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Home My WebLink About1998-08-18-0900AM-Regular•.t•► • 1 f•= Q; f Q • BRAZOS COUNTY ARYAN. 7VX" AGENDA ~ t BRAZOS COUNTY COMMISSIONERS COURT MEETING THE COMMISSIONERS COURT WELL MEET IN REGULAR SESSION ON TUESDAY, AUGUST 18, 1998 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. 1. Invocation - Commissioner Jones. 2. Pledge of Allegiance - Commissioner Jones. 3. Citizens input and/or concerns. At this time, the Judge will open the floor to citizens wishing to address the Court on county-related issues not scheduled on the agenda. Please limit subject matters to five minutes. The Commissioners will receive the information, conduct research into the matter, and/or place the matter on a future agenda for discussion. (A recording is made of the meeting; therefore, please give your name and address for the record.) • Consider and take action on agenda items 4 - 18: ?k 4. Budget Amendment -41 5. Personnel Change of Status. 6. Payment of claims. 7. Request for Internet access for B. 1. S.D. classroom teachers assigned to Juvenile Detention Center. 8. Amendment #2 to the current Kids N Kops Grant for County Attorney., 9. Confirmation of audit services to be provided by Ingram, Wallis & Company for fiscal year ended September 30, 1998. 10. Authorization for County Judge to execute Tax Resale Deed for Lots 6 and 7, Block 10, Woodlawn Addition, according to the map or plat thereof Recorded in Volume 112, Page 515, Deed Records of Brazos County, Texas. 11. Blanket Purchase Orders: a) $500.00 to Moo Beans for Jury Services b) $500.00 to Eagle for Purchasing • 12. Requisitions from Capital Fund: a) Replacement Copier for County Clerk's Office b) Replacement Monitor for Auditor's Office c) Replacement Computer for Auditor's Office d) Professional Software for County Clerk's Office e) Computers for County Clerk's Office f) Monitors for County Clerk's Office g) Memory Module for CNS h) Safety Cage for Task Force Crown Victoria i) Python Dual Radar for Task Force Crown Victoria Commissioners Court Meeting, August 18, 1998 Page Two J) MX7000 Light Bar, Siren Speaker, Siren Etc. for Task Force Crown Victoria k) In Car Video System for Task Force Crown Victoria 13. Request from GTE to construct a 35' road bore for cable installation in the right-of-way of Elmo Weedon , Road approximately 0.25 mile from its intersection with Timberwilde Drive. The site is located in Precinct 3. 14. Preliminary Plat of Robin Hudson Subdivision, 7.230 Acres, Samuel Davidson League, A-13, Brazos. County, Texas. The site is located in Precinct 1. 15. Approval of minutes for Commissioners Court meetings conducted on May 5, 1998, May 12, 1998, May 19, 1998, May 26, 1998 and for a workshop conducted on May 19, 1998. 16. Announcement of -interest items and possible future agenda topics. 17. Call for citizen input and/or concerns. 18. Adjourn. 1 i I i 3 ' ~ F . 1 The building is wheelchair accessible. Handicap parking spaces are available. Interpretive services de 48 hours before the u f l meeting. To make arr angements, call (09) 61-410 • r • 0 i COMMISSIONERS' COURT REGULAR MEETING AUGUST 18, 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, August 18, 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, Absent; Mary Ann Ward, County Clerk. Attached is a list of the citizens and officials in attendance. Commissioner Jones gave the invocation and led the pledge of allegiance. There was no citizen input and/or concerns. The Court next considered Budget Amendment $97/98-41.1 through 41.8, which would transfer funds from Contingency to Court Support Costs, Veterans Service, and reallocate funds for County Attorney, Non Departmental, Road & Bridge, Justice of the Peace Precinct No. 6, Constable Precinct No. 4 and Agricultural Extension Service. on motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. 14 A k f. , Coriunissioners Court meeting August 18, 1998 The Court proceeded to consider the change of status of .the following employees. NAME DEPARTMENT REASON Metcalf, Wendy L Auditor New Employee Beltrand, Pam Brazos Center Temp Pay Supp Malone, R Jr. CCL #1 Resignation Bragg, Jana M CCL #1 New Emp Temp Broach, Ruby L District Clerk Tran to C Atty Reyes, Mary G District Clerk In dept Tran Medina, Vanessa M District Clerk Promotion Nava, Juanita District Clerk New Hire McGaha, Shameka District Clerk In dept Tran Millhollon, M L District Clerk Promotion Ontiveros, Nora District Clerk New Employee Groot, Cynthia Juvenile Serv. Resignation Cox, Johnny Juvenile Serv. FT/Temp Rocha, Lloyd Juvenile Serv. Resignation James, Jessica Tax Office Resignation on motion by Commissioner Sims, seconded by Commissioner Thornton, 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: 98-008939 through 98-009180 On motion by Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to approve the claims as submitted. Agenda item number seven (7) was withdrawn at the request of the Director of Juvenile Services. The next matter for consideration by the Court was Amendment $2 to the current Sell to Minors Sting (Rids N Rops) Grant for the County Attorney. This adds Attachment B to the grant agreement that includes the Approved Project Budget for the project; funds within the budget have been revised to more efficiently operate the program; and the Project Coordinator is now working full time due to the demands of the work load. On motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to approve Amendment ;2 i to the Sell to Minors Sting (Rids N Rops Grant). A copy is f attached hereto. on motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to confirm audit c i ~1 Commissioners Court meeting August 18, 1998 ~J • • services to be provided by Ingram, Wallis & Company for fiscal year ending September 30, 1998. On motion by Commissioner Thornton, seconded by Commissioner Sims, the Court voted unanimously to authorize the County Judge to execute a Tax Resale Deed to the following organization: La Sulamita Congregational Church of Bryan, Texas, The Unified Pentecostal Local Churches Inc. of Texas - Lots 6 and 7, Block 10, Woodlawn Addition, City of Bryan, Brazos County, Texas The Court proceeded to consider the following blanket' Purchase Orders: Moo Beans Jury Services $ 500 Eagle Purchasing $ 500 On motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to approve the Blanket Purchase Orders as submitted. The Court next considered approval of requisitions from Capital Expenditures for the following purchases: a) Replacement Copier for County Clerk $6,706.18 b) Replacement Monitor for Auditor $179.00 c) Replacement Computer for Auditor $1,026.00 d) Professional Software for County Clerk $1,112.00 e) Computers for County Clerk $3,078.00 f) Monitors for County Clerk $974.22 g) Memory Module for CNS $1,233.00 h) Safety Cage for Task Force Crown Victoria $319.00 i) Python Dual Radar for Task Force Crown Victoria $2,395.30 J) MX7000 Light Bar, Siren Speaker, Siren etc. for Task Force Crown Victoria $1,447.30 k) In Car Video system for Task Force Crown Victoria $ On motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to approve the, requisitions to be paid from Capital Expenditures 411 wiftau Commissioners Court meeting August 18, 1998 The Court next considered the request from GTE to.. construct a 35 foot road bore for cable installation in the right-of-way of Elmo Weedon Road approximately 0.25 mile from its intersection with Timberwilde Drive. The site is located in Precinct 3. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Sims, seconded by Commissioner Thornton, -the Court voted unanimously to approve the request from GTE and authorized the installation. A copy of the request is attached hereto. The Court next considered approval of the Preliminary Plat of Robin Hudson Subdivision in Precinct 1. Commissioner Jones moved to approve the plan. Commissioner Thornton seconded the motion. Commissioner Jones and Thornton then withdrew their motion and second after it was noted that Clayton Road did not meet County specifications of being 70 feet wide. On motion by Commissioner Jones, seconded by Commissioner Thornton, the Court voted unanimously to table consideration. The Court next considered approval of the minutes of the Commissioners' Court meetings held. in May, 1998 on the following dates: 5, 12, 19, 26 and workshop held on May 1998. on motion by Commissioner Sims, seconded by Commissioner Thornton, the Court voted unanimously to approve the minutes as submitted. The County Judge made the following comments: 1) There will be a Public Hearing on the setting of speed limits on Bird Pond Road in Precincts 1 and 3. 2) The Hay Hotline is set up. 3) September 3, 1998 is the Livestock Commission Education meeting. 4) The-Burning Ban is still in effect and will remain so until lifted by the ' Commissioners Court. 5) Today there will be a Tax Hearing at 1:00 s p.m. and a Budget Hearing at 2:00 p.m. next Tuesday, August 25, 1998. r i 1 4 • • • Commissioners Court meeting August 18, 1998 6) Two elected officials requested a hearing before the Grievance Committee. There being no further business to come before the Court, the meeting was adjourned. t k F i I ~ f vvL i'+ pAG~. ~ ~ The foregoing minutes of the Commissioners Court meeting held August 18, 1998 have been examined and are approved in open Court this the day of 1911 , in Bryan, Brazos County, Texas. 44.. W. Jones-,F- Mid- County `Judge Wm. S. Thornton Commissioner, Precinct No. 2 C71( ey Ca ley, r. ommiss'oner, Precin No. 4 Ton ones Commissio r, Precinct, No. 1 Comm46ioner, Precinct No. 3 Mary nn Ward County Clerk i } BRAZOS COUNTY COWaSSIONERS/ MEETING ON ~Lt IL[c l- I J 99K AT A.M./ilOL DDTWT uevD • • 101 - vaueu~a~naavp / VuPlYA1vI / CITIZEN r ~l> 6/ 9~ ~e u e S 64 ~~ln T7ACA ro.0 //n H 12 Aysi... e002~ 0'2 ~ co ~ a lv4v ,1~ ~ Cry A,AAA - 7e-4 Va AU r , t, BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1997-1998 BUDGET YEAR NO. 97/98-41.1 throughP 41.8 On this the 18th day of August 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 August 18, 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 r 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 18th day of August 1998. THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. cgs.... y- 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 F VUL-J~4,.pAUk 416%0" . -OIL .«'.t+w-... •v^...~--.. . . 1..<. ~•.r :tr, ern TRMM , . -^~+e. • 0 1✓'y: BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/9841.1 R/1 R/9R FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decease 01 110100 1 722000 DR Crt. A nt Att s-JP's $ 51000.00 01 110100 722010 DR Crt. A nt Att s-CCL1 38,000.00 01 110100 722020 DR Crt. A nt Att s-CCL2 9,000.00 01 110100 722050 DR Crt. A nt Att s-85th 10,000.00 01 110100 722060 DR Crt. A nt Att s-272nd 34,000.00 01 110100 722070 DR Crt. A nt Att s-361st 21,000,00 01 470200 CR Reserve for Contingency 117,000.00 Court Su port Cos To allow f or an increase in Cour t Appointed Attorney ex nditures ate: -"4 1 Z- I I t ' a t ' S- BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98-41.2 FD DIV ACCT PROS DR/CR ACCOUNT NAME Increase Decrease 01 180001 618010 Dr Travel S 1.400.00 01 180001 653500 Cr Gasoline S 500.00 01 180001 659500 Cr Vehicle Maintenance 900.00 ITo reallocate budget to allow travel for several employees attending the TDCAA Annual j Criminal and Civil Law Update. i 4 i i I 0/1~\ ~ ~ I I 1 p 7 - I t r - ~ u 01 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/9841.3 8/18/98 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 110005 651500 Dr Computer Maintenance $ 3,500.00 01 110005 652000 Dr Copier Maintenance 1,850.00 01 110005 614000 Cr Insurance 5,350.00 Non-Departmental To reallocate budeet to allow for overaee. vu LpAUh- 4 (1 r I BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/98-41.4 8 18/98 FI) DIV ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 11 560001 802860 Dr Equipment Other $ 3,708.00 11 560001 656800 Cr Ma'or Pro'ects S 3.708.00 Road & Bridge To reclassi f budget to allow the urchase of Ca ital expenditures. C 01 •I - BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/9841.5 8/4/98 FD DIV ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 01 100020 618010 DR Travel $ 10.00 01 470200 CR Reserve For Contingency $ 10.00 Veterans Services To allow for an increase in travel expenditures r W L AU 4 ~ 5 `r L - 13KALUSUVUtVlit 1ZAAb BUDGET AMENDMENTS No. 97/98-41.6 8 /13/98 FD DIV ACCT PROI DR/CR ACCOUNT NAME Increase Decrease 01 246001 715060 DR Rental- Office Space $ 1.000.00 01 247101 715060 CR Rental- Office Space S 500.00 01 470200 CR Reserve For Contingency $ 500.00 Justice of the Peace Precinct 6 Justice of the Peace Precinct 7-1 To reallocate budget to allow for add itional Office Space Rental expenditures - - all i f • • BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 97/9841.7 8 /13198 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 304001 659500 DR Vehicle Maintenance $ 504.00 01 304001 614600 CR Pagers S 160.00 01 304001 610600 CR Bonds S 144.00 01 304001 601300 CR Com uter Supplies $ 200.00 Constable Precinct 4 To reallocate budget to allow for increased vehic le maintenance expenditures. va A~, 4 a~ r F i f F r -7 f-7 - - - - - BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS - No. 7/98-4 9_1.8 - - - - - 8/13/98 FD DIV ACCT PROD DR/CR ACCOUNT NAME Increase Decrease 01 370001 516400 DR Hourly - Temporary $ 2.200.00 01 370001 514100 Cr Salary-Ag Rxtension $ 2,200.00 County Agriculture Extension To reallocate budget to allow ro fessional services to be aid. vuk 14 jpAuh_ wr 1 • • Misc. Contract 588XXFS006 Charge Number-(98)02-02-El - A PIN 17460004330000 AMENDMENT 02 TO GRANT AGREEMENT THE STATE OF TEXAS* THE COUNTY OF TRAVIS" THIS AMENDMENT IS MADE BY and between the State of Texas, acting by and through the Texas Department of Transportation, hereinafter called the Department, and Brazos County. hereinafter called the Subgrantee, and becomes effective when fully executed by both parties. WTTNESSETH The Department and,the Subgrantee executed a grant agreement on October 6, 1997 to conduct a traffic safety project generally described as Sell to Minor Sting Grant Program; and, On the front page, the grant agreement specifies that the grant completion date is 9-30-93 unless the grant is terminated or otherwise modified; and, 1 The Agreement establishes the maximum amount payable under the grant agreement as S45,000.00 unless modified in writing through an amendment to the grant agreement; and. Attachment A to the grant agreement includes the Approved Project Description for the project; and, Attachment B to the grant agreement includes the Approved Project Budget for the project. Funds within the budget have been revised to more efficiently operate the program. The Project Coordinator is now working full time due to the demands of the work load; and, NOW THEREFORE, premises considered, the Department and the Subgrantee agree that the grant agreement is amended as follows. AGREEMENT Attachment B. Approved Project Budget, is revised as attached. Page i_ or 2_ • VOL 4 cmt1r A r • . . ..r-ro ~w.+. --^•-•r"►~+r.`Y^'w'f~..+~.~C"7~^hrr+r~+•9~esr^r•'°+7-I^~wr.•-•~-rm.~ rKr +?'^~*~..w•ow 11 THE TEXAS TRAFFIC SAFETY PROGRAM AMENDMENT TO GRANT AGREEMENT Misc. Contract Number 588XXF5006 All other provisions remain in full force and effect, unchanged by this amendment. IN WITNESS wHEREOF. THE parties to this amendment have signed duplicate counterparts. THE SUBGRANTEE THE STATE OF TEXAS i Executed for the Executive Director and Brazos County approved for the Texas Transportation (Legal Name of Agency) Commission under the authority of Minute Order No. 82513 and Stand-Alone Manual By 6P4_'--_A QL Notice 96-6 for the purpose and effect of (Authorized gnature) activating and/or carrying out the order's. established policies or work programs Alvin W. Jones, County Judge heretofore approved and authorized by the (Name and Title) Texas Transportation Commission under the authority of Minute Order No. 100002. C ' Date August 18, 1998 By irector. Traffic ' Texas Department of T ATTEST: (S. ture) Mary Ann Ward, County Clerk (Name and Tale) Under authority of Ordinance or Resolution Number Date 9116 /a tlO L4 AG `f Page-2,_ of _2 4 , i • i l r! - - .w_y.. (3 .aAy'.!n_SM~~'l.~ .i~6~a1(~i~ .%~-~`~•.~:`L•y~M t y~ 5 F t B APPROVED PROJECT BUDGET ATTACB?4ENT B AMENDMENT TWO Rev. 8/6/98 Brazos County SUBGRANTEE (Round figures to nearest C T LABOR COSTS ORY I Local/ Federal State Funds Funds _T4TAI` BUDGE A EG - (100) Salaries : ( Full-time ) 1. Project Coordinator $ 13.500.00 SszOQ.~ $23,200.00 2. Undercover Minors (Parttime) 0 $15.00 per hour $ 3-240.00 S S 3.240.00 3. Secretary (4% time) ® $12.54 per hour $ $ 1,000.00 $ 1-000.00 TOTAL (100) SALARIES $ 16.740.00 $10.700.00 $ 27.440.00 (200) Fringe Benefits 1.Project Coordinator $ 1-550.00 S 2-250.00 S 3.800.00 ~ 2.Undercover Minors (Parttime) $ 455.00 $ $ 455.00 TOTAL (200) FRINGE BENEFITS $ 2-005-00 s 2-250.00 $ 4-255.00 (300) Travel and Per Diem 1. Mileage (actual cost not to exceed state rate. Documentation of rate is required prior to reimbursement.) .28 - 1.785 mi $ _ 500.00 $ S 500.00 2. Other in-state transportation costs (airfare. car rental, etc.) 3. Out-of-state transportation costs (airfare. car rental. etc.) a TOTAL (300) TRAVEL & PER DIEM $ 500.00 $ $ 500.00 TOTAL LABOR COSTS $ 19.245.00 $ 12.950.00 $ 32.195.00 WV 1 7197 Page 1 of 3 k ' - Y j t • • 0 A • - - BUDGET CATEGORY I1- OTHER DIRECT Local/ Federal State Funds Funds TOTAL , COSTS: C (400) Equipment (Lease) $ $ 250-00 S x_00 (500) Supplies S 1.000.00 $ S I-000.00 1. 100 8 mm videotapes 2. Items used for-camera concealment - (600) Contractual Services (Hourly wage rates are estimated for budget purposes only. Reimbursement will be based on actual costs per hour, per employee.) 1. Peace Officer $ 16.500.00 $ $16-500-00 a $20.00 per hour n $25.000.00 2. Video recorder $ 3.300.00 $ $ 3.300-00 ® $15.00 per hour a $3,800.00 TOTAL (600) CONTRACTUAL SERV. $ 19.800.00 $ $ 19-800-00 (700) Other Miscellaneous (spccifyl 1. 'Buy' Funds for minor purchase $ 1.500.00 S $ 1.500.00 2. MILEAGE (Rate used only for budget S 3 2011-00 S $ 3200.00 estimate. Reimbursement will be made according to the approved subgrantee's average cost per mile to operate patrol vehicles, not to exceed ' 5.28/mile. Documentation of cast per mile is required prior to reimbursement.) miles8 per mile 3. MILEAGE for other Agency vehicle S S 1-250.00 S~.2S4.QQ s 4. Educational materials a. Educational items = $250-00 $S 250"00 S 250.00 5. Training for Project Coordinator $ S 300.00 S300,00 1 6. Camera Maintenance & Repair $ 255.00 S $255.00 4 TOTAL (700) OTHER MISC. $4-955-00 $1,900.00 $ 6-75S.00 TOTAL OTHER DIRECT COSTS $ 25.755.00 S 2.050.00 $27-905.00 7/97 page 2 of 3 q Y i Local/ Federal State Funds F +n 4 TOTAL (800) INDIRECT COSTS Rata at 'X► $ $ $ SUM ARY: TOTAL LABOR COSTS $19.245.00 $-12,250.00 $ 32,195.00 TOTAL OTHER DIRECT COSTS $ 25.755.00 $ 2.050.00 $17.805.00 TOTAL INDIRECT COSTS $ $ $ GRAND TOTAL $ 45.000.00 $ 15.000.00 $ 60.000.00 FUND SOURCES* Federal Funds (1596) Local Funds (25%) $45,000.00 + $15,000.00 a TOTAL $ 60.000.00 f 7197 Page 3 of 3 • r 0 INGRAM, WALLIS & COMPANY A P OFESSMMCORNRAMO Certified Public Awmmt" :100 Vi& Mader. nuke 100 BRYAK TFXA,S "M James D. Irwam, W Thomas A. WaUa James D. 14mm N Agnes L Bennett JU&th W. Childs Rkhasd L Webb wen& M. strata D ft K. Rydl Blaine A. Baker July 28, 1998 Honorable Alvin W. Jones County Judge Brazos County, Texas Dear Judge Jones: a ta~a Nay)7762600 TOAMM TM We are pleased to confirm our understanding of the services we are to provide Brazos County, Texas for the year ended September 30, 1998. We will audit the general purpose financial statements of Brazos County, Texas as of and for the year ended September 30, 1998. The general purpose financial statements consist of the combined balance sheets, the related statements of revenues and expenditures, statements of changes in fund balances and statements of cash flows for the proprietary funds and the accompanying notes to the financial statements. In addition, the financial statements will have included the Schedule of Federal Financial Assistance that will be subjected to the auditing procedures applied in our audit of the financial statements. We will audit the general purpose financial statements of the Brazos County Health Department as of and for the year ended September 30, 1998.. The general purpose financial statements consist of the combined balance sheet, the related statement of revenues, expenditures and changes in fund balance and the accompanying notes to the financial statements. In addition, the financial statements will have included the Supplementary. Schedule of Federal Financial Assistance that will be subjected to the auditing procedures applied in our audit of the financial statements. We will audit the statements of assets, liabilities, and fund balance of contracts between the Brazos County Juvenile Services Department and the Texas Juvenile Probation Commission as of August 31, 1998, and the related statements of revenue, expenditures, and changes in fund balance , for the year then ended. The financial statements will be in conformity with accounting and reporting practices prescribed by the Texas Juvenile Probation Commission, which is a comprehensive PAGAhas±21 JO E f e V t' The management of Brazos County, Texas is responsible for establishing and maintaining the internal control. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of the controls. The objectives of internal control are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorizations and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles, and that federal awards programs are managed in compliance with applicable laws and regulations. In planning and performing our audits for the year ended September 30, 1998, we will consider the internal control in order to determine our auditing procedures for the purpose of expressing our opinions on Brazos County, Texas' general purpose financial statements and on its compliance with requirements applicable to major programs and to report on the internal control in accordance with OMB Circular A-133, and not to provide assurance on the internal control. We will obtain an understanding of the design of the relevant controls and whether they have been placed in operation, and we will assess control risk. Tests of controls may be performed to vuu-) +.J-Wa-ft, 30 0 Brazos County, Texas July 28, 1998 Page 2 basis of accounting other than generally accepted accounting principles. We will also issue reports on Brazos County's'and Brazos County Health Department's compliance with rules and regulations and their internal control structures. our audit will be a single audit conducted in accordance with generally accepted auditing standards; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, and will include tests of the accounting records of Brazos County, Texas and other procedures we consider necessary to enable us to express an unqualified opinion that the financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles and to report on the Schedule of Expenditures of Federal Awards and on Brazos County, Texas' compliance with laws and regulations and its internal controls as required for a single audit. If.,our opinion is other than unqualified, we will fully discuss the- reasons with you in advance. If, for any reason, we are unable to complete the audit engagement, we will not issue a report as a result of this engagement. l~ r r~ Brazos County, Texas July 28, 1998 Page 3 test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the general purpose financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the general purpose financial statements. Tests of controls are required only if control risk is assessed below the maximum level. Our tests, if performed, will be less in scope than would be necessary to render an opinion on the internal control and, accordingly, no opinion will be expressed. We will perform tests of controls, as required by OMB Circular A- 133, to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each of Brazos County's major federal awards programs. Our tests will be less in scope than would,be necessary to render an opinion on these controls and, accordingly, no opinion will be expressed. We will inform you of any matters involving the internal control and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements. We will also inform you of any non-reportable conditions or other matters involving internal control, if any, as required by OMB Circular A- 133. Compliance with laws, regulations, contracts, and grant agreements applicable to Brazos County, Texas is the responsibility of the County's management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we will perform tests of the County's compliance with applicable provisions of laws, regulations, contracts, and grants. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion. Our audit will be conducted in accordance with the standards referred to in the third paragraph. OMB circular A-133 requires that we plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with applicable provisions of laws, regulations, contracts, and grants. our procedures will consist of the applicable procedures described in the OMB's compliance supplement. The purpose of our audit will be to express, . VV L ~~YAU- kt. 40 ,l . F c t F I V. • f L ' 4 ~ - Brazos County, Texas July 28, 1998 Page 4 S k i L t an opinion on Brazos County's compliance with requirements applicable to major programs. Our procedures will include tests bf documentary evidence supporting the transactions recorded in the accounts; and may include tests of the physical existence of inventories and fixed assets; and direct confirmation of certain terms, transactions assets, and liabilities by correspondence or other means with selected customers, creditors, banks and their employeps.•We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will also request certain written representations from management about the financial statements and related matters. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgement about the number of transactions to be examined and the areas to be tested. Also, we will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements, are free of material misstatement. As required by the Single Audit Act Amendments of 1996 and OMB Circular A-133, our audit will include tests of transactions related to the federal awards programs for compliance with applicable laws and regulations and appropriate tests of the internal control over such programs. Because of the concept of reasonable assurance and because we will not perform a detailed examination of all transactions, there is a risk that material errors, fraud, or other illegal acts may exist and not be detected by us. However, we will inform you of any material errors and any fraud that come to our attention. We will also inform you of any other illegal acts that come to our attention, unless clearly inconsequential. We will include such matters in the reports required for a single audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to matters that might arise during any later periods for which we are not engaged as auditors. An audit of the general purpose financial statements performed in accordance with generally accepted auditing standards is not designed to determine whether the computer systems of Brazos County are Year 2000 compliant, or to provide any assurance on whether Brazos County has addressed all of the affected systems on a timely basis. Further, we have no responsibility with regard to the systems of vendors, service providers, or any other third parties. These are responsibilities of Brazos County's management. However, we may choose to communicate matters that come to our attention relating to the Year 2000 Issue. AM a • Brazos County, Texas July 28, 1998 Page 5 Y, We understand that you will provide us with the basic information required for our audit and that you are responsible for the accuracy and completeness of that information. We will advise you about appropriate accounting principles and their application and will assist in the preparation of your financial statements, but the responsibility for the financial statements remains with you. This responsibility includes the establishment and maintenance of adequate records and effective internal control over financial reporting, the selection and application of accounting, principles, and the safeguarding of assets. Management is also responsible for identifying and ensuring that the entity complies with applicable laws and regulations. You agree that your employees will assist us in preparing schedules, typing correspondence and confirmations we request, and locating any invoices selected by us for testing. C7 The workpapers for this engagement are the property of Ingram, Wallis & Company, P.C. and constitute confidential information. However, we may be requested to make certain workpapers available to federal and/or state regulators pursuant to authority given to them by law or regulation. If requested, access to such workpapers will be provided under the supervision of Ingram, Wallis & Company, P.C. personnel. Furthermore, upon request, we may provide photocopies of selected workpapers to federal and/or state regulators. The federal and/or state regulators may intend, or decide, to distribute the photocopies or information contained therein to others, including other governmental agencies. We expect to begin our audit in early November and issue our reports no later than February 28, 1999. You agree that all of the reports referenced above will be bound into one document with the general purpose financial statements. It is understood that in the event of extenuating circumstances or unanticipated internal control problems that may be encountered the proposer may ask for the Audit Committee to re-examine the pricing for years after fiscal year ended September 30, 1998. The subsequent year fee schedules will be evaluated each year immediately after the completion of the prior year's audit. Government Auditing Standards - 1994 Revision requires that we provide you with a copy of our most recent quality control review report. our 1996 peer review report accompanies this letter. 11 4 3-.3, . I f E, . T r c F E Zak E t r ~ Brazos County, Texas July 28, 1998 Page 6 To facilitate the audit process, the County will complete certain audit schedules and reports as follows: o Close the general ledger and balance all accounts to be audited by November 9 or earlier. o .Complete all audit schedules and lead sheets as follows: Statement or Schedule Date 1. Listing of Bank Accounts is Account Numbers September 8 2. Copies of Bank Reconciliations to General Ledger Balances November 2 3. Investment Schedule and Earnings November 2 4. Institutional Collateral Pledges November 2. 5. Schedule of Bonded Debt November 2 6. Debt Service Fund Analysis November 2 7. Detailed Listing of Accounts Payable November 9 8. Detailed Listing of Encumbrances November 2 9. Detailed Analysis of Year-End Accruals November 9 10. Employee Bond Schedule November 2 11. Schedule of Insurance in Force November 2 12. Schedule of Grant Accountability (Juvenile Probation) November 16 13. Schedule of General Fixed Assets, Additions, Deletions 6 G/L Reconciliation November 23 14. Trust Fund Accounting and Reconciliation November 16 15. Schedule of Retirement Plan Activity November 16 16. Schedule of Deferred Compensation Activity November 16 17. Commissioners' Court Minutes September 8 18. Investment Committee Minutes September 8 19. Analysis of Accounts Receivable November 2 20. Schedule of Fee Office Expenses November 9 21. Schedule of Prepaid Expenses November 9 22. Schedule of Inventory November 9 23. Copies of Quarterly Payroll Tax Reports Upon Request 24. Gross Payroll Reconciliation November 9 25. Analysis of Legal Fees Paid November 2 26. Copy of Final Approved Budget and Annotated Adjustments November 9 i. AU i l~ I Z A, 4-4L 4r .i • z ~ t Brazos County, Texas July 28, 1998 Page 7 Statement or Schedule pate 27. Schedule of Anticipated Year-End Adjustments November 9 28. Initial Trial Balance by Fund November 9 (working Trial Balance) or earlier 29. Reconciliation of Interfund Receivables and Payables November 9 30. Reconciliation of Fund Balances at Year-End November 9 31. Statistical Tables December 14 32. Footnotes December 14 33. Combined and Combining Financial Statements December 14 34. CAFR Back to County December 31 35. CAFR Assembled January 31 36. Schedule of Pending Litigation September 8 37. Schedule of Comp. Time Earned November 16 38. Schedule of Accrued Salaries November 16 39. Others as Requested by Us Upon Request our fees for these services will be based on the actual time spent at our standard hourly rates, plus travel and other out-of-pocket costs, such as report production, typing, postage, etc. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered periodically as work progresses and are payable on presentation. The fee will be based on -anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a fee estimate before we incur the additional costs. We estimate that the engagement will require approximately 1300 man hours and the approximate percentage of time required by level is as follows: I Partners 9% Managers 25% Staff 66% 10 0 VuL LyAuk. `5 rf r _ r F Z Brazos County, Texas July T8, 1998 rPage 8 we base our approximate man hours on the assumption that the reporting requirements of Brazos County will remain the same as prior years, and that the County will provide the assistance discussed in this letter. If, for whatever reason, the County does not provide the aforementioned assistance or additional services are required after December 31, 19984 additional fees will be charged at our standard rates. We appreciate the opportunity to be of service to Brazos County, Texas and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Sincerely, ag, ',..I 4t, 0, V11% F COMIA Ingram, Wallis & Company, P.C. RESPONSE: This letter correctly sets forth the understanding of Brazos County, Texas. By: Title: Date: 9 3k t n • BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 860001 DATE OF COURT MEETING: August 18J998 ITEM: Request from GTE to construct a 35' road bore for cable Install on the nh of way of Elmo Weedon Road aDDroximately 0.25 mile from its intersection with Timberwilde Dr. Site is located in Precinct 3 SOURCE OF FUNDS: N/A u • 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-0f-ray tine 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 cleaned 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 firth. copies of all test results sW be furnished to the office of the Brazos County Engineer. E) Construction shall be in strict conformance to the latest Texas Manual of Uniform Tn3fSc Control Devices for Streets and Highways. published by the Texas Department of Transportation„ and all other State and Federal laws governing utility construction. Il. ACTION REQUESTED OR ALTERNATIVES: SUBMITTED BY: APPR D Richard F. Vance, P.E. Commiss' her Randy Sims County Engineer Precin 3 CC98-072 ApprovedE6eniedO by Commissioners' Court ; Date: 11-fa•40 Alvin 'W. Jones, C unty Judge -4 77 i 4 r t r w r. August 5., 1998 Richard Vance Brazos County Engineering Office County Engineer 2617 W. Hwy 21 Bryan, TX 77803 Dear Sir. Subject AGRMNTS 24 BURIED CABLE ® GTE Network Services Access Design 301 Industrial Blvd. Enclosed are Form ED-135 and work location sketch showing the location of our proposed buried cable line on County Roads in Brazos County at College Station, Texas. This work is to be completed on Work Omer 5416 - 9P001 DB which is scheduled for August 6, 1998. If you have any questions concerning this order, please contact Joe Young at our office in Bryan, telephone 409-821-4303 within 15 days so that we may explain or modify our proposal, otherwise, it is understood that this is approved. Sincerely, Charlie Clanton Senior Designer - Access Design CC:ec Attachment A&'c i 3 O-'! As Alo TAE o nS^~D• 98 i 1 • GENERAL TELEPHONE NOTICE OF COMMUNICATION COMPANY LINE INSTALLATION August 5, 1998 TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: • Formal notice is hereby give that GET will construct a communication line within the right-of-way of a City Road in Brazos County, Texas as follows: We will be making a 35 ft. Bore under Elmo Weedon Road approximately .25 miles past Timberwilde Road. The location and description of this line and associated appurtenances is more fully shown by two (2) copies of drawings attached to this notice. The line will be constructed and maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that tender of this notice by the GET Southwest Incorporated does not constitute a waiver, surrender, abandonment of impairment of any properly rights, franchise. easement, license, authority, permission, privilege or right, now granted by law or may be granted in the future and any provision or provisions so construed shall be null and void. Construction of this line will begin on or after August 6, 1998. GENERAL TELEPHONE COMPANY 5416 - 9P001 DB 6L Charlie Clanton Senior Designer - Access Design 301 Industrial Blvd. Bryan, Texas 77803 0 ot.Ms- REQUEST FOR BURIED DROP Cattrol Log / - -Telephone No. -7 "7`+" Exchange ~~~N S l C t'~~1-t,~~N ' , • . C.-BR Tel. No.5- ~1 5 ~Q -1776-eoLf8 Name A~~ pOUG ' 'Address/Sal Code 1a v `0 w e .'y O• Terminal Address 1 "MO W ~V= DN' • ' 140 PC) 49 y IS Gr (P~ $2.l-303 ~ Employee Approximate Footage 2600 } Is there a drop there now Yes ❑ No L~ Tempo.ary Serv;ce (w Service order I Comp. Oato Yes ❑ No ,LJ ! Bore Required Yes CJ No ❑ i Spec:d Instructions' ; f O 1 FA 158 -29-0 02-1b ELMO wEE000: G-0 A?k)L f~ Mtt - S TOW R CY AT PLOSI- 0 CA-CTLJ:--- GOA90.. oysc- '1s av_Nwo wooOS. '0.5MILJES CT-T- 0 F$ (LORD. ( TtIS GUAP-p l5 ~14 M(LG ' AST `(1Ma- w~~. t= P(L, ~ oR,Z-& 3 Directions arlcf Sketch (if Required) VIA25;9oy Rt) i 8~ _ ¢ rr+ o+5'7 y f.+0 ` , O - - - - - ANO t3ogt) , Z l , AND 6Rou►'O J hl~l (~•flc , , l o° ' - unrest fvN~ r • 0 O 1 RT PA-1714 W To Ftl 151b Drop Crew Date Completed Footage her Work Done ,Z r• r