of the hear, (5) An opportunity to present oral or documentary evidence and arguments supporting a position. without undue Interference (6) An opportunity to question or refute testimony and evidence and to confront and cross -examine adverse witnesses. (7) A decision made by a hearing official conducting the hearing who was not involved in the decision being appealed or in any pr ously held conference. (8) A decision by the hearing official based on oral and documentary evidence presented at the hearing that is made a part of hearing record, (9) Written notification of the hearing offi`cial's decision, including the household's right to reapply any time during the year. provi to the parties concerned and their designated representatives. (10) A written record that includes the decision being appealed, documentary evidence. and a summary of oral testimony preset at the hearing, the hearing official's decision and the reasons for the decision, and a copy of the notification of the hearing cial's decision to the parties concerned. (11) Record retention of the hearing for three years and 90 days after the end of the fiscal year to which it pertains. If audit rind• have not yet been resolved. the records must be kept until the audit issues are resolved. The record must be available for ex nation by the parties concerned. or their representatives. at any reasonable time and place during the retention period. r i K � ��?= �•iS^1i- :.�: -:k. ism --- - -= ..�.._ - ' •i r­ Iu • { .7 .v...y.,. y . • .n .v,.. .. ♦ ..� .'- II!T�f� , 1 •Y'-1 - "RT'r l"_.{._T Z' -P•�i! M•, ., AWNi• -4- Form P g. Submit information for public release to the news media. local unemployment offices. and major employers contemplating large la In the area served by the schooVRCCI. The school food authority must send the information for public release by letter at the begin of each school year and when eligibility standards change. All changes In el�gbility criteria must be publicly announced. The sc food authority must keep a copy of the letter transmitting the public release information for three years and 90 days after the of the Fiscal year to which it pertains or until audit issues are resolved. The public release must Include: (1)• A sample of the letter to the parents (Form 1625). (2) Form 4504. The information for public release was or will be provided to the organizations on the dates that follow (attach a sheet if more sl is needed.): P WIC P 0 W Media oats Organization Dan orgmintion Oar h. Establish a procedure to collect money from children who pay for their meals and a procedure to accurately record the numb( free. reduced - price. and tull -price meals served. The procedure described In this lam must be used so that children will not be ai of who is receiving free and reduced -price meals. Check the collection procedure the school food authority uses. ❑ Collection Procedure 1 —Each day children can buy tickets In the cafeteria manager's otrice but they do not receive the tict• The cafeteria manager then sends the purchased tickets and the tickets for free or reduced -price meals to the classroom. teacher distributes the tickets just before meal time. The tickets are coded for accounting purposes. ❑ Collection Procedure 2 —Each day children pay for their meats in the office. A fist of all children who paid or are eligible for or reduced -price meals is prepared and sent to the cafeteria A cashier familiar with the children checks names as children ; through the line. After the meal service. the list is returned to the office for accounting purposes. This method works only small schooVRCCf where the cashier knows all the children. ❑ Collection Procedure 3 —The homeroom teacher gives each child an envelope for daily, weekly. or monthly payments. Chik return the envelopes with the payments enclosed or empty if eligible for free meals. The envelopes are collected in the of and coded tickets are issued to each child. Collection Procedure 4— Parents pay in advance by the month. Each teacher receives a fist of those children who have p Children who receive free meals are marked paid. so only the bookkeeper knows which children receive a free meal. Teae: keep daily records of each child served and send the records to the office for accounting purposes. ❑ Collection Procedure 5—Meal payments are collected In the secretary's office. Payments can be made by children or pan daily. weekly. or monthly. The secretary records payments and knows which children quality for free or reduced -price meal: the classrooms, the secretary distributes identical tickets labeled only with the children's names. Since the parents may pay. e the children may not know whether their meals are free. full- or reduced- price. ❑ Collectlon Procedure 6— Parents are billed monthly for full- or reduced -price meals their children are served. All payments mailed in. All participating children receive a coded ticket each month. which is punched at each meal service. At the era c' ; month. the tickets are collected and a clerk calculates the amount to be billed. ❑ Collection Procedure 7- 0ther. Explain In detail (attach a sheet if needed). i. Describe how the daily numbers of free. reduced price. and full -price meals are identified and counted. and the numbers recor, ; (attach a sheet if needed). t r °• j. Describe how daily point -0f - service (the point in the food service operation when It can be accurately deten-nined that a meal is re j { bursable) counts are taken. This is usually the end of the line If tickets or tokens are collected at the beginning. explain how you ass .F that a reimbursable meal was taken (attach a sheet if needed). VO 10. tal to • a 1 . ' a - F ' f ,.... _._ �... .,.- . «�..xw.�..,,,,.,,.ywf.,,.. - •.. f�. rf+ L--: �.: �: i. i. r:.... �:%. a. ..a:....:.`3�:.�.saLJ.lol,.ly' -- - - -- '-y+�— •.Iu.;.fa+,..� r« r r ' 1 ti ■4 • ..: �f�j41J► tiO4�Ailrll�i +/�'^,rttitij�i�►l+t... '�.•�•"�'.'.�:.�i�YY![4�+ .. .. ,, .,.. r+ . FWW r i SECTION B— Programs that DO NOT Charge Separately ONLY - 1. The school food authority is responsible for providing program benefits to eligible children. 2. The school food authority assures DHS•that although no identifiable charge is established for meals. k will uniformly implement the k Ing porcy. In fulfilling its responsibilities, the school food authority agrees to: a. Claim as free meals only those meals served to children from families whose income is equal to or less than the income eligi standard for free meats on Form 4504. Standards for Determining Free and Reduced -price Eligibility. applicable to the contract pe or to children from food stamp households or AFDC assistance units that provide a case number. b. Claim as reduced - priced meals only those meats served to children from families whose income Is above the income efigrbil'ity dard for free meals but equal to or less than the standard for reduced -price meals on Form 4504. Standards for Determining and Reduced -priced Eligibility, applicable to the contract period. c. Keep documentation to support individual eligibility decisions for three years and 90 days after the end of the fiscal year to V they pertain. It audit findings are not resolved. the records must be until audit Issues are resolved. d. Prevent physical segregation of, or any other discrimination against, any child. The names of the ctu'idren eligible for free or reds price meals may not be published, posted. or announced in any manner and children must not be overtly identified. Children not be required to (1) work for their meals; (2) use a separate lunchroom; (3) go through a separate serving fine; (4) enter the lunch through a separate entrance; (5) eat meals at a different time; or (6) eat a different meal t e. Designate Olivia M. BoddY , _Fred Service meager to determine eligb7rty for and reduced -price meals. This official will use the criteria outlined in this policy to determine which individual children's daims be made for free or reduced -price meals. L Develop and keep a fist with the following information about each child (for school food authorities operating RCCis only): (1) Name (4) Income r (2) Birth date (5) Eligibility determination and data (initialed by official making determination). (3) Dates of admission and release (NOTE Children at RCCis are considered a family of one. Exceptlons to this are children of house parents living at the in: tlon. These children must have an application on file as described In Section C. number 2.) g. Describe how daily point of- service (the point in the food service operation when it can be accurately determined that a meal is burnable) counts are taken. This is usually the end of the line It tickets or tokens are collected at the beginning. explain how you a: that a reimbursable meal was taken (attach a sheet if needed). Residents of th RCCI are only served reimbursable men men1g. Rim bursable morale are accounted for while being served and when all residents are Seated fnr meals by s of SECTION C— Programs that Charge Separately AND Programs that DO NOT Charge Separately In fulfilling its responsibilities. the school food authority agrees to: 1. Prohibit discrimination against peopre who are eligible to participate in the child nutrition programs because of race. color. national o sex. age. disability. religion. or political belief. Anyone who believes that they have been discriminated against should write immed = to: Director. Civil Rights Division. MC W- 206.Texas Department of Human Services, P.O. Box 149030. Austin. Texas 78714-9030 c Secretary of Agriculture. Washington. D.C. 20250. NOTE: Discrimination complaints i�edvq-rp%iftbyr p iUdal beliefs must be rot• only to the Director. Civil Rights Division. Texas Department of Human - =-:. ' "- ,—% 2 (Applicable only it operating day boarding WrtA•to each schools and schools)—Do ant�,i<i�St- chitd'� p r�r>;,dr guardian a lease cording to the sample attached. and an application form tot free or reduced: p ".meats. These must be Q'trd at the beQ�nn. each school year and when eligibility criteria changes. .� MAY 12 1998 a. The school food authority must complete (1) or (2) as applicable: (1) Form 1625 is a sample of the letter to parents whose children are in a program that charges separately for meals. is the school food authority using the A:1A "dDE2r_fi �t HV ... NAfN SERVICES 0 ... .. Yes r4rita`FIC� (2) Form 1626 is a sample of the letter to parents whose children are in a progw t' U charge separately for meats. Is the school food authority using the attached sample? .................... ❑ Yes I It the answer to either (1) or (2) is "No." the school food authority must submit to DHS with this application form a copy of the, they send to parents. DHS must approve this letter before the school food authority sends it to parents. On approval. the school authority must attach Form 1625A to the letter and send these to parents. b. Form 4524 Is a sample of the application for free and roduced -price meals. Is the school food authority the'attached ❑Yes using sample? ........................... ............................... -The school food authority must ask parents to complete the application and return it to the determining official named in Section this font- Applications and documentation of action taken are kept for three years and 90 days after the end of the fiscal year to v r� they pertain. if audit findings are not resolved. the records are kept until the issues are resolved 4 _ Applications maybe fled at any time during the year. The school food author' must su ttY supply an application to parents enrolling a In a schooVRCCi for the first time, at any time during the It transfers from year. a child one schooVRCCi to another under the jurisd, ,•a of the same school food authority. his eligibility for a free or reduced -price meal is also transferred. ` Programs that Charge Separately ONLY: a. All children from the same family must receive the same benefits. Within 10 workdays of receiving applications. parents or quart must be notified individually of the decision on their applications. Children are served meals as soon as they are determined efii r« r r ' 1 ti ■4 0 0 y � . • ''��:li: t S � 4Y': \ ..•. ....,.pia ..� . l� . +r . •Y.!f�OflNi i. �,'q..�.�rtnv. .. b. Form 1623 is a sample of the notification letter to the parents about the application for free and reduced -price meats. Is the school food authority using the attached sample? .................... ❑ Yes [, Nr If "No," the school food authority must attach a copy of the letter being sent to parents. c. When an application is denied. parents or guardians are informed in writing of the reason for denial and the hearing procedure. Thy designated hearing official is Ernest A. Wentrcek' Director NAME TrrLE This person must be someone not involved in the original eligibility determination. it Is suggested that the hearing official hold. ' position superior to the determining otficial's. The hearing official and the determining official cannot be the same person. 3. Submit to OHS any proposed changes to this policy statement before it Is implemented. Changes are effective only when they at: approved by OHS. 4. Agrees to verity eligibility according to the National School Lunch/School 8reaktast Program Handbook and program regulations S. Indicate which of the provisions of this section, if any. it wants to participate in. for free and reduced -price meals. Three special provisions are available to school food authorities that affect tree and reduced -price meal policy and procedures. A. Provision 1 —The annual certification of children eligible to receive FREE meals may be reduced to one every two years i schools/RCCls. This period can be reduced if 80% of the children In attendance ors eligible for free and/or reduced -price mea: based on data from March of the previous year. Applications must WU be sent annually to students who pay full- or reduced -pric or who are newly enrolled. For claiming purposes, school staff must continue to keep a daily record of the number of paid. free. and reduced -price meal served to children. ® We choose NOT to participate In Provision 1. ❑ We will participate In Provision 1, and certify that the following schools had 80% or above free and/or reduced•prlc recipients participating: Our first year under Provision 1 will be: ...................... .. .... . . .. . ...... . .. . . ... ... B. Provision 2— School food authorities may choose to serve all children free meals. Any schooVRCCI which chooses to serve al children free meals may reduce the frequency of certification for children eligible for free and/or reduced -price meats to once ever) three years. School food authorities choosing Provision 2 must use local sources other than federal reimbursements to absorb the cost o (1) meals served to children not eligible for free or reduced -price meals; and (2) the difference between the cost of the meal anc the federal reimbursement received- for each froe or reduced -price meal served to children eligible for meals. School food authorities of schools/RCCIs using Provision 2 are required to send letters and applications to parents only at the be ginning of the three -year period. Schools/RCCIS are required to determine daily during the first year of the three -year period the actual number of meals servec to all attending children. by type (free, reduced - price, and paid). in the second and third years. monthly claims for meals served by type (tree. reduced - price. and paid). are based on a percentage of the total number of meats served by" in the correspondinc month of the first year. ® We choose NOT to participate In Provision 2. ❑The following schoots/RCC13 will participate In Provision 2. Ourfirst year under Provision 2 will be: ................................................... . Form 1626 is a sample of the letter to parents whose children are In programs with no separate charges for meals. It can be sent to parents for Provision 2 participants. If participating in Provision 3, you must answer the following question: Is the school food authority using the attached sample Form 1626? .............................. ❑ Yes Q No I ONo; the school food authority must attach a copy of the letter being sent to parents. C. Provision 3- School food authorities may choose to serve all children free meats. Any schooVRCCI which chooses to serve all children free meals will conduct certification of children eligible for free and/or reduced -price meals during a designated base year • and will not conduct eligibility certification during the successive four year period following the base year. if the Departmen, determines after the initial four -year period of Provision 3 that there has been negligible change In the socioeconomic status of that SFAs population, the Provision 3 period can be extended an additional successive four years. School food authorities choosing Provision 3 must use local sources other than federal reimbursements to absorb time cost of (1) meats served to children not eligible for free or reduced -price meals; and. (2) the difference between tha cost of the meal and the federal reimbursement received for each free or reduced -price meal served to children eligible for meals. School food authorities of schools/RCCIs using Provision 3 are required to send letters and applications to parents only at the beginning of the designated base year. I continued i� Texas ° of Hurn an Servl= SPECIAL NUTRITION PROGRAM CERTIFICATE OF AUTHORITY This Is to certify that the following person(s): Name of Authorized ReprosentaWe (PWW tYPe Of PM) TWO Ernest A. Wentrcek Director X S Representative Name of Authorized Representative (please type or p" Tale Olivia M. Body Food Service Manager nature - Authorized Ree^senratm Is(are) designated as an Authorized Representative of Name of Contraang Orgarrration Brazos County, Texas March it The representatives) designated above, and myself, are authorized on behalf of the contracting organization to make written agreements with the Texas Department of Human Services to operate a food program, to sign documents or reports about the eareement, and to present claims for reimbursement, when appropriate, to the department. Name of Official of Contracarp Agency (Please type or prvQ Tab r Alvin W. Jones lCounty Judge X . 'ftnature--0ffkiW rg Agency DELETED AUTHORIZED REPRESENTATIVES: A contracting organization may not have more than three (3) Authorized Representatives, Including the Official of the Contracting Agency. If you are replacing or deleting an Authorized Representative, list the name(s) of the Individual(s) to be removed as Authorized Representative(s) below: ¢ Name of Deleted Representative r4arne of preseraauve Nam of ve Kay Hamilton SPF -C,111 NUTRITION PIR0^RA AO MAY 12 1998 f TEXAS DEPT. OF HUMAN SERVICES AUSTIN FIELD OFFICE t FOR DHS USE ONLY ` Agreement No. Received By Date Fteceww TX- Dal _ akom 4 � is - _ I 1 + r ' VOL '13 "Aar �1ingseaw��• - - � ' 0 0�1 • ' y • • Texas Department of Human Services September 1994 NONGOVERNMENTAL CONTRACTOR CERTIFICATION The Texas Department of Human Services (DHS) has adopted rules pertaining to contracting with otganhations to which a former board member or employee (whose last day of duty was within the past two years) has any ownership or control, or who is an employee or consultant of such organization. Also. Human Resources Code AZ2.0033 prohibits for one year after employment former DHS employees In pay grades equivalent to or above pay grade 17. Step 1', from helping (for pay) another entity obtain a contract with DHS in an area for which the former employee was directly concerned or had administrative responsibility. Additionally. DHS has adopted standards for contracting with contractors associated with current or former employees and board members, and their relatives. This form Is necessary to help the Department determine compliance with those rules. All potential non - governmental contractors for any type of contract must complete this certification. The contract, H awarded, may be terminated for cause If (1) the contractor knowingly provides Incorrect Information In its certification; or , W the contractor uses a subterfuge, such as a subcontract arrangement, to avoid the application of state taws or DHS rules: Does the potential contractor have as an officer, director, employee, consultant, or owner fin whole or In pan): 1. A person who is currently a DHS employee or DHS board member? ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dyes No i 2. A person who was a former DHS employee or board member whose last day of duty with DHS was Yes allo within the past two years? ............................... ............................... . 3. A person who is related (see Relationship key below) to a cement DHS employee or DHS board Yes No member? ....................'................. C...... ............................... 4. A person who Is related (see Relationship key below) to a former DHS employee or DHS board Yes No member whose last day of service to OHS was within the past two years? ............................. IF YOU ANSWERED 'YES' TO ANY OF THE ABOVE QUESTIONS. YOU MUST COMPLETi�fMS DU" fS�RMI � tt�YIGES AUSTIN FIELD WILE CERTIFICATION 1 certify that the information above is complete, true and correct to the best of my knowledge. 1 understand that lack of full, true and complete disclosure may be grounds for withholding payment for delivered services and may cause contract termination. Name of Potential Non - governmental Contractor Contract No. Social Security No. or VIN Brazos County, Texas TX- 021 -2001 Print or Type Name Alvin W. Jones Sip Autlw ' e esanUtiw Data f� G 0. ,1 f t Wife Brother Stepdaughter Spouse's Sister REATIONSHIP Husband Sister Stepson .. 0 KEY Father Mother Son Daughter Mother - in-law Father - indaw ,--k, tj�4 ;,"�. !Z ' J IF YOU ANSWERED 'YES' TO ANY OF THE ABOVE QUESTIONS. YOU MUST COMPLETi�fMS DU" fS�RMI � tt�YIGES AUSTIN FIELD WILE CERTIFICATION 1 certify that the information above is complete, true and correct to the best of my knowledge. 1 understand that lack of full, true and complete disclosure may be grounds for withholding payment for delivered services and may cause contract termination. Name of Potential Non - governmental Contractor Contract No. Social Security No. or VIN Brazos County, Texas TX- 021 -2001 Print or Type Name Alvin W. Jones Sip Autlw ' e esanUtiw Data f� G 0. ,1 f t • Texas Department 1 1 Form 57524E ,, I of Norman Services t 1 l September 119 NONGOVERNMENTAL CONTRACTOR CERTIFICATION (PART 11) As a condition for receiving a contract or having a contract renewed, potential contractors who answered "yes" to either or i a both of the questions on Form 4732 must complete the questions on this form (Form 4732 -A). The questions must be fully answered and the certification on Page 2 must be completed and signed. The answers are used to determine compliance with Texas Department of Human Services rules found in the Texas Adm. Code, Tide 40, Chapter 79, 9979.1801-79.1807. 1. REGARDING PAST AND CURRENT DHS EMPLOYEES AND BOARD MEMBERS— Did you answer "yes" to question 1 or 2 on Form 47321 ... ............................... C) Yes 0 No I if "no," skip to question 2. If "yes," complete the following Information, for those persons. If they are FORMER DHS l employees, indicate whether association with the potential contractor resulted in a 25°X) or more Increase In overall annual benefits (including salary) over what was received when the person was with DHS. Person Associated with Potential Contractor Last/Current Position at DHS Beginning Data Ending Data Rogram/Support Area at DHS Currant Position with Potential Contractor Beginning Date F2Sr'�' w Mon incree ompensation � Yes � No Person Associated with Potential Contractor Lest/Current Position at OHS Beginning Date Ending Data Program/Support Area at DHS Currant Position with Potential Contractor Beginning Date 2S% or More increase In Compensation � Yes � No Parson Associated with Potential Contractor Last/Current Position at DHS Beginning Date Ending Date Program/Support Area at DHS Current Position with Potential Contractor • Beg'wrirq Oats Beginning Data 25•.i or More fnenase in Compensation Yes 1:3 No 2. REGARDING THOSE ASSOCIATED WITH POTENTIAL CONTRACTORS AND THE ASSOCIATES' RELATIVES- - Did you answer "yes" to question 3 or 4 on Form 47327 ... ............................... MYes 0 N If "no," skip to question 3. If "yes," complete the following information for those persons and their relatives. Name of Person Associated with Potential Contractor Current Position with Potential Contractor Beginning Date Name of Cwnnt/Fom,er DHS Employee/Board Member Relationship to Person Associated with Potential Contractor Last/Current Position Held at OHS (use job title) Program/Support Area at OHS Beginning Data Ending Date Name of Parson Associated with Potential Contractor Name of Oment/Fomwr DHS Employac/Board Member Lost/Current Position Held at DHS (use job titlo) Name of Person Associated with Potential Contractor Name of Current/Former OHS Employee/Board Member Last/C.urrsnt Position Held at DHS (use job title) Current Position with Potential Contractor Beginning Date Relationship to Person Associated with Potential Contractor Prooram/Support Area at DNS Beginning Date Ending Date Current Position with Potential Contractor Beginning Date Relationship to Parson Associated wM'Po_tinti tn�Cch�t/a Program/Support Area at OHS �t` Bqp g Dits T• • � � ci. SERVICES TEXAS DEPT-OF 1 iU.W- AUSTIN FIELD OFFICE ,�'� 14a . � 1 Via! ='• :�L1� 1 �IL•r.YYS"�' ir!: Y. �s".�rr.ari::ra. -�' -+rte �» � ice- .•+:LI'.r.t t} � 1-tw. ' ;�• �. • ,•�t'. k i�•..� �`- �. -•i f I j - , . t I i C r 4 1 � 1 � 1 1 . t 1 L t s t 3 F r S' Y f i I f Form 4732A•E 3. Prohibitions Against Contracts with Certain Former Employees Page A. Has the potential contractor and /or any of his employees been employeed by DHS within Yes No the last 12 months? If 'NO,' skip to number 4 . .................................. B. Is a former employee, or an organization controlled (n part or whole) by a former employee, Yes No applying for this contract? ................................................... ' e C. Has (or will) the former employee(s) be paid to aid in the development of or the attempt to obtain Yes No theproposed contract? ................................................... D. Does the proposed contract relate to a program or service in which the potential contractor/ Yes No employee(s) (while with DHS) was directly concerned or had administrative responsibility? ..... x E If the answer is 'Yes' to 'Be and 'D,' or 'C' and 'D,' provide the former DHS employee's name and indicate whether he earned an annualized gross salary of $30,588 or more at the time he left employment with DHS. Name $30,588 or more? t Dyes E)No _ EYes No _ Yea El 4. Financial Interest — Provide the name and other requested information about any person who is owner On part or whole), • officer, director, employee, or consultant employed or associated with your organization and who A. was a member of the DHS Board and who left within the past two years; B. is now a member of the OHS Board; C. was an employee of DHS and who left within the past two years; D. Is now an employee of DHS; or E is related in a manner specified in Question 3 or 4 of Form 4732, to the persons in items A. B, C. or D immediately ' � $ Name � Owns 1096 or more? 2,500 or more investment? Yes [::] No j E] Yes No Yes No Yes No Yes No Yes �No CERTIFICATION 1 certify that the information above Is complete, true and correct to the best of my knowledge. I understand that lack of full, true and complete disclosure may be grounds for withholding payment for delivered services and may cause contract termination.' y Nanw of Potentlal No"ovemmental contractor contract No. Social Sscwrlty No. or VIN Brazos County, Texas 11X- 021 -2001 Print or Type Name s10 Autlw ' 0 pro atiw Date VOLf�• � e'er � .. •% , . j ■M of "wpm uftftee D"WV*a toss HWORZAMY WIDERurnam Bum= (HuBj SUBCONTRACT CERTIFICATION The Texas Oepartrnent of Human Services (OHS) Will make a good faith effort to ensure that HUBs receive their respective share of the total value of all contracts h awards each fiscal year which begins September 1 and ends August 31. Based on' the 1994 Texas Disparity Study, and In accordance with the Texas General Services Commission (GSC) rules, OHS has established the following minimum HUB goals: • Commodities include equipment, furniture. software, supplies. vehicles, food, fuel, chemicals. and lubrkants.... 12.6% • Heavy Construction includes highway. street, bridge, tunnel, water, sewer. and power line construction+. ...... 11.8% • Building Construction Includes residential, industrial, and other nonreildend3l buldinq construction........... 26.1% • Special Trade Construction includes plumbing. heating, air conditioning, painting, electrical, masonry, dry wall, carpentry. floor laying. roofing. siding. concrete, excavation, and demol'iti'on work ............... 572% • Professlonal Services include architecture, engineering. financial and accounting services, medical services. and surveying. ............ ........................ ............................... 20.0% • Other Services include computer programming, consulting, legal, maintenance and.repair,,ad oter nh' ' miscellaneous services ........ .............................. � 3.0% 1 0000 FARH EFFORT COMPLIANCE: By implementing the fo>lowinp procedures; `a carnraetb�f•�jiatlibe p ed to have made a good faith effort when subcontracting: 1. To the extent consistent with prudent industry practice, divide the contract worlNAg 4SS lout iiiW A a hVjCES A:i5i,j% riELC 0FFj2jE 2. Notify HUBS of the worts the Contractor intends to subcontract. The notice shall be in writing. The notice shag include a description of the subcontracting opportunities and identify the location to review contract specifications. The notice shall be provided to potential subcontractors prior to submission of the contractor bid. 3. The Contractor shall send such notice to at least five HUB firms in the GSC master bidders list and HUB directory that perform the type of work required. if the GSC master bidders fist and HUB directory do not have at least five businesses. then the Contractor shall send the required notice to HUSs on fists of minority and women -owned businesses maintained by other government agencies or organizations. H the Contractor uses sources other than the GSC master bidders list and HUB directory, the selected HUB subcontractor must become certified by GSC in accordance with GSC procedures. 4. H a non -HUB subcontractor is selected through means other than competitive bidding, or a HUB bid is the lowest price responsive bidder to a competitive bid• but not selected, the Contractor will be required to document the selection procedures. S. Maintain records documenting HUB compliance for audit purposes. Ouarterly reports MAY BE required by the agency, ar�0 the contractor will be given sufficient notification If required to report. When the contractor is a HUB, It may satisfy the good faith effort requirement by performing at least 259A of the contract work with its employees as defined by the Internal Revenue Service (IRS). The HUB Contractor may.also be required to report quarterly to the agency. VOL • 1 � `• =+. '•,.'' �; - •�:, �,•.ri�`:drs� #��:��' .A'''= ••.:aC_• ?i! ; -ar ` . ,c�.�1•ti:6.Y.�Y i1 L i i WIN T � • , ds fA Fem 40006 ti0o 2 Please answer the followbo Questions: 1. Are you a certified HUB? .........................'... ............................... Yes ® No Hyes, please provide your GSC HUB Certification No . ..................................... 2. Do you plan to utilize a subcontractor, supplier,' or material. provider for all or any portion of the contract? ..... Ye: ONO N yes, describe the scope of work the subcontractor(s) will do: f r i s r 3. Approximately what percentage of the total contract award will be subcontracted? .................... `16 4. Approximately what percentage of the total contract award will be subcontracted to HUBS? ............. . , t: F nvex r Audi dzed Repmawa t;W (a+.f" W Peod Comet No. Brazos County, Texas Alvin W. Jones 021 -2001 1 CERTIFY that the above irtfonnatlon is true and correct. 1 • also cwtity that I will make a good faith effort to comply with the HUB subcontract goals estabgshed by DHS. Sionomm— A Fie s�nt�tiw DIt� FM MS user OMY T�wpf+an Mo. Div. NWM We" codo " co" Daa Vol^ Iwar Ml' �`wi_!`- YiS.�...WI.1.Mi-.•-- �"•-+y.y� _ IIIIIIIIXI SAMPLE ps PUBLIC RELEASE FOR FREE AND REDUCED-PRICE MEALS (make appropriate changes as applicable to reflect the programs operated.) This Is the public release that we will send to (name of news me6a osNets and major employers caontw0atesq layoffs) on (tee) These groups must be advised of program availability, new programs or changes In exlsting programs. , is today announced Its policy '. ,. (Kam. of tool edsool woe sustsority) r t , free and reduced -price meals served under the pnfM Naiww School Lwxn Prowam, wwor School Shakiest Prowaq Each school and the office of the • (Central Offkt) has a copy of the poG ; which anyone may review. I' The following household size and income criteria will be used to determine eliigbility: thsert hoops• "OmT4► aiw" as amounted by USDA lu kw and reduceagrloe meals) Children from households whose income is at or below the levels shown are ,eligible for free or reduced -price meals. Application forms and a letter to parents or guardians are being sent to all homes. To apply t irM--0 rrpftib� i.pn e' t ho, should till out the application and return it to the school. Additional copies.are available at they � of iC�e, �fta Wo on the application will be used to determine eligibility; it maybe verified any time during the sch t;year school her p. tcia Households must provide the following information on the application: all household mamba names; t00ils me y sour and the Social Security number of the adult household member signing the application, or an indication that the household member do not possess a Social Security number, OR the household's food stamp or AFDC case number, if appropriate; and the st'gnature Qf n ad household member certifying that the information is correct. TEXAS DEPT. OF HU141AN SERVIt;E Applic3tions may be submitted any time during the year. AUSTIN FIELD OFFICE According to the free and reduced -price policy. (Nam* of wilt review applications a atermirtinp Official) determine eligibility. Parents or guardians dissatisfied with the ruling of the official may discuss the decision with the determining offici Parents may request a formal appeal either orally or in writing to: r ' (Nano. Ad&@=. Phone No. of the HUAV O.UWO ; Households must report increases of over $W per month or $600 per year in household income. and decreases in household size. If a hots { hold member becomes unemployed or if the household size increases, the household should contact the school. These changes may qual children for reduced-price meals or for free meals if the household's income falls to or below the levels shown above. AFDC/Food Star. households must report termination of benefits. ti Some foster children are also eligible for free or reduced-price meals. A household with foster children should contact the school for ma information. The information that households provide is confidential and will be used only to determine eligibility and verifying data. People who are eligible to participate in the child nutrition programs must not be discriminated against because of race, color. national origi SOX. age. disability. religion. or political belief. Anyone who believes that they have boon discriminated against should write kritnedialely, t Director. Civil Rights Division. MC W- 206,Texas Department of Human Services. P.O. Box 149030, Austin. Texas 78714 -9030 or the Sect tart' of Agriculture. Washington. D.C. 20250. NOTE: Discrimination complaints based on religion or poritkal beliefs must be referred on to the Director. Civil Rights Division. Texas Department of Human Services. >i M f • t Form 1, • Ps; School food authorities must notify households of enrolled students that all meals wM be avallable at no charge to students dud the Provision 3 four -year period. ! School food authorities must maintain all approved applications and eligibility documentation from the designated base year at lei three years and 90 days beyond the end of the Provision 3 period or until all audit Issues have been resolved. School food authorities must determine any Increase or decrease In enrollment each year of Provision 3 based upon the schoo enrollment on October 31 annually. Schools/RCCIs are required to determine daily during the designated base year for Provision 3 the actual number of meals serve to all attending children. by typo (free, reduced - price, and paid). During the four successive years after the designated base ye; schools will prepare monthly claims for meats served by type (free• reduced - price and paid) based on the total meals claimed f, the corresponding month of the designated base year and reflecting the percent Increase or decrease in enrollment based on it school's/RCCI's enrollment on October 31 of the current school year. ® We choose NOT to participate In Provision 3. ❑The following schools/RCCis will participate In Provlslon 3: Our first year under Provision 3 will be ...................... ............................... Our designated base year will be .................. ............................... W........ Form 1626 Is a sample of the letter to parents whose children are in programs with no separate charges for meals. It can b sent to parents for Provision 3 participants. If participating in Provision 3. you must answer the following question: Is the school food authority using the attached sample Form 1626? .............................. C1 Yes ®Nc If 'No; the school food authority must attach a copy of the letter being sent to households and describe how 1t will notit ; households that meals will be available free of charge to all enrolled students. SECTION D -The following attachments are a part of the policy statement for free and reduced-price meals: Form 1623 - Notification Letter to Parents Regarding Application for Free and Reduced -Price Meals Form 1625 -Letter to Parents (programs that charge separately for meals) Form 1625A -Standards for Determining Free and Reduced -Price Eligibility, to be provided to parents (will be forwarded as am as USDA publishes) Form 1626 -Letter to Parents (programs that do not charge separately for meals) Form 4524 - Application for Free and Reduced•Prlce Meals Form 4504- Standards for Determining Free and Reduced -Price Eligibility (will be forwarded as soon as USDA publishes) A sample Press Release (see page 8 of this form) k� BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 5/12/98 ITEM: Request permission to enter Mrs. Joe Prieve's propeft located off Stousland Road for the puroose of cleaning out existing channel across pasture to drain water from Stousland Road right of way, Signed permission form is attached Site is located In Precinct 1. SOURCE OF FUNDS: N/A I. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: S MITTED BY:A I APPROVED Richard F. Vance, P.E. Com issio a ony Jones County Engineer Precinct 1 CC98 -035 // ApprovedO /Deniedo by Commissioners' Court Date: cy. Alvin W. Jones, Co ty Judge VOL�A i1r � � � }'• 'y' ., —�;+J� tr e_s ..r'.�.i..:. "��.rt.'.7� 1r. - -' - - �,n'. �.1. ^- -' - • ` y ` BRAZOS COUNTY PRIVATE PROPERTY ACCESS PERMISSION FORM Date s- 4 _ y A 1. LAND OWNER AND ADDRESS Ar_s 6/32 Sfous /a. ,, d leaaj Cn / /.•e.• Sfz. _T 77845 II. LOCATION OF WORK Welt s; j_,_ of 5.1. "-� 'aJje -r SS . III. DESCRIPTION OF /WORK TO BE DONE _ _ —lea„ n ) ,1 ., n.c- / a. c.{o s s nA i IV. MAINTENANCE :. YES NO _ IF YES, ESTIMATE FREQUENCY OF MAINTENANCE 0,4 e ;f (Owner will be notified prior to maintenance) . 4 a/-�f C. . Richard F. Vance, P.E. Engineer Aide /Foreman County Engineer OWNER'S SIGNATURE , Y e ,6,/-L DATE S' - 4- 98 VOL.�--� Vf n11 rM AMn W. Jones County Judge • OF Tony Jones e'9 Commissioner Pd t J� 9 O Sandie Watker V + Commissioner Pct 2 Sims *os Commissioner Pct 3 &Ar Gt�f; Grey Guley Commissioner Pct 4 Date s- 4 _ y A 1. LAND OWNER AND ADDRESS Ar_s 6/32 Sfous /a. ,, d leaaj Cn / /.•e.• Sfz. _T 77845 II. LOCATION OF WORK Welt s; j_,_ of 5.1. "-� 'aJje -r SS . III. DESCRIPTION OF /WORK TO BE DONE _ _ —lea„ n ) ,1 ., n.c- / a. c.{o s s nA i IV. MAINTENANCE :. YES NO _ IF YES, ESTIMATE FREQUENCY OF MAINTENANCE 0,4 e ;f (Owner will be notified prior to maintenance) . 4 a/-�f C. . Richard F. Vance, P.E. Engineer Aide /Foreman County Engineer OWNER'S SIGNATURE , Y e ,6,/-L DATE S' - 4- 98 VOL.�--� Vf n11 rM 4 i i'. r� - i BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 5/12198 ITEM: Reguest permission to enter Milton Turner's IZperty located off Silver Hill Road for th erumose of stock piling grade 4 rock for seal coat nrolects. Site will be restored to its original condition after use Signed permission form is attached Site is located in Precinct 4 SOURCE OF FUNDS: N/A I. PRESENTATION: II. ACTION REQUESTED OR ALTERNATIVES: SUBMITTED BY: APPROVED BY: Richard F. Vance, P.E. Commis si ner Carey Caul County Engineer Precinct CC98 -036 Approvedi46enled❑ by Commissioners' Court Date: az---z2i - Q L,-� Alvin W. Jones, Co, my Judge r ' 1 d� J r 4 ; -- i t4 a t . y 1 0I *I 4 BRAZOS COUNTY l PRIVATE PROPERTY ACCESS PERMISSION FORM i • i AMn W Jones County Judge Tony Jones OF B Commissioner Pct 1 WJlum S Thorn O ton V GO � • Commissioner Pct T Randy Sims �O�o s eR1DGIL Commissioner Pct 3 Carey Cauley Commissioner Pet 4 Date I. LAND OWNER AND ADDRESS A714 ToiU Tug Ale R II. LOCATION OF WORK S 1,L vc R li / c L III. DESCRIPTION OF WORK TO BE DONE _S'oc tr 0,ce (; R ^oe 4 Roci< j:0P. _SEAL CoA i /NG * C 4eAA1 013 WtIC A/ DOAI - E IV. MAINTENANCE YES NO _ IF YES, ESTIMATE FREQUENCY OF MAINTENANCE (Own will be notified prior to maintenance) Richard F. Vance, P.E. Engineer Aide /Foreman County Engineer OWNER'S SIGNATURE 7� DATE l r r' i :' • Vp BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 5/12/98 ITEM: Request from OSR Water SugRly to install approximately 5,016 feet of water line in the right of way of Rye School Road Site is located in Precinct 4 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 Geared brush, trees etc. from County right -of -way. D) Ditch line shall be compacted to 90% standard density ASTM -Test Method No. D -698: test shall be conducted by an independent Geotechnical testing firm. copies of all test results shall be furnished to the office of the 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. II. ACTION REQUESTED OR ALTERNATIVES: S)JPMIVED BY: APPROVED BY: Richard F. Vance, P.E. Commission r Carey Caule k County Engineer Precinct 4 CC98 -038 ApprovedOflbenled❑ by Commissioners' Court Date: t3 - r Z1 9.g w Alvin W. Jones, ounty Judge /-�Ij t a 4 0 REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT -OF -WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE BRYAN, TEXAS 77803 Formal notice is h reb ,given that (appllcant) aea o place a (type N tthin the right-01-Willy of (road) in Brazos County, Texas as follows: The location or description of the proposed Installation Is more fully shown by 3 copies of the drawings attached to this notice. I understand and agree that 1. The County Engineer must by notified 72 hours prior to the beginning of construction in order that he or his designated inspector may inspect the actual Installation. 2 That all damage to the roadways and rights -of -way will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become necessary due to widening or lowering, or other alteration of the roadway or right-of -way. 4. That Brazos County will In no way be responsible for any damage which might occur to any existing utility Imes in the right-of -way. S. That the line wilt be constructed and maintained on the County right-of-way In accordance with the Utility Accommodation Policy which was adopted by the Texas Department of Transportation on May 29, 1989. 6 That the line or lines will be constructed no less than twenty -four Inches (241 lower than the lowest part of the drainage or bar ditch and the drainage Is to be considered at least two feet (2') below the center of the roadway. 7. That all sites will be barricaded during the construction penod. Construction of this line will begin on or after the 1 day of +• 7 191-6, Firth: �r By: Title: Phone. —&I) -� APPROVED BY COMMISSIONERS' COURT ON: 5- 17 - %A Date Alvin W. Jones, Courof J ge s I t �r�, ogs d/o rED 0 REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT -OF -WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE BRYAN, TEXAS 77803 Formal notice is h reb ,given that (appllcant) aea o place a (type N tthin the right-01-Willy of (road) in Brazos County, Texas as follows: The location or description of the proposed Installation Is more fully shown by 3 copies of the drawings attached to this notice. I understand and agree that 1. The County Engineer must by notified 72 hours prior to the beginning of construction in order that he or his designated inspector may inspect the actual Installation. 2 That all damage to the roadways and rights -of -way will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become necessary due to widening or lowering, or other alteration of the roadway or right-of -way. 4. That Brazos County will In no way be responsible for any damage which might occur to any existing utility Imes in the right-of -way. S. That the line wilt be constructed and maintained on the County right-of-way In accordance with the Utility Accommodation Policy which was adopted by the Texas Department of Transportation on May 29, 1989. 6 That the line or lines will be constructed no less than twenty -four Inches (241 lower than the lowest part of the drainage or bar ditch and the drainage Is to be considered at least two feet (2') below the center of the roadway. 7. That all sites will be barricaded during the construction penod. 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I ililllitiilllililll 'Ifliilii-IIIilili �` � � t�e� ' ! Ii' Illllfillililllliiilill 'Illill'f'I' 0 �- � � Jl llillllllllliliillliiilllililll 'I'I' 1_ ... _ // I { III1 111111111111111111111f1i1111111111111111111111111111! � � `' ;' ,� '' �[� �� ��� 1111111111111111111111111111111111 1111111111 1 I Ell 111 '1�111�1`1�11111111�1111111I/.� -------------------- Ic 0 • 0° 10 O O� 0° O °o �0° °o • 0o O 0a I o O LI.� 1 �a�• I d 1 I i I � -- -- � I I I , I • 91 IN I/ • 1 ,r =2=11 —, • 01 f � s ' I , f BRAZOS COUNTY 1 COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 65 0001 DATE OF COURT MEETING: 5/12/98 ITEM: Request from OSR Water Supply to install approximately 300 feet of water line in t... _he right of way of Britten Road. Site is located in Precinct 4. { SOURCE OF FUNDS: N/A I. PRESENTATION: A) No work will be permitted between front slope and/or back slope. B) The line shall be installed 1) within 3 -5' of and parallel to the right -of -way line and/or 2) in the case of a road bore, perpendicular to the right -of -way line. C) If clearing of brush, trees and other obstruction is necessary, it shall be the Applicant's responsibility to do so and to remove all cleared brush, trees etc. from County right -of -way. D) Ditch line shall be compacted to 90% standard density ASTM -Test Method No. D -698; test shall be conducted by an independent Geotechnical testing firm; copies of all test results shall be furnished to the office of the 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. II. ACTION REQUESTED OR ALTERNATIVES: StABMITTED BY: APPROVED BY: Richard F. Vance, P.E. CommissI er Carey Ca County Engineer Precinct 4 CC98 -039 ApprovedR( /Denied0 by Commissioners' Court F Date: i ' Alvin W. Jones, C my Judge VOL3 i ,Y S___. . - - - . -- . . , . , w y - .. n.... N I REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT -0F -WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE BRYAN, TEXAS 77803 Formal notice Is hereby given that (applicant) & S rop ea to place a (type )440., 16. within the right -ot -way of (road) in Brazos County, Texas as follows: The location or description of the proposod Installation Is more fully shown by copies of the drawings attached to this notice. I understand and agree that: 1. The County Engineer must by notifiod 72 hours prior to the beginning of construction in order that he or his designated Inspector may inspect the actual Installation. Z That all damage to the roadways and dghtsof -way will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become necessary due to widening or lowering, or other alteration of the roadway or right -of -way. 4. That Brazos County will In no way be responsible for any damage which might occur to any existing utility lines in the right- of-way. S. That the line will be constructed and maintained on the County Aphtof-way In accordance with tho Utility Accommodation Policy which was adopted by the Texas Department of Transportation on May 29, 1969 6 That the line or lines will be constructed no less than twenty -four Inches (241 lower than the lowest part of the drainage or bar ditch and the drainage Is to be considered at least two feet (2) below the center of the roadway. 7. That all sites will be barricaded during the construction period. Construction of this line will begin on or after the -L day of 19,�� Firm: i By- Title- Addr r Phone: 11t• 9 )bell' 79 APPROVED BY COMMISSIONERS' COURT ON: T- 17. - 4� Date Alvin W. Jones, Court Judge Ib.Md YtOHI he O, ,t! ie S .lJe TAO %2 , L'rl cui 05-.07-98 I IN ant'. r • • 1 1 ]a 5 3' 1 b S 1 �lil�lil�l�l�jl '1lllllllilllIl jlll�l.l►I►j�jljljl•I•I•I ll1 II►IIIII► l l l l l I'I'I ►III ►III ►Illll[IIl1 I: I'I'I'I I I I I I I I I I I I'i'IIII '�jllll�lll(II►�I�II 1 1 1 1 1 1 I'I'I I ►l ll l 11 Ij 11 l I'I'I I I I I I I I 1 Ij 1'I�Ij II llllllllll111 11•Il•l�l YlM, llllll Ij111jllli lllllljljljljljljljlllllll Ijll► jljllll►Ijljllllljljij►•I�III�I . Illjl •lllllllllllljlj�jljlllllll�l Ij ►II Illjllljljljl.l.. I III ►� .Il ►ljljljl ►IjI• • I Il lj lj jj jl l . MIT II Ij ►. I ``\ ►I II . • jll I l.l� II Il I II II II [j `\ ll'll'I'lll ` I'I'I'llll'I' \ I.1'I'III'II'I ` I'I'lll'll'll'I'I'll ` 'I'I'I'lll'llllll' \ .I•ijljl ►IIIIIjI I I'I' `� 0 1 I 1 Y 1 I Y V' 0 00 i E i �Nf \ \ 1 �/ / BID TABULATION 98.037 PURCHASE OF PATCHING MACHINE RECOMMENDATION: Duraco AWARD DATE: vu"1..-- Waste H.D. Description Duraco Systems Industries 'see exceptions Patchin Machine $ 33,600.00 $ 48,700.00 NB RECOMMENDATION: Duraco AWARD DATE: vu"1..-- r' BID TABULATION 98.039 MICROFILMING FOR SHERIFF'S OFFICE RECOMMENDATION: Lange Micrographics - B(at Courthouse 4 AWARD DATE: 1 Z— I E ; { R 4 ' 1 Y f Description Measure Government Records Racom Lange Micrographics Texas State Library 1 Document Preparation hour $ 10.00 $ 9.45 $ 9.00 $ 10.00 2 Price for each image to include developing 8 processing: a. at remote location ea $ 0.09 $ 0.0260 $ 0.0275 $ 0.0490 b. at Courthouse ea WA $ 0.0300 $ 0.0275 N/A 3 Price for each diazo duplicate ea included $ 5.95 $ 6.75 $ 8.50 4 Film storage of original roll $2.261yr $.25/yr $1.50 /yr. N/A 5 Destruction of Original documents lb. $ 0.10 $ 0.07 $ 0.07 N/C RECOMMENDATION: Lange Micrographics - B(at Courthouse 4 AWARD DATE: 1 Z— I E ; { R 4 ' 1 Y f L Es f r ' r I AMENDMENT TO AGREEMENT BOND BETWEEN GOVERNMENT RECORD SERVICES, INC. AND BRAZOS COUNTY, TEXAS DATED JANUARY 27,1998 WHEREAS, Government Records Services, Inc. (hereinafter "Contractor") and Brazos County, Texas (hereinafter "User ") entered into a Contract on January 27, 1998 to supply to the County a computer system for an integrated cashiering/receipting system; and WHEREAS, that Contract provided for a certain amount of hardware to be leased in that Agreement; and WHEREAS, the parties have determined that the User now needs an/ additional workstation to meet its needs; and WHEREAS, the Contractor has agreed to supply an additional workstation. NOW, THEREFORE KNOW ALL MEN BY THESE PRESENTS THAT for and in consideration of the mutual covenants and agreements herein expressed the parties agree as follows: 1. The Contractor shall supply to the User additional hardware and software as described on Exhibit "A" to this Amendment. 2. The User shall pay an additional Four Hundred Ninety and No /100 Dollars I • ($490.00) a month for such additional workstation. 3. Installation of the workstation shall be completed on or before S•2 �- ���• All other terms and conditions of the original Contact are hereby confirmed, reaffirmed and ratified by the parties to this Agreement. IN WITNESS WHEREOF, Contractor and User have duly executed this Amendment. CONTRACTOR: USER: GOVERNMENT RECORDS BRAZOS COUNTY. TEXAS SERVICES, INC. By: meAQ By: Title:- Judge Al Jones, ounty Judge Date: Date: n1ftg f9q�